City Accountancy Services Ltd

Privacy Policy

Last updated: 29 October 2026

City Accountancy Services Ltd respects your privacy. This policy explains how we collect, use and protect your personal information when you visit our website, contact us or become a client.

Who we are

City Accountancy Services Ltd is the data controller for the personal information described in this policy. We are registered in England and Wales (company no. 04733289) and our office is at 50 Vassall Road, London SW9 6HX. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC084589.

If you have any questions about this policy or your personal information, please contact us by email at info@cityaccountancy.com or by phone on 07483 326321.

The information we collect

When you contact us, for example by phone or email, we collect the details you give us, such as your name, phone number, email address and anything you tell us about your enquiry.

When you become a client, we collect the information we need to provide our services and meet our legal obligations. Depending on the work, this may include:

  • your name, address, date of birth and contact details
  • proof of identity and address, which we must check under anti-money laundering rules
  • tax and financial information, such as your National Insurance number, Unique Taxpayer Reference (UTR), income, expenses, bank statements and records of your business
  • details of company directors, shareholders and employees, for example when we run payroll or file with Companies House

When you visit our website, our hosting provider automatically records basic technical information, such as your IP address, browser type and the pages you visit, to keep the website secure and working properly. We do not use analytics or advertising tools to track you.

How we use your information

We only use your personal information when the law allows us to. We use it to:

  • reply to your enquiry and arrange a consultation (to take steps at your request before entering into a contract, or because it is in our legitimate interests to respond)
  • provide accounting, tax, bookkeeping, VAT and payroll services to you (to perform our contract with you)
  • carry out identity checks and keep records required by law, including under the Money Laundering Regulations and tax legislation (to comply with our legal obligations)
  • run our business, keep our systems secure and deal with any complaints or disputes (in our legitimate interests)

We will not send you marketing emails without your consent, and we never sell your personal information.

Who we share your information with

We only share your information when it is needed to provide our services, when you ask us to, or when the law requires it. This may include:

  • HM Revenue & Customs, Companies House and workplace pension providers, when we file returns and submissions on your behalf
  • trusted suppliers who help us run our practice, such as accounting and payroll software, IT, email and website hosting providers
  • our professional body, regulators, insurers and professional advisers, where necessary
  • law enforcement or other authorities, where we are legally required to do so

Our suppliers may only use your information on our instructions and must keep it secure.

Transfers outside the UK

Some of the software providers we use may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contract terms, so your information stays protected.

How long we keep your information

If you contact us but do not become a client, we keep your enquiry for up to 12 months and then delete it.

For clients, we keep records for as long as we act for you and then for at least five years after our relationship ends, as required by anti-money laundering law. We usually keep tax and accounting records for six years after the end of the relevant tax year so we can meet our legal obligations and deal with any questions from HMRC.

Cookies

Cookies are small files that a website stores on your device. Our website does not use cookies for analytics, advertising or tracking. WordPress, the software that runs our site, only sets cookies for people who log in to manage the website. If we start using any other cookies in future, we will update this policy and ask for your consent where required.

How we keep your information safe

We use appropriate technical and organisational measures to protect your personal information, including secure (encrypted) connections to our website, access controls and password-protected systems. Only people who need your information to do their job can access it.

Your rights

Under UK data protection law, you have the right to:

  • ask for a copy of the personal information we hold about you
  • ask us to correct information that is wrong or incomplete
  • ask us to delete your information, where we no longer have a legal reason to keep it
  • ask us to restrict how we use your information, or object to us using it
  • ask us to transfer your information to you or to another organisation
  • withdraw your consent at any time, where we rely on consent

To use any of these rights, please contact us at info@cityaccountancy.com. There is usually no charge, and we will respond within one month. Some rights are limited where we must keep information by law.

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.