Privacy Policy

Introduction

The Data Protection Act 2018 (“DPA 2018”) and the UK General Data Protection Regulation (“UK GDPR”) impose certain legal obligations in connection with the processing of personal data.

EDN Accountants Limited is a data controller within the meaning of the UK GDPR and we process personal data. Our contact details are:

EDN Accountants Limited – Freedom Works, Hove Business Centre, Fonthill Rd, Brighton and Hove, Brighton BN3 6HA

We may amend this privacy notice from time to time. If we do so, we will supply you with and/or otherwise make available to you a copy of the amended notice.

Where we act as a data processor on behalf of a data controller (e.g. when processing payroll), we provide an additional schedule setting out required information, to be read in conjunction with this notice.

The purposes for which we intend to process personal data

We intend to process personal data for the following purposes:

  • to enable us to supply professional services to you as our client
  • to fulfil our obligations under relevant laws in force (e.g. the Money Laundering Regulations 2017)
  • to comply with professional obligations to which we are subject as members of the Association of Accounting Technicians
  • to use in the investigation and/or defence of potential complaints, disciplinary proceedings and legal matters
  • to invoice you and manage fee-related queries
  • to contact you about other services we provide (with your consent)

The legal bases for our intended processing of personal data

We process personal data on the following legal bases:

  • with your consent at the point of instruction
  • where processing is necessary for the performance of a contract
  • where processing is required to comply with legal obligations
  • for our legitimate interest in investigating or defending legal claims

If you do not provide the requested data, we may be unable to provide services to you.

Persons/organisations to whom we may give personal data

We may share your personal data with:

  • HMRC
  • third parties with whom you require or permit us to correspond
  • subcontractors
  • alternate practitioners appointed in the event of incapacity or death
  • tax investigation insurance providers
  • professional indemnity insurers
  • our professional body (AAT) or OPBAS for compliance purposes

We may also share your data where required by law with:

  • law enforcement
  • courts and tribunals
  • the Information Commissioner’s Office (ICO)

Retention of personal data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Where we act as a data processor, we delete or return personal data to the controller as agreed at contract termination.

Requesting personal data we hold about you (subject access requests)

You have the right to access personal data we hold about you. Please make all requests in writing and include sufficient information for us to verify your identity (e.g. name, address, NI number, photo ID, utility bill, etc.).

We will respond within one month unless legally exempted or where the request is excessive.

You may also authorise someone to request on your behalf, in which case written confirmation is required.

Putting things right (the right to rectification)

You have the right to request correction or completion of any inaccurate or incomplete personal data we hold.

Deleting your records (the right to erasure)

In certain circumstances, you have the right to request deletion of your personal data. We may refuse this request if required by law to retain it.

The right to restrict processing and the right to object

You may request us to restrict or cease processing your data in certain circumstances. Please contact us so we can assess your request.

Obtaining and reusing personal data (the right to data portability)

You may request a copy of your data in machine-readable format under certain conditions. We will respond within one month and may extend by two further months for complex requests.

Withdrawal of consent

You may withdraw consent to processing at any time by contacting us.

Marketing Communications and Preferences

We may occasionally contact you about services we believe are relevant to your business. You will always have the option to unsubscribe or opt out.

To withdraw consent for marketing communications at any time, email: info@ednaccountants.co.uk

Use of Cookies and Tracking Technologies

Our website may use cookies and similar technologies to:

  • Improve site performance
  • Track user behaviour (e.g. page views, browser type)
  • Personalise your experience

You can control cookie settings via your browser. Some functionality may be lost if cookies are disabled.

 

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information..

Website Hosting, Transfers & Data Security

Our website is hosted by secure UK-based providers. We implement appropriate technical and organisational measures, including:

  • Industry-standard encryption (e.g. SSL/TLS)
  • Secure storage within the UK or EEA
  • Access controls and data backups
  • ISO 27001 compliant data centre practices (where applicable)

While we take reasonable precautions, we cannot guarantee complete security due to the nature of the internet.

Third-Party Tools and Providers

Our website may be supported by third-party providers (e.g. web developers or analytics platforms), who may access limited data solely for service delivery or maintenance. All such providers are contractually bound to maintain data confidentiality and security.

Your Rights (Summary)

You have the right to:

  • Access your personal data
  • Request rectification
  • Request erasure (in certain cases)
  • Object to or restrict processing
  • Data portability (where applicable)
  • Withdraw consent at any time

We will respond to any rights-based request within one month.

Contact Us

If you have any questions or wish to exercise your rights, contact:

Email: info@ednaccountants.co.uk
Post: EDN Accountants Ltd, Freedom Works, Hove Business Centre, Fonthill Rd, Brighton and Hove, Brighton BN3 6HA

Escalation and ICO Contact

If you are unhappy with how we handle your data, you may lodge a complaint with:

The Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Phone: 0303 123 1113

Last Updated

This policy was last updated on: [05 August 2025]