Privacy Policy

1. Who We Are
 

TrustPoint Accounting Services Ltd (“we”, “us”, “our”) is a firm of licensed accountants registered in England and Wales.
 

For the purposes of applicable data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, we are the Data Controller of the personal data we process.
 

Registered Office: 134 Oak Road, Bishops Waltham, Southampton, SO32 1EQ
Company Number: 16697347
VAT Number: GB 500 9773 96
Email: info@trustpointaccounting.co.uk
Telephone: 02380 016019

Data Protection Lead (DPL): Stanislav Olestsenko

The DPL can be contacted at info@trustpointaccounting.co.uk.
 

We are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use and safeguard your data when you visit or use our website and engage with us for professional services.
 

2. How We Collect Personal Data

We collect personal data in the following ways:
 

• When you contact us through our website, social media, email or telephone

• When you engage us to deliver professional services

• When we receive information from third parties such as HMRC, Companies House, software providers or your authorised representatives

• Through cookies and analytics tools on our website (see Cookies and Website Analytics and our Cookies Policy)
   

Where we act as a data processor on your behalf (for example, payroll processing), an additional schedule or data processing agreement will be provided.

3. Types of Data We Collect

Depending on how you interact with us, we may collect:
 

• Contact details: name, address, telephone number, email address

• Business information: company name, registration number, financial records

• Identification data: ID documents, date of birth, NI number (for AML compliance)

• Financial/tax data: income, expenditure, bank details, UTR, VAT registration

• Technical data: IP address, browser type, device type, pages visited
   

We only collect information necessary for legitimate business purposes and to meet our legal and regulatory obligations.

4. Purposes and Legal Bases for Processing

We process personal data for:
 

• Responding to enquiries

• Delivering contracted services

• Meeting legal and regulatory obligations (including tax law, AML Regulations 2017, Companies Act requirements and professional standards)

• Managing client relationships

• Maintaining records, billing and regulatory compliance

• Improving our website, communications and services
   

Our lawful bases include:
 

• Contract: to deliver services you have engaged us for

• Legal obligation: to comply with tax law, AML regulations and regulatory requirements

• Legitimate interests: to manage and develop our business, maintain appropriate records and defend legal claims

• Consent: only where explicitly given (for example, certain types of marketing, if we choose to use it in future)
   

We do not rely on consent as the main basis for our core professional services.

5. How We Store and Protect Your Information

We use secure systems which include:
 

• Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)

• Engager App

• Xama AML

• Xero

• BrightPay

• Apron

• Adfin

• InformDirect (for company secretarial)
   

Access is restricted to authorised staff only.

We apply multi-factor authentication (MFA), encryption, password security and device controls, as outlined in our Information Security Policy.

Our website is hosted on Wix.com Ltd, which may process certain technical data for security and analytics purposes.

6. Data Retention

We retain personal data for as long as required to meet legal, regulatory and contractual obligations:
 

• Client-related data: typically 6–7 years after the end of the relationship

• AML records: 5 years, and up to 10 years where required

• Enquiry data (not leading to engagement): deleted within 12 months
   

We may retain information for longer if necessary to establish, exercise or defend legal claims.

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7. Sharing Personal Data

We may share your data with:
 

• HMRC and other regulatory or governmental authorities

• AAT (our supervisory body)

• Professional indemnity insurers and legal advisers

• Subcontractors and software providers supporting our operations (all under confidentiality and, where applicable, data-processing agreements)

• Other professional advisers where required by law or with your explicit consent

We do not sell or trade personal data.

8. International Transfers

If any third-party system stores data outside the UK/EEA, we ensure appropriate safeguards are in place, including UK-approved Standard Contractual Clauses (SCCs).
 

9. Your Rights

You have the right to:
 

• Access your personal data

• Correct inaccurate data or incomplete data

• Request deletion (where legally permissible)

• Restrict processing in certain circumstances

• Object to processing based on legitimate interests

• Request data portability (where applicable)

• Withdraw consent (where consent is the legal basis for processing)
   

To exercise any of these rights, contact us at info@trustpointaccounting.co.uk.

If you are dissatisfied with our response, you can complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

10. Anti-Money Laundering

As licensed members of the Association of Accounting Technicians (AAT), we are supervised for AML compliance.

We are required to verify identity and may share relevant data with regulatory or law enforcement authorities if required by law.

11. Cookies and Website Analytics
 

We use essential and analytics cookies to help improve your browsing experience and to understand how visitors use our website.
 

Your cookie choices are managed through the on-site cookie consent banner, which is powered by a third-party provider. You can review or change your preferences at any time by using the cookie banner on our site.

For more details, please see our Cookies Policy.
 

12. Updates to This Policy

We may update this Privacy Policy to reflect legal, technical or operational changes.
The latest version will always appear on this page and will include the date of the most recent update.
 

Accessibility Statement
 

TrustPoint Accounting Services Ltd is committed to ensuring that our website is accessible, user-friendly and inclusive for all visitors. We want everyone to be able to access the information and services we provide, regardless of their device, abilities or assistive technologies.
 

Our Commitment
 

We aim to follow recognised best practices for usability and accessibility, including:
 

• Designing pages to be clear, consistent and easy to navigate

• Using readable fonts, high-contrast colours and responsive layouts

• Designing our site to be compatible with screen readers and keyboard navigation tools

• Ensuring images include descriptive alternative text where appropriate

• Reviewing accessibility considerations as part of our ongoing website updates
   

Feedback and Support
 

If you experience any difficulty accessing any part of our website, or need information in an alternative format (such as PDF, large print or accessible text), please contact us:
 

• Email: info@trustpointaccounting.co.uk

• Telephone: 02380 016019
   

We will respond promptly and do our best to provide the information you need.
 

Continuous Improvement
 

We are committed to ongoing improvement of our website accessibility and review accessibility as part of our wider commitment to clarity and user experience.