Last updated: 14th April 2025

1. Introduction

At NSN Accountants and Tax Advisors, your trust is paramount. We recognise that as a provider of professional accountancy and tax services, you share sensitive financial and personal information with us. This Privacy Policy sets out how we collect, process, store, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and other relevant UK data protection laws. We are committed to transparency, accountability, and the respectful treatment of your personal data.

2. Who We Are

Data Controller:
NSN Accountants Ltd
Registered Office: 40 Ambleside Gardens, Wembley, England, HA9 8TL
Registered in England & Wales — Registration No: 15962232

We act as the data controller for the personal data we process. If you have any questions or concerns about our data practices, please contact our Data Protection Officer at enquiries@nsnaccountants.com.

3. The Information We Collect

We collect and process various categories of personal data to provide you with high quality professional services. This typically includes, but is not limited to:

  • Contact Details: Name, address, email, telephone number.
  • Identification Data: Unique taxpayer reference (UTR), national insurance number, identification documents (when required).
  • Financial Information: Bank details, income records, tax submissions, and other financial data relevant to the services provided.
  • Transactional Data: Records of your interactions with us, including correspondence, invoices, and appointment details.

We only collect what is necessary for the clear purposes outlined below.

4. How and Why We Use Your Data

Your data is processed for several key purposes:

  • Provision of Services: To prepare accounts, file tax returns, offer tailored financial advice, and deliver our range of professional services.
  • Communication: To keep you informed about your account, service updates, or critical changes affecting your financial status and compliance requirements.
  • Regulatory Compliance: To fulfil statutory obligations under UK law, such as anti-money laundering regulations and tax authority requirements.
  • Quality and Improvement: To evaluate and improve our service delivery, ensuring that we remain effective, efficient, and responsive to regulatory and client needs.

For each of these purposes, we carefully assess and document the lawful basis of processing, whether it be the performance of a contract, compliance with legal obligations, or our legitimate interests in maintaining service quality.

5. Lawful Basis for Processing

Our processing activities are founded upon the following:

  • Contractual Necessity: Processing is necessary for the performance of a contract you have with us.
  • Legal Obligation: We process data to comply with statutory and regulatory requirements imposed by UK law.
  • Consent: In cases where explicit consent is needed (e.g., for receiving marketing communications), we will request your consent and provide an option to withdraw it at any time.
  • Legitimate Interests: Where applicable, we process data under our legitimate interests to enhance service quality, provided such interests are not overridden by your rights and freedoms.

6. Data Sharing and Third Parties

We treat your data with the utmost confidentiality.

  • Internal Use: Your information is primarily used in-house to manage, deliver, and improve our services.
  • Third-Party Service Providers: In situations where services need to be outsourced (for instance, subcontractors, IT support or secure cloud storage), we ensure that these providers enter into strict contracts to comply with our data protection standards.
  • Legal and Regulatory Authorities: Your data may be disclosed if required by law or regulatory authorities to fulfil our legal obligations.

We never sell or rent your personal data to third parties.

7. Data Retention

We retain your personal data only as long as required for the purposes for which it was collected and in accordance with legal and regulatory requirements:

  • Service Period: During the duration of our professional relationship with you.
  • Post-Service Period: Beyond our active service period, data may be retained for a statutory period (e.g., HMRC retention periods) to comply with legal obligations and for audit purposes.
  • Deletion and Anonymisation: Once the retention period expires and no further legal or operational reason exists, your data will be securely deleted or anonymised.

8. Your Rights Under GDPR

You are entitled to a number of rights regarding your personal data, including:

  • Access: You can request details of the personal data we hold about you.
  • Rectification: If you believe any data is inaccurate or incomplete, you may request corrections.
  • Erasure: Where appropriate, you can request the deletion of your data (subject to our legal obligations).
  • Restriction: You have the right to limit the processing of your data under certain circumstances.
  • Objection: If you object to our processing based on legitimate interests or direct marketing, you may raise your concerns.
  • Data Portability: You may ask to receive your data in a portable format or have it transferred to another service provider.

To exercise any of these rights, please write to us at enquiries@nsnaccountants.com with sufficient details for identification and clarification of your request.

9. Data Security

Protecting your data is a core responsibility. We have implemented robust technical and organisational measures to secure your data against unauthorised access, accidental loss, or destruction. These include:

  • Encryption: Data is encrypted both in transit and at rest.
  • Access Controls: Strict internal policies govern who has access to your data.
  • Regular Reviews: We continuously monitor and update our security procedures to align with best practices and evolving risks.

10. Cookies and Online Tracking

If you interact with our website, cookies or similar tracking technologies may collect non-personal data to enhance user experience. While this Privacy Policy does not comprehensively cover our cookie use, we encourage you to contact us for more details if you have concerns about online tracking.

11. Contacting Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please do not hesitate to contact us:

NSN Accountants Ltd
Registered Office: 40 Ambleside Gardens, Wembley, England, HA9 8TL
Email: enquiries@nsnaccountants.com
Telephone: 020 8058 1887

12. Updates to This Policy

Data protection is an evolving field, and as such, we may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We encourage you to review this document periodically to stay informed about how we safeguard your information.