Last updated: 29 October 2026.
1. Introduction
PR Accountants Ltd respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, make an enquiry, become a client, or use our accountancy, tax, bookkeeping, payroll, VAT or company secretarial services.
For the purposes of UK data protection law, PR Accountants Ltd is the data controller for the personal data we process, unless we tell you otherwise.
2. Our details
Business name: PR Accountants Ltd
Company number: 15102388
Address: 1 Castle Street, Worcester, WR1 3AA
Email: info@praccounting.co.uk
Telephone: 0330 043 0792
ICO registration reference: ZB649142
3. Personal data we may collect
We may collect and process the following types of personal data:
- Your name, address, email address and telephone number
- Business name and business contact details
- Date of birth and National Insurance number, where required
- Unique Taxpayer Reference, company number, VAT number, PAYE references and Companies House details
- Identification documents and anti-money laundering information
- Financial records, bookkeeping records, bank information and tax information
- Payroll information, employee details and pension information, where relevant
- Correspondence, emails and documents you send to us
- Information submitted through our website contact form
- Website usage data, such as pages visited and technical information about your device, where cookies or analytics tools are used
We only collect information relevant to the enquiry, service, legal obligation or professional work being carried out.
4. How we collect personal data
We may collect personal data from:
- You directly
- Your business, employees, directors, shareholders or authorised representatives
- HMRC, Companies House and other public registers
- Accounting software such as QuickBooks, Xero or similar platforms
- Payroll, bookkeeping, tax and compliance systems
- Email, telephone, online forms and document-sharing systems
- Anti-money laundering and identity verification providers
- Banks, lenders, solicitors or other advisers, where you authorise this or where it is necessary for the work
5. Why we use your personal data
We may use your personal data to:
- Respond to enquiries
- Provide quotes and discuss services
- Onboard clients and complete anti-money laundering checks
- Prepare accounts, tax returns, VAT returns, payroll and bookkeeping records
- Provide company secretarial services
- Communicate with HMRC, Companies House and other relevant authorities
- Manage client relationships and correspondence
- Issue invoices and collect payments
- Comply with legal, regulatory and professional obligations
- Keep business records
- Improve our website and services
- Deal with complaints, disputes or professional matters
6. Lawful basis for using your personal data
Under UK GDPR, we must have a lawful basis for processing personal data. Relevant bases can include contract, legal obligation, legitimate interests and consent.
Responding to enquiries: legitimate interests or pre-contract steps. Providing accountancy and tax services: contract. Completing AML checks: legal obligation. Preparing and filing tax returns and accounts: contract or legal obligation. Payroll processing: contract or legal obligation. HMRC and Companies House communication: contract or legal obligation. Invoicing and fee collection: contract or legitimate interests. Professional record keeping: legal obligation or legitimate interests. Website analytics: consent where required. Marketing: consent or legitimate interests, depending on the circumstances.
Where we rely on legitimate interests, we use personal data as necessary to run our business, provide services, respond to enquiries and manage client relationships, provided your rights and interests do not override those interests.
7. Anti-money laundering checks
As an accountancy service provider, we may be required to carry out identity verification and anti-money laundering checks before acting for you and during the client relationship.
This can include identification documents, proof of address, company ownership details, source of funds and related due diligence records. We may use third-party verification and screening providers.
8. Sharing your personal data
We may share relevant personal data with the following parties where appropriate:
- HMRC and Companies House
- Payroll and pension providers
- Accounting, tax, bookkeeping and practice management software providers
- Anti-money laundering and identity verification providers
- Professional advisers, insurers and legal representatives
- Payment providers and banks
- IT, cloud storage, email and document-sharing providers
- Staff and subcontractors working under appropriate confidentiality obligations
- Regulators and public authorities when legally required
We only share personal data where it is necessary, lawful and relevant to the work or obligation involved.
9. International transfers
Some software, cloud storage, email, analytics or IT providers may process data outside the UK.
Where personal data is transferred internationally, we expect appropriate safeguards, including adequacy regulations, standard contractual clauses or other lawful transfer mechanisms required under UK data protection law.
10. How long we keep personal data
We retain personal data only as long as reasonably necessary, taking account of legal, tax, regulatory, accountancy, professional indemnity and record-keeping requirements.
As a general guide: enquiries that do not become client engagements may be retained for up to 12 months; client records are usually retained for at least 6 years after the end of the engagement or relevant tax/accounting period; AML records are usually retained for at least 5 years after the end of the business relationship, unless longer retention is required. Complaint, dispute and claim-related information may be held for longer where necessary.
These are guides. Specific statutory or professional requirements may require different retention periods.
11. How we protect your data
We use reasonable technical and organisational precautions to protect personal data against unauthorised access, loss, misuse and disclosure. These can include secure document sharing, password and access controls, appropriate security settings for cloud software, confidentiality obligations and restricting access to those who need the information.
No electronic transmission or storage method can be guaranteed completely secure.
12. Your rights
Under UK data protection law, your rights may include:
- Access to your personal data
- Correction of inaccurate information
- Erasure in applicable circumstances
- Restriction of processing
- Objection to processing
- Data portability
- Withdrawal of consent where processing depends on consent
- Complaining to the Information Commissioner’s Office
13. Marketing
We may contact existing or prospective clients about relevant services where permitted by law. You may opt out of marketing at any time by contacting us.
We do not sell personal data to third parties.
14. Website contact forms
When you submit an enquiry through our website, we use the information you supply to respond and consider whether we can assist.
Sending an enquiry does not create an accountant-client relationship. Such a relationship is formed only when we agree to act and issue appropriate engagement terms.
15. Links to other websites
Our website may link to third-party websites. We are not responsible for their content, privacy practices or security.
16. Complaints
If you have concerns about our use of your data, please contact us using the details above. You also have the right to complain to the Information Commissioner’s Office.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on our website.