Privacy Policy
How VMK Accountants Limited collects, uses, stores and protects personal information.
Last updated: June 2026
Quick summary
Clear, careful and confidential handling of your data.
Introduction
VMK Accountants Limited respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you use our website, contact us, become a client or receive services from us.
This policy is intended to provide clear information in line with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Who we are
VMK Accountants Limited is an accountancy firm providing accounting, tax, VAT, payroll, bookkeeping, CIS, business advisory and related professional services.
Business name
VMK Accountants Limited
Company number
04288796
Address
17 Hunters Grove, Kenton, Harrow, HA3 9AB
Contact
07956 309363
admin@vmkaccountants.co.uk
Data controller
VMK Accountants Limited is the data controller for personal data processed through this website and in connection with our professional services, unless we tell you otherwise in writing.
This means we decide why and how personal data is used when providing our services and operating our website.
What personal data we collect
The information we collect depends on your relationship with us and the services you request. We may collect and process:
- Name, address, phone number and email address
- Date of birth, National Insurance number, UTR and tax references where needed
- Company, director, shareholder, partner and beneficial ownership details
- Identity documents and verification information for anti money laundering checks
- Financial records, bank statements, invoices, receipts and bookkeeping records
- Payroll, pension, VAT, CIS, tax return and accounting records
- Property income, capital gains, employment, dividend and self employment information
- HMRC, Companies House and other official correspondence
- Website enquiry details, IP address, browser information and website usage data where analytics apply
How we collect personal data
We may collect personal data from you directly and from other sources, including:
- Website contact forms and enquiry forms
- Phone calls, emails, meetings and online consultations
- Client onboarding forms and engagement processes
- Secure document sharing and accounting software
- Information provided by your previous accountant with your authority
- HMRC, Companies House, public registers and official sources where relevant
- Third party platforms used for accounting, tax, payroll, bookkeeping, forms, analytics, chat or business administration
Why we use personal data
We use personal data for professional, legal and business purposes, including:
- Responding to enquiries and managing communications
- Providing accountancy, tax, VAT, payroll, CIS, bookkeeping and advisory services
- Preparing accounts, tax returns, payroll reports, VAT returns and Companies House filings
- Communicating with HMRC, Companies House, The Pension Regulator and other authorities where authorised or required
- Client onboarding, identity checks and anti money laundering compliance
- Maintaining accurate business, accounting and regulatory records
- Managing fees, invoices, payments and debt recovery where necessary
- Improving our website, services and client experience
- Protecting our business, clients, systems and legal rights
We do not sell your personal data.
Our lawful bases for processing
We only process personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on:
Contract
Where processing is needed to take steps before entering into an engagement or to provide services under our engagement terms.
Legal obligation
Where we must process information to comply with tax, accounting, company law, anti money laundering, regulatory or professional obligations.
Legitimate interests
Where processing is necessary for running our firm, responding to enquiries, improving services, protecting our systems or managing client relationships, provided your rights are respected.
Consent
Where consent is required, for example for certain optional marketing or non essential cookies. You may withdraw consent where processing is based on consent.
Special category and sensitive data
We do not usually collect special category data unless it is needed for a specific service, legal obligation, client instruction or professional purpose. Special category data may include information about health, ethnicity, religion, trade union membership or similar sensitive matters.
Where special category data is needed, we handle it with extra care and only where a lawful basis and an additional condition for processing applies.
Anti money laundering checks
As an accountancy service provider, we may need to verify identity, beneficial ownership and source of funds or wealth information, and keep relevant records to meet anti money laundering and regulatory obligations.
We may use documents, electronic verification tools, public registers and other information sources to complete these checks. In some circumstances, we may be legally required to report suspicious activity and may be restricted from telling you about that report.
International transfers
Some cloud, software, analytics, communication or support providers may process personal data outside the United Kingdom. Where this happens, we expect appropriate safeguards to be used where required by law.
Marketing communications
We may contact existing or prospective clients with service related information, updates or responses to enquiries. We will only send electronic marketing where we have a lawful basis to do so and where required permissions are in place.
You can ask us to stop sending marketing communications at any time by contacting us.
How long we keep personal data
We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, tax, accounting, professional, regulatory, insurance and legitimate business requirements.
Client records
Client records are generally retained for as long as needed to provide services and meet legal, tax, accounting, professional and regulatory obligations. Some records may be kept for at least six years after the end of the relevant relationship, tax year or accounting period, and longer where required.
Enquiries
Enquiry data may be kept for a shorter period unless the enquiry becomes a client relationship or we need to keep the information for legal, regulatory or business reasons.
How we protect personal data
We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.
These measures may include access controls, secure systems, confidentiality procedures, careful document handling, staff awareness, password protection and secure communication methods where appropriate.
No method of electronic communication or storage is completely secure. You should avoid sending highly sensitive documents by ordinary email unless this has been agreed and you understand the risks.
Your data protection rights
Under UK data protection law, you may have the following rights, depending on the circumstances:
- The right to be informed about how your personal data is used
- The right to access personal data we hold about you
- The right to ask us to correct inaccurate or incomplete data
- The right to request deletion in certain circumstances
- The right to restrict processing in certain circumstances
- The right to object to processing in certain circumstances
- The right to data portability where applicable
- The right to withdraw consent where processing is based on consent
- The right to complain to the Information Commissioner's Office
If you wish to exercise your rights, please contact us using the details below. We may need to verify your identity before responding.
You can complain to the Information Commissioner's Office if you are unhappy with how your personal data is handled. Website: ico.org.uk
Automated decision making
We do not use personal data submitted through the website to make decisions based solely on automated processing that have legal or similarly significant effects on individuals.
Children's data
Our website and services are not aimed at children. We do not knowingly collect children's personal data through the website. Where information about a child is needed for a tax, payroll, family, trust or related professional matter, it will be handled carefully and only for the relevant purpose.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be available on our website and will show the date it was last updated.
Contact us
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
