Privacy Policy.

1. Who we are

Ola Accountancy is the controller of your personal data. We are a limited company registered in England & Wales (company number 15007143), registered with the Information Commissioner’s Office (registration ZB873069) and supervised by HMRC for anti-money laundering purposes. Our contact details are at the end of this policy.

2. Information we collect

Depending on the services you use, we collect:

• Identity and contact details — name, date of birth, nationality, address, email and phone number.
• Identification documents — passport, driving licence or national ID card and proof of address, used for identity and anti-money laundering checks.
• Tax and official references — National Insurance number, UTRs, company registration number, PAYE and VAT references, Companies House authentication codes.
• Financial information — income, expenses, bank details, transaction records and other information needed to prepare accounts and tax returns.
• Business and ownership information — details of directors, shareholders and beneficial owners.
• Benefits information — where you use our Universal Credit or PIP services, information about your household and circumstances, which may include information about your health. We only process this with your explicit consent or where otherwise permitted by law.
• Website data — technical information such as your IP address and pages visited, and anything you send through our website forms.

We collect this information directly from you (through forms, email, phone, WhatsApp or meetings), and where relevant from HMRC, Companies House, your previous accountant or identity verification sources.

3. How we use your information and our legal basis

• To provide our services — preparing accounts, tax returns and advice, and managing your engagement (performance of a contract).
• To meet our legal obligations — including identity checks and record keeping under the Money Laundering Regulations 2017, and our obligations to HMRC and Companies House (legal obligation).
• To respond to enquiries and send quotes you ask for (steps taken at your request before entering a contract).
• To run and protect our business — improving our services and preventing fraud (legitimate interests).
• Marketing — updates about our services, only where you have agreed or where permitted by law. You can opt out at any time (consent / legitimate interests).

4. Who we share your information with

We never sell your personal data. We share it only where necessary with:

• HMRC, Companies House and other authorities, for filings and where required by law;
• service providers acting on our behalf, including our website host (Vercel), our email delivery provider (Resend), payment processing (Stripe), appointment booking (Calendly), accounting software providers, and secure cloud storage;
• third-party services you choose to use to contact us, such as WhatsApp (Meta) and Google Maps;
• professional advisers, insurers and, where required, law enforcement.

Our service providers may only use your data on our instructions and must keep it confidential and secure.

5. International transfers

Some of our service providers store or process data outside the UK, including in the United States and the European Economic Area. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK–US data bridge, or the International Data Transfer Agreement / Addendum approved by the ICO.

6. How long we keep your information

We keep personal data only for as long as necessary. Records required for anti-money laundering purposes, including identity documents, are kept for five years after our business relationship ends. Accounting and tax records are generally kept for at least six years. Website enquiries that do not lead to an engagement are deleted within two years.

7. How we protect your information

We use appropriate technical and organisational measures to protect your data, including encrypted connections, access controls and confidentiality obligations for our team. No system is completely secure, but we work to protect your data and will notify you and the ICO of a data breach where the law requires.

8. Your rights

You have the right to: access your personal data; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing; data portability; and withdraw consent at any time where we rely on consent. Some rights are limited where we must keep data by law (for example, anti-money laundering records).

To exercise your rights, contact us using the details below. If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, 0303 123 1113.

9. Cookies

Our website uses essential cookies needed for it to work, and may use analytics or functional cookies to understand how it is used. Where required, we ask for your consent before setting non-essential cookies. You can also control cookies through your browser settings.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

Contact us

OLA ACCOUNTANCY LTD · Registered in England & Wales No. 15007143 · ICO registration ZB873069
Address: 23A George Street, Luton, LU1 2AF
Email: info@ola-accountancy.co.uk · Phone: 0330 1331 886