Privacy Policy

Last updated: 18 July 2026

This Privacy Policy explains how MoneySafe Accounts Management ("we", "us", or "our") collects, uses, stores, and protects personal information when you visit money-safe.co.uk (the "Website") or use our accountancy, payroll, and tax services (the "Services").

We are committed to handling your personal data responsibly and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

MoneySafe Accounts Management is the data controller responsible for your personal data. Our details are:

  • Business name: MoneySafe Accounts Management
  • Registered office: 2 Heron House, 2 Heigham Road, London, England, E6 2JG
  • Company number: 12637347
  • ICO registration number: C1234542
  • Email: info@money-safe.co.uk
  • Phone: +44 203 930 0633

2. Information We Collect

We may collect and process the following categories of personal data:

  • Contact details: Name, email address, phone number, postal address, submitted via our contact form, quote request form, telephone, or email.
  • Business and financial information: Information you provide as part of engaging us for accountancy, payroll, VAT, self-assessment, company accounts, confirmation statement, or corporation tax services. This may include income details, bank information relevant to payroll or accounts preparation, employee data (for payroll clients), and tax reference numbers.
  • Identity verification information: As required for anti-money laundering (AML) checks under the Money Laundering Regulations 2017, where applicable to the services provided.
  • Technical and usage data: IP address, browser type, device information, and pages visited, collected automatically when you use the Website.
  • Cookie and analytics data: See Section 8 (Cookies) for the specific tools used on this site.

3. How We Use Your Information

We use personal data for the following purposes:

  • To provide the accountancy, payroll, and tax services you have engaged us for.
  • To respond to enquiries, quote requests, and general correspondence.
  • To comply with our legal and regulatory obligations, including under HMRC, Companies House, and anti-money laundering requirements.
  • To maintain accurate business records, including for invoicing and engagement management.
  • To improve our Website and Services, including through aggregated, non-identifying analytics.
  • To send marketing communications, but only where you have given consent or another valid lawful basis applies, and always with the ability to opt out at any time.

4. Our Lawful Basis for Processing

Depending on the context, we rely on one or more of the following lawful bases under UK GDPR:

  • Contract: Processing necessary to perform the accountancy services you have engaged us to provide.
  • Legal obligation: Processing required to comply with HMRC, Companies House, or anti-money laundering obligations.
  • Legitimate interests: Processing necessary for our legitimate business interests, such as responding to enquiries, provided this does not override your rights.
  • Consent: Where we rely on your consent, such as for optional marketing communications or non-essential cookies, you may withdraw this at any time.

5. Sharing Your Information

We do not sell personal data. We may share information with:

  • HMRC and Companies House, as required to file returns and statutory documents on your behalf.
  • Software and IT service providers used to deliver our services, specifically: Xero, QuickBooks, VT Transactions, and Moneysoft Payroll.
  • Professional advisers (e.g. our own insurers, auditors, or legal advisers), where necessary.
  • Regulatory or law enforcement bodies, where we are legally required to disclose information.

Any third party processing personal data on our behalf does so under a data processing agreement requiring appropriate security and confidentiality.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes outlined in this policy, including to meet legal, accounting, or reporting requirements. As a general guide:

  • Client financial and tax records are typically retained for at least 6 years from the end of the relevant tax/accounting period, in line with HMRC record-keeping requirements and specific retention obligations of professional bodies.
  • Enquiry and marketing data not leading to a client relationship is retained for a shorter period and deleted when no longer needed.

7. Cookies

  • Essential cookies: Required for the Website to function correctly (e.g. session management).
  • Analytics cookies: [Note for client: Please insert specific tools like Google Analytics here]
  • Marketing/advertising cookies: [Note for client: Please confirm if any are used, or state "None used"]

Where non-essential cookies are used, we will request your consent via a cookie banner before they are set, and you can withdraw consent at any time through your browser settings or our cookie preference tool.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your data, where applicable (this may be limited by our legal record-keeping obligations as an accountancy practice).
  • Object to or restrict certain processing.
  • Request data portability, where technically feasible.
  • Withdraw consent at any time, where processing is based on consent.
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.

To exercise any of these rights, contact us at info@money-safe.co.uk.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including secure file storage, access controls, and the use of reputable, GDPR-compliant software providers for client financial data.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect the most recent revision. We encourage you to review this page periodically.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, contact us at:

  • Email: info@money-safe.co.uk
  • Phone: +44 203 930 0633
  • Post: 2 Heron House, 2 Heigham Road, London, England, E6 2JG
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