Privacy Policy – Time Accounts Limited

Last updated: 20 June 2025

  1. Who We Are
    Time Accounts Limited is a firm of Chartered Accountants regulated by the Institute of Chartered Accountants in England and Wales (ICAEW). We provide accountancy, tax, and advisory services and act as a Data Controller under the UK General Data Protection Regulation (UK GDPR).

This website (https://timeaccounts.co.uk) does not collect personal data, use cookies, or run tracking software. It is used solely as a business information point.

  1. What Personal Data We Collect
    We may collect and process the following types of data when you engage with us as a client:
  • Names, addresses, and contact details
  • Date of birth, marital status, gender
  • Employment, financial, and tax-related data
  • Bank details or payment information
  • Identification documents (e.g. passports, driving licences)

We do not collect personal data directly from the website.

  1. Lawful Bases for Processing
    We process personal data under the following legal bases:
  • Contractual obligation: e.g. delivering services to clients
  • Legal obligation: e.g. HMRC, AML compliance
  • Legitimate interest: e.g. firm administration, training
  • Consent: e.g. optional marketing (not currently used)
  1. International Data Transfers (IDTA Compliance)
    We may use software or data processors whose servers are based outside the UK (e.g. secure cloud-based platforms or document tools).

Where this occurs, we apply appropriate safeguards such as:

  • The UK International Data Transfer Agreement (IDTA)
  • Standard Contractual Clauses (SCCs) approved by the UK government
  • Only using providers in ICO-approved territories or under robust contracts
  1. Use of AI Technology
    We may use regulated AI tools to assist in preparing or refining documents, communications, or reports. This includes:
  • Drafting emails or explanations based on client information
  • Assisting in the creation of tax summaries, reports or letters

Important: No client communication is ever sent without a full review and approval by a qualified team member.

AI is used purely as a drafting assistant to save time and improve clarity, but all final content is human-reviewed and approved.

  1. Data Retention
    We retain client data as follows:
  • General engagement data: 6 years after end of service
  • AML documentation: 5 years after end of client relationship
  • Complaint files: 6 years
  1. Data Subject Rights
    Clients and data subjects have the right to:
  • Access their personal data
  • Request correction or deletion
  • Object to processing
  • Request restriction or portability (where applicable)
  • Withdraw consent (if consent was the lawful basis)

Requests must be responded to within one month. Contact us via the details below.

  1. Sharing and Disclosure
    We may share data with:
  • HMRC, Companies House, or regulators (where required)
  • Our professional advisers and legal representatives
  • Subcontractors and software providers (under written agreements)

Anti-Money Laundering (AML) Compliance
As a regulated firm, we are required to carry out identity verification and risk assessment procedures in line with the Money Laundering Regulations 2017. This may include requesting supporting documentation or clarifying the source of funds or wealth before services can commence or continue. These checks apply to both new and existing clients.
We maintain a firm-wide AML policy and compliance framework, which outlines how we assess risk and meet our legal obligations. By engaging our services, you acknowledge and accept these regulatory obligations and the possibility of additional compliance requests during the course of our work.

  1. How to Complain
    If you are concerned about how your data is handled:
  • Email: info@timeaccounts.co.uk
  • Phone: 01273 987668
  • Write: Office 34, Basepoint Business Centre, Little High Street, Shoreham-by-Sea, BN43 5EG

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):