Last updated: June 2025
Apex Accounting is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, and how we handle it. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Apex Accounting is a chartered accountancy and business advisory firm registered in England and Wales. We are the data controller for the personal information we hold about you.
Registered address: 1 Phillips Close, Wokingham, England, RG41 4ER
Company number: 16795189
Email: Craig@apex-accounting.net
Telephone: +44 (0)7432 867815
2. What information we collect
We may collect the following types of personal information:
- Your name, email address, and phone number when you contact us
- Business information such as your company name and sector
- Financial information required to provide our accountancy services
- Technical data such as your IP address and browser type when you visit our website
- Cookie data, where you have given your consent
3. How we collect your information
We collect information in the following ways:
- Directly from you when you email us or call us
- When you engage us to provide accountancy or advisory services
- Automatically through cookies and analytics tools when you browse our website
4. How we use your information
We use your personal data for the following purposes:
- To respond to your enquiries and provide the services you have requested
- To fulfil our legal and regulatory obligations as a chartered accountancy firm
- To send you relevant updates or information about our services, where you have agreed to this
- To improve our website and understand how visitors use it
We will never sell your personal data to third parties.
5. Our legal basis for processing
We process your personal data on one or more of the following legal bases:
- Contract — to fulfil our obligations under a client agreement
- Legal obligation — to comply with HMRC and other regulatory requirements
- Legitimate interests — to respond to enquiries and improve our services
- Consent — for marketing communications and non-essential cookies, where applicable
6. Who we share your information with
We may share your data with trusted third parties where necessary, including:
- HMRC and other regulatory bodies, as required by law
- Our accounting software providers (e.g. Xero, QuickBooks)
- Cloud storage and IT service providers who process data on our behalf
All third parties we work with are required to handle your data securely and in line with UK GDPR.
7. How long we keep your data
We retain client data for a minimum of six years following the end of an engagement, in line with HMRC requirements. Enquiry data from non-clients is held for no longer than 12 months. We review and delete data that is no longer required on a regular basis.
8. Cookies
Our website uses cookies to improve your experience. Cookies are small text files stored on your device. We use the following types of cookies:
- Essential cookies — required for the site to function correctly
- Analytics cookies — help us understand how visitors use our site (only with your consent)
You can accept or decline non-essential cookies via the banner shown when you first visit our site. You can also manage cookies through your browser settings at any time.
9. Your rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access — you can request a copy of the data we hold about you
- Right to rectification — you can ask us to correct inaccurate data
- Right to erasure — you can ask us to delete your data in certain circumstances
- Right to restrict processing — you can ask us to limit how we use your data
- Right to data portability — you can request your data in a portable format
- Right to object — you can object to processing based on legitimate interests
To exercise any of these rights, please email Craig@apex-accounting.net. We will respond within 30 days.
10. Keeping your data secure
We take data security seriously. We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. This includes encrypted email, secure cloud storage, and restricted access to client files.
11. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.
12. Changes to this policy
We may update this policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review this policy periodically.
13. How to complain
If you have concerns about how we handle your data, please contact us first at Craig@apex-accounting.net and we will do our best to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or by calling 0303 123 1113.