Privacy Policy

Privacy Policy for EverTrust Accountants LTD

Last updated: 23 May 2025

At EverTrust Accountants LTD, your privacy is our priority. Whether you’re a small business owner trusting us with your books, or an individual seeking financial clarity, we treat your data with care, security, and respect.

1. Who We Are

We are EverTrust Accountants LTD, a UK-based accounting firm offering bookkeeping, VAT, payroll, CIS, and tax services. We are registered with the Information Commissioner’s Office (ICO) under registration number [insert number here].

2. The Information We Collect

To provide our services, we collect and process:

  • Contact details: name, email, phone number, address
  • Financial records: invoices, receipts, bank statements, tax documents
  • Identification: National Insurance number, UTR, business registration details
  • Communication history: emails, phone calls, notes from our conversations
  • Website usage data: IP address, browser type (via cookies – see Section 9)

We collect data directly from you, or from platforms like QuickBooks when you authorise access.

3. How We Use Your Data

We only use your data to:

  • Deliver our accounting services
  • Communicate with you about your accounts
  • Fulfil our legal obligations (e.g., HMRC compliance)
  • Improve our services and internal processes
  • Send helpful updates or reminders (never spam)

We do not sell your data, and we only share it when necessary – such as with:

  • HMRC (for filings)
  • Software providers like QuickBooks (if you’ve signed up through us)
  • Professional advisors (e.g., our auditors or legal team)

4. Legal Grounds for Using Your Data

We rely on:

  • Contractual necessity – to deliver the services you request
  • Legal obligations – for tax and compliance reasons
  • Legitimate interests – to manage and grow our business
  • Consent – for optional communications (you can opt out any time)

5. Data Security

We protect your data with strong safeguards:

  • Encrypted digital storage
  • Password-protected files
  • Access limited to trained, authorised staff
  • Secure third-party platforms (e.g. QuickBooks, Microsoft 365)

If a breach ever occurs, we will notify you and the ICO where required.

6. How Long We Keep Your Data

We keep client data:

  • 6 years after our working relationship ends, in line with HMRC guidance
  • Or longer, if legally required

Once the retention period ends, your data is securely deleted or anonymised.

7. Your Rights

You have the right to:

  • Access your personal data
  • Request correction or deletion
  • Object to or restrict processing
  • Withdraw consent (where applicable)
  • Move your data elsewhere (data portability)

To exercise any rights, email us at [email protected]. We’ll respond within 30 days.

8. Cookies and Website Tools

Our website uses cookies to understand how visitors use our site and to improve your experience. You can control cookies through your browser settings.

We only use:

  • Basic analytics tools (e.g., Google Analytics)
  • Functional cookies to keep the site running smoothly

We do not use advertising or tracking cookies.

9. Contact Us

If you have questions about this policy or how we handle your data, contact:

Data Protection Contact:
EverTrust Accountants LTD
14 Desford Way
Ashford, TW15 3AT
Email: [email protected]
Phone: 07400 305708

10. Your Right to Complain

If you’re unhappy with how we use your data, you can lodge a complaint with:

The Information Commissioner’s Office (ICO)
www.ico.org.uk
Phone: 0303 123 1113

But we hope you’ll come to us first — we’ll always try to resolve concerns quickly and fairly.