Privacy Policy

At VMK Accountants Limited, we respect and value your privacy. This notice explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to safeguarding your personal information and ensuring it is handled lawfully, fairly, and transparently.

We may collect and process personal data including:

• Full name, date of birth, company name, job title
• Contact information (email, address, phone number)
• Identification and background information (for legal and compliance purposes)
• Financial information such as accounts, tax returns, payroll, and bookkeeping records
• National Insurance numbers and employment details
• Demographic information (postcode, preferences)
• Any details you include in enquiries or contact forms

We only collect what is necessary to provide our professional accounting and advisory services.

We collect your personal information through:

• Direct contact (emails, phone calls, online forms, or in person)
• Engagement and onboarding processes when you become a client
• Publicly available sources (e.g. Companies House) to verify details or keep records accurate

If you do not provide certain personal data, we may not be able to provide our services or respond to your enquiries.

We use your personal information to:

• Provide accounting, tax, and advisory services
• Manage client relationships and communication
• Meet legal, regulatory, and professional obligations
• Improve our services and website experience
• Maintain accurate business records

We will never sell or share your data for marketing purposes.

We may share your information with trusted third parties such as:

• HMRC and other regulatory authorities
• Professional advisers or auditors
• IT and cloud service providers (for secure data storage)

All third parties are required to respect the security and confidentiality of your information and act only in accordance with our instructions.

Our website may use Google Analytics to understand how visitors use our site and to improve user experience. These analytics tools use cookies, which are small data files stored on your device. You can control or disable cookies through your browser settings at any time.

We use a combination of technical and organisational security measures to protect your personal data from unauthorised access or misuse.

Our systems are hosted in Tier 1 and Tier 2 ISO 27001 certified data centres, and all VMK staff follow strict information security and confidentiality policies.

We retain personal data only as long as necessary:

• Marketing and enquiries: up to 6 years (reviewed every 3 years)
• Client engagement records: up to 7 years (in line with professional and regulatory requirements)

After this period, data is securely deleted or anonymised.

We may update this Privacy Notice from time to time. The latest version will always be available on our website.

Last updated: November 2025