Privacy Policy 

Last updated: September 2026

This notice explains how Fintone Ltd collects, uses and protects personal information when you use our website, contact us, or engage us to provide accountancy, tax and advisory services.

Who we are

Fintone Ltd is the controller of your personal information. This notice applies whichever of our brand names you deal with us under.

• Registered in England and Wales, company number 16832744
• Registered office: 3rd Floor, 86-90 Paul Street, London EC2A 4NE
• Practice and correspondence address: Unit 2 Coach Crescent, Shireoaks, Worksop S81 8AD
• Email: hello@fintone.co.uk
• Telephone: 07595 534657
• Registered with the Information Commissioner's Office: registration number ZC037350

Questions about this notice or about your personal information should be sent to our principal, Joe Gilbert, at hello@fintone.co.uk or to the correspondence address above.

Information we collect

Depending on how you deal with us, we may collect:

• Identity and contact details: name, address, email, telephone number, date of birth, and copies of identity documents.
• Tax and financial information: National Insurance number, Unique Taxpayer Reference, income, bank and investment details, pension information, and other records needed to prepare accounts and returns.
• Business information: details of your company, partnership or trust, its officers, shareholders and persons with significant control, and its accounting records.
• Employee and payroll information: where we run payroll for you, details of your employees, including pay, deductions, pension contributions and, where relevant to statutory payments, limited health information.
• Companies House identity verification information: where we verify identity as an Authorised Corporate Service Provider, the documents and information that process requires.
• Communications: emails, letters, meeting notes and, where you have been told in advance and have not objected, recordings or transcripts of calls.
• Website information: limited technical data such as your IP address, browser type and pages visited, collected through cookies (see below).

Where we get your information

Most information comes directly from you. We may also receive information from HMRC, Companies House, your previous accountant, your bank or accounting software (with your authority), identity verification and anti-money laundering screening providers, and public registers.

How we use your information and our lawful basis

• To provide the services you have engaged us for: preparing accounts, tax returns, payroll, bookkeeping, advice and filings. Lawful basis: performance of our contract with you.
• To meet our legal and regulatory obligations: anti-money laundering checks, record keeping, reporting to HMRC or the National Crime Agency where the law requires it, Companies House identity verification, and responding to our professional body. Lawful basis: legal obligation.
• To run and protect our practice: managing our client relationships, quality reviews, insurance, handling complaints and legal claims, and keeping our systems secure. Lawful basis: our legitimate interests.
• To send you updates about our services: only where you have agreed, and you can opt out at any time. Lawful basis: consent, or legitimate interests for existing clients.

Where we process health information (for example for statutory sick pay or maternity pay) we do so because employment and social security law requires it. Where anti-money laundering checks involve information about criminal offences, we process it because the Money Laundering Regulations require it.

We do not make decisions about you based solely on automated processing.

When we act as a processor

Where we run payroll, bookkeeping or similar services for a business, we process the personal information of that business's employees, customers and suppliers on the business's instructions. In that case the business is the controller and its own privacy notice applies. Our engagement terms set out how we handle that information.

Who we share your information with

We only share personal information where it is needed, and never sell it. We may share it with:

• HMRC, Companies House, The Pensions Regulator and other authorities, as your agent or where the law requires;
• software and technology providers we use to deliver our services, such as cloud accounting, payroll, document storage, e-signature and proposal software;
• carefully selected subcontractors who help with our work, all of whom are based in the United Kingdom and bound by confidentiality and data protection terms;
• our professional body (CIMA), insurers, professional advisers and quality reviewers;
• our continuity partner, Accounting Angels Limited, only if our principal becomes unable to act, as explained in our engagement terms;
• anyone else you ask us to share information with.

We use artificial intelligence tools only under business terms that keep your data confidential and prevent it being used to train the provider's models. We never put identity documents or Companies House personal codes into any AI tool.

International transfers

Some of our software providers store or process data outside the United Kingdom. Where information is transferred to a country without UK adequacy regulations, we use approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

How long we keep your information

We keep information only as long as we need it:

• client files and tax records: normally seven years after the end of the period they relate to;
• anti-money laundering records: five years after our relationship with you ends;
• Companies House identity verification records: seven years from the date of the check;
• enquiries that do not lead to an engagement: up to two years.

We may keep information longer where it may be needed for a legal claim or a regulator's enquiry.

How we protect your information

We use secure, access-controlled cloud systems and confidentiality obligations for everyone who works on your affairs. We will notify you and the Information Commissioner's Office where the law requires us to report a data breach.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we are not required to keep it;
• ask us to restrict or object to how we use it;
• ask us to transfer information you gave us to another organisation;
• withdraw your consent at any time, where we rely on consent.

Some rights are limited where the law requires us to keep records, for example under the Money Laundering Regulations. To exercise any right, contact us using the details above. We will respond within one month.

Cookies

Our website uses cookies that are needed for it to work, and, only if you accept them, analytics cookies that help us understand how the site is used. You can change your choice at any time using the Privacy Settings link on the website.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The latest version will always be on this page.