Privacy Notice

Last updated July 2026

The Data Protection Act 2018 and the UK General Data Protection Regulation impose certain legal obligations in connection with the processing of personal data. This notice explains how OnPoint Accounting Ltd collects, uses, shares and protects the personal data you give us, and the rights you have over that data.

OnPoint Accounting Ltd is a data controller within the meaning of the UK GDPR, and we process personal data. The firm’s Data Protection Officer is Johann Goree and can be contacted by email at info@onpointaccounting.co.uk.

We may amend this privacy notice from time to time. If we do, we will supply you with, or otherwise make available to you, a copy of the amended notice. Where we act as a data processor on behalf of a data controller, for example when processing payroll, we provide an additional schedule as part of that agreement, and that schedule should be read alongside this notice.

We intend to process personal data for the following purposes:

• To enable us to supply professional services to you as our client.
• To fulfil our obligations under relevant laws in force from time to time, for example the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.
• To comply with the professional obligations to which we are subject as a member of the Institute of Certified Practising Accountants (ICPA).
• To use in the investigation or defence of potential complaints, disciplinary proceedings and legal proceedings.
• To enable us to invoice you for our services and to investigate or address any fee disputes that may arise.
• To contact you about other services we provide which may be of interest to you, where you have consented to us doing so.

Our processing of personal data has the following legal bases: the consent you gave at the time, the need to carry out pre-contractual steps at your request, the need to perform our contract with you, the need to comply with legal obligations to which we are subject such as the money laundering regulations, and the need to pursue our own and others’ legitimate interests.

It is a requirement of our contract with you that you provide the personal data we request. If you do not provide it, we may not be able to provide professional services to you or your employer, in which case we will not be able to commence acting, or will need to cease to act.

As well as the information you give us directly, we may receive information about you from other sources. For an individual or sole trader, we collect the data you give us and which we receive from:

• your customers and other advisers
• the Electoral Register
• Credit Reference Agencies
• Local Authorities
• HMRC
• LinkedIn
• Facebook
• Companies House

For other types of client, we collect the data you give us and which we receive from:

• your employer or colleagues
• your customers
• your employer’s other advisers
• Credit Reference Agencies
• Local Authorities
• HMRC
• LinkedIn
• Facebook
• Companies House

We may share your personal data with:

• Your employer, together with their legal and other advisers, insurers and other parties they engage.
• HM Revenue and Customs.
• Any third parties with whom your employer requires or permits us to correspond.
• Subcontractors.
• An alternate appointed by us in the event of incapacity or death.
• Tax insurance providers and our professional indemnity insurers, together with their lawyers and other advisers.
• Our professional body and the Office of Professional Body Anti-Money Laundering Supervisors in relation to practice assurance and the requirements of the money laundering regulations.

If the law allows or requires us to do so, we may also share your personal data with the police and law enforcement agencies, courts and tribunals, and the Information Commissioner’s Office. We may need to share your personal data with these third parties in order to comply with our legal obligations and for our own and others’ legitimate interests. If you ask us not to share your personal data in this way, we may need to cease to act.

We use certain cloud based systems to handle your personal data, including:

• Engager.app
• Office 365
• QuickBooks
• Xero
• FreeAgent
• Armalytix
• TaxCalc
• Syft Analytics
• Xama Technologies
• Xenon Connect
• OpenAI (ChatGPT)
• BrightPay
• Adfin
• Apron
• ClientWindow (WhatsApp)
• Dext
• AutoEntry
• Inform Direct
• Employment Hero
• RQ Compass
• TidyCal
• Calendly

This list is not exhaustive. If you need more information, please contact Johann Goree at info@onpointaccounting.co.uk.

Your personal data will be processed in the UK only.

When acting as a data controller, and in line with recognised good practice in the tax and accountancy sector, we retain our records relating to you as follows. Where tax returns have been prepared, we retain information for seven years from the end of the tax year to which it relates. Where ad hoc advisory work has been undertaken, we retain information for seven years from the date the business relationship ceased. Where we have an ongoing relationship, data needed for more than one year’s tax compliance, such as capital gains base costs and claims and elections submitted to HMRC, is retained throughout the relationship and deleted seven years after it ends, unless our client asks us to retain it for longer or there is another legal hold on the data.

Our contractual terms provide for the destruction of documents after seven years, and agreement to those terms is taken as agreement to the retention of records for this period and to their destruction thereafter.

You are responsible for retaining the information we send you, which we will supply in the form agreed between us. Documents and records relevant to your employer’s tax affairs are required by law to be retained for set periods: for partnerships with trading or rental income, five years and ten months after the end of the tax year, and otherwise twenty-two months after the end of the tax year; and for companies, LLPs and other corporate entities, six years from the end of the accounting period. Where we act as a data processor, we will delete or return all personal data to the data controller, up to seven years in line with HMRC requirements, at the termination of the contract.

You have a right to request access to the personal data we hold about you. Such requests are known as subject access requests. Please make any subject access request in writing, marked for the attention of Johann Goree.

To help us find the information you want and deal with your request more quickly, please include enough detail to enable us to verify your identity and locate the relevant information, for example your date of birth, any previous or other names you have used, your addresses over the past five years, any reference numbers we may have given you such as your national insurance number, tax reference or VAT registration number, and what type of information you want to know. If you do not have a national insurance number, please send a copy of your passport or driving licence together with a recent utility bill.

The law requires us to comply with a subject access request promptly, and in any event within one month of receipt. There are some circumstances in which the law allows us to refuse, for example where you have previously made a similar request and there has been little or no change to the data since. We will not charge you for dealing with a request. You may ask someone else, such as a friend, relative or solicitor, to request information on your behalf, provided you give us your authority to respond to them.

You have the right to have inaccurate personal data corrected and incomplete data completed, so please tell us immediately if anything we hold is wrong. In certain circumstances you have the right to have your data erased, to block or restrict our processing, or to object to processing, and further information on each of these is available on the Information Commissioner’s Office website at ico.org.uk. In certain circumstances you also have the right to be provided with the data you gave us in a machine-readable format so it can be passed to a new adviser, and we will respond to any such request without undue delay and within one month, extending this by up to two further months only where the request is complex, in which case we will tell you within the first month.

Where you have consented to our processing, you may withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of earlier processing, it may mean we can no longer provide services to you, and it may remain lawful for us to continue processing your data on another legal basis, for example where we have a legal obligation to do so.

We do not intend to use automated decision-making in relation to your personal data.

If you have requested details of the information we hold about you and you are not happy with our response, or you think we have not complied with the data protection laws in some other way, you can complain to us by email at info@onpointaccounting.co.uk. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office at ico.org.uk.