LT Accounting – Privacy Notice & Standard Terms of Business
Section 1: Privacy Notice (Clients Only)
This Privacy Notice explains how LT Accounting (‘we’, ‘our’, ‘us’) collects, uses, and protects personal data belonging to our clients. We are committed to ensuring that your privacy is protected and that your data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
LT Accounting is the data controller responsible for your personal data. You can contact us regarding any data protection queries at [email protected].
2. What Data We Collect
We may collect and process the following information from you in the course of our engagement:
- Personal contact details (name, address, telephone number, email address)
- Company or business details
- Financial and accounting records
- Tax identification numbers (e.g. UTR, VAT number, NI number)
- Bank details and payment information
- ID verification documents where required for AML (Anti?Money Laundering) compliance
3. How We Use Your Data
We use personal data to deliver our accounting and tax services, manage our client relationships, and comply with our legal and regulatory obligations. This includes the following purposes:
- Preparing and filing accounts and tax returns
- Communicating with HMRC and Companies House on your behalf
- Processing payments and maintaining client records
- Meeting AML and professional obligations
- Managing client communications and providing support
4. Lawful Basis for Processing
We process your data on the following lawful bases as defined by the UK GDPR:
- **Contractual necessity:** to perform the services you have engaged us for.
- **Legal obligation:** to meet requirements under tax, accounting, and anti?money laundering laws.
- **Legitimate interests:** to manage and improve our client relationships and business operations.
- **Consent:** where you have opted to receive marketing or updates from us.
5. Data Retention
We retain client records for at least six years after the end of the engagement or as required by law. After this period, data is securely deleted or anonymised.
6. Data Sharing and Security
We will not share your personal data with third parties except where required by law or where necessary to fulfil our contractual obligations (e.g. with HMRC, Companies House, or software providers such as Xero). All data transfers are made securely, and we use encryption, password protection, and secure cloud?based systems to protect your data.
7. Your Rights
Under the UK GDPR, you have the following rights:
- The right to access your data
- The right to rectification
- The right to erasure (in certain circumstances)
- The right to restrict processing
- The right to data portability
- The right to object
- The right to lodge a complaint with the Information Commissioner’s Office (ICO)
8. Contact
If you wish to exercise any of your rights or raise a concern, please contact us at [email protected].
Section 2: Standard Terms & Conditions
1. Our Responsibilities
We will perform the services listed in your engagement letter with reasonable care and skill, in accordance with applicable laws, regulations, and professional standards. We will rely on the information and explanations provided by you to deliver those services.
2. Your Responsibilities
You agree to provide us with all information and documents necessary for us to carry out the agreed services accurately and on time. You are responsible for ensuring that information provided is complete, accurate, and submitted promptly.
3. Fees and Payment Terms
Our fees are set out in your engagement letter. Unless otherwise agreed, all fees are payable in advance by direct debit. Fees are non?refundable once work has commenced. For ongoing engagements, a one?month notice period applies prior to termination of services.
4. Disengagement and Termination
Either party may terminate the engagement by giving one month’s written notice. Upon termination, we will provide any reasonable assistance to hand over information to your new accountant once all outstanding fees have been paid.
5. Right of Lien
In the event of non?payment, we reserve the right to exercise a lien over any books, records, or other documents relating to this engagement until full payment has been received. Access to software subscriptions paid on your behalf may also be suspended until the balance is cleared.
6. Confidentiality
We treat all information we receive from you as confidential and will not disclose it to any third party without your consent unless required by law. This duty of confidentiality continues after the end of our engagement.
7. Limitation of Liability
Our liability to you is limited to the amount of fees paid for the services giving rise to the claim, except in cases of fraud or wilful default. We shall not be liable for any indirect, consequential, or economic loss arising from the provision of our services.
8. Data Protection
We will process personal data in accordance with our Privacy Notice and the Data Protection Act 2018. You acknowledge that we may use third?party software providers and cloud?based systems to process data securely.
9. Communication
We may communicate with you by email or other electronic means. While we take reasonable precautions to protect correspondence, you accept that electronic communications carry inherent security risks.
10. Intellectual Property
All working papers, templates, software configurations, and materials created by us remain our intellectual property. You may use final deliverables for your internal business purposes only.
11. Governing Law
These Terms and any disputes arising from them are governed by and construed in accordance with the laws of England and Wales. Both parties agree to submit to the exclusive jurisdiction of the courts of England and Wales.
LT Accounting is a trading name of TBB Services Ltd, registered in England and Wales (Company No. 14347980). Throughout this document, references to ‘we’, ‘our’, or ‘LT Accounting’ refer to TBB Services Ltd trading as LT Accounting.
