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Introduction

Main Accountants (“we”, “us”, or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at mainaccountants.co.uk or use our services.

Please read this privacy policy carefully. By using our website or services, you consent to the data practices described in this policy.

Who We Are

Main Accountants is a UK-based accountancy firm specialising in capital allowance claims for commercial property. We have access to RICS Chartered Surveyors to help maximise tax relief for our clients.

Company Information:

Information We Collect

We may collect and process the following types of personal data:

Information You Provide to Us

  • Contact Information: Name, email address, phone number, postal address
  • Business Information: Company name, business address, VAT number, company registration number
  • Property Information: Property addresses, purchase dates, property values, property types
  • Financial Information: Tax reference numbers, accounting records, financial statements
  • Communication Data: Information you provide when contacting us, requesting appointments, or using our contact forms
  • Marketing Preferences: Your preferences regarding marketing communications

Information We Collect Automatically

  • Technical Data: IP address, browser type and version, device information, operating system
  • Usage Data: Pages visited, time spent on pages, click patterns, referral sources
  • Cookies: See our Cookies section below for more information

Information from Third Parties

  • Professional Partners: Information shared by specialist surveyors (including RICS professionals) and other professional partners
  • Public Records: Information from Companies House, Land Registry, and other public sources
  • Service Providers: Analytics providers, payment processors, and other service providers

How We Use Your Information

We use your personal data for the following purposes:

Service Delivery

  • To provide capital allowance claim services and tax advice
  • To process and manage your accountancy and tax affairs
  • To communicate with you about your services and account
  • To prepare and submit tax returns and capital allowance claims
  • To liaise with HMRC and other relevant authorities on your behalf
  • To comply with legal obligations, including anti-money laundering regulations
  • To meet our professional and regulatory requirements as accountants
  • To respond to legal requests and protect our legal rights

Business Operations

  • To improve our website and services
  • To conduct business analytics and reporting
  • To manage our relationship with you
  • To process payments and manage accounts
  • To send you information about our services, updates, and relevant tax information
  • To provide newsletters and marketing communications (you can opt-out at any time)

We process your personal data under the following legal bases:

  • Contract Performance: To fulfil our contractual obligations to you
  • Legal Obligation: To comply with legal and regulatory requirements
  • Legitimate Interests: For business operations, fraud prevention, and service improvement
  • Consent: Where you have given explicit consent (e.g., for marketing communications)

Data Sharing and Disclosure

We may share your personal data with:

Service Providers

  • Specialist Surveyors: Including RICS Chartered Surveyors for property surveys and capital allowance assessments when required
  • IT Service Providers: For hosting, maintenance, and technical support
  • Payment Processors: For processing payments
  • Professional Advisors: Legal, financial, and other professional advisors
  • HMRC: As required for tax compliance and capital allowance claims
  • Professional Bodies: As required by our professional obligations
  • Law Enforcement: When required by law or to protect legal rights

Business Transfers

  • In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity

We do not sell your personal data to third parties for marketing purposes.

Data Retention

We retain your personal data only for as long as necessary to:

  • Fulfil the purposes for which it was collected
  • Comply with legal, regulatory, and professional obligations
  • Resolve disputes and enforce agreements

Typically, we retain:

  • Client Records: 7 years after the end of our business relationship (as required by HMRC)
  • Financial Records: As required by accounting and tax regulations
  • Marketing Data: Until you withdraw consent or opt-out

Your Rights

Under UK GDPR and data protection laws, you have the following rights:

Right of Access

You have the right to request copies of your personal data.

Right to Rectification

You have the right to request correction of inaccurate or incomplete data.

Right to Erasure

You have the right to request deletion of your personal data in certain circumstances.

Right to Restrict Processing

You have the right to request restriction of processing in certain circumstances.

Right to Data Portability

You have the right to request transfer of your data to another service provider.

Right to Object

You have the right to object to processing based on legitimate interests.

Where processing is based on consent, you have the right to withdraw consent at any time.

Right to Lodge a Complaint

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated.

To exercise any of these rights, please contact us using the details provided below.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to:

  • Enhance your browsing experience
  • Analyse website traffic and usage patterns
  • Remember your preferences

Types of Cookies We Use

  • Essential Cookies: Required for the website to function properly
  • Analytics Cookies: Help us understand how visitors use our website
  • Functional Cookies: Remember your preferences and settings

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against:

  • Unauthorised access
  • Accidental loss or destruction
  • Unlawful processing

Security measures include:

  • Encrypted data transmission (SSL/TLS)
  • Secure data storage
  • Access controls and authentication
  • Regular security assessments
  • Staff training on data protection

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

International Data Transfers

Your personal data is primarily processed within the UK and European Economic Area (EEA). If we transfer data outside the EEA, we ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

Children’s Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Updating the “Last Updated” date
  • Sending an email notification (where appropriate)

Your continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

Last Updated: January 2025

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Main Accountants

For data protection inquiries, please clearly mark your communication as a “Data Protection Request” to ensure prompt handling.

Supervisory Authority

If you are not satisfied with our response to your data protection concerns, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

  • Website: ico.org.uk
  • Phone: 0303 123 1113
  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

This Privacy Policy is effective as of January 2025 and applies to all users of Main Accountants’ website and services.