Privacy
policy.

1. Who we are

This website is operated by The.Accounting.Space Ltd (“we”, “us”, “our”), a company registered in England and Wales with company number 16830575. Our registered office is at 82 Apsley Way, Ingleby Barwick, England, TS17 5GD.

We are the data controller for personal data collected through this website. You can reach us at info@theaccountingspace.co.uk or on 0333 772 4231.

2. What this policy covers

This policy explains what personal data we collect through theaccountingspace.co.uk, how we use it, who we share it with, how long we keep it, and the rights you have over it. Separate engagement letters, terms of business and supplier agreements cover personal data we process when we are providing our accounting services to you as a client — please ask if you need a copy.

3. What personal data we collect

We collect personal data in the following situations:

• When you submit our contact form: your name, email address, contact number (optional) and the contents of your message.
• When you use our instant quote tool: your name, email address, contact number, business type, turnover band, and other answers you provide about your business (for example VAT status, payroll, number of subcontractors).
• When you submit one of our location-specific landing forms (for example our Newcastle or Middlesbrough pages): your name, email address, contact number and business type.
• When you call us: if you have given marketing consent and clicked through from a Google advert, Google may record the call as a conversion against the advertising campaign.
• Automatically when you browse the site: your IP address, browser type, operating system, referrer URL, pages viewed and approximate location (city/region from IP). See section 7 on cookies.
• Whenever you submit any form on this site: alongside the details you have typed in, we also record your IP address, your browser user-agent string and a timestamp. These are included in the enquiry email we receive so that we can identify spam and abuse, keep a short audit trail, and respond appropriately if needed.

We do not knowingly collect data from children under 13. The services we offer through this site are intended for businesses and adults.

4. Why we use your personal data — and our lawful basis

Under UK GDPR we must have a lawful basis to process personal data. Our purposes and lawful bases are:

• To respond to your enquiry or quote request — lawful basis: legitimate interests (responding to people who proactively contact us).
• To deliver a quote and, if you go on to sign up, to provide accounting services — lawful basis: performance of a contract (or steps prior to entering one).
• To send you marketing communications (for example, follow-ups about a quote you didn’t complete) — lawful basis: consent or, where you are an existing client and the message relates to a similar service, legitimate interests under the soft opt-in. You can opt out at any time.
• To measure the performance of our marketing (Google Ads & Google Analytics) — lawful basis: consent, captured via our cookie banner. No analytics or advertising cookies are set until you accept.
• To keep the site secure and prevent abuse — lawful basis: legitimate interests in keeping our service running and protecting users.
• To comply with our legal obligations — for example record-keeping required by HMRC or by our professional bodies.

5. Who we share your data with

We do not sell your personal data. We share it only with the providers we need to operate the service:

• Our hosting and email provider — the cPanel-hosted server that runs the website and the mailbox that receives your enquiry.
• Google LLC — for Google Analytics 4 and Google Ads. Where you have given consent to marketing cookies, we send Google a securely hashed version of your name, email and phone number to support Enhanced Conversions. The raw values are hashed (SHA-256) in your browser before they are sent; Google never receives the unhashed details.
• Our professional advisers and regulators — including HMRC, Companies House and the professional bodies we are members of (AAT, ACCA, ICPA), where we are required to share data by law.

6. International transfers

Google processes data in the United States and other countries outside the UK. These transfers rely on the UK Extension to the EU–US Data Privacy Framework and on the International Data Transfer Addendum to the EU Standard Contractual Clauses, as published by the ICO. We do not transfer your data to any other country outside the UK without an appropriate safeguard in place.

7. Cookies and similar technologies

A cookie is a small text file stored on your device. We use three categories:

• Strictly necessary cookies and local storage — required for the site to work. For example, we remember your cookie choice and the details you have started typing into the instant-quote tool, so you don’t have to type them again. These do not require your consent and cannot be switched off.
• Analytics cookies — Google Analytics 4. Sets cookies named _ga and _ga_*. Used to understand how visitors find and use the site. Only set with your consent.
• Marketing and advertising cookies — Google Ads, including conversion tracking and call tracking. Sets cookies named _gcl_*. Used to measure which adverts lead to enquiries. Only set with your consent.

On your first visit we ask you to choose. You can change your mind at any time by clicking Cookie settings in the footer.

8. How long we keep your data

• Enquiry data (contact form / quote tool): up to 3 years after your last contact with us, then deleted or anonymised. If you become a client, retention is governed by our engagement letter and the legal requirements for accounting records (typically 6 years).
• Marketing cookies (Google Ads): typically up to 90 days from your last visit.
• Analytics cookies (Google Analytics): typically 14 months.
• Technical data captured during form submission (the IP address and user-agent recorded inside your enquiry email): retained for the same period as the enquiry itself, i.e. up to 3 years after your last contact.
• Separate web server access logs (including IP): typically up to 90 days, kept for security and fraud-prevention purposes.

9. Your rights

Under UK GDPR you have the right to:

• be told what personal data we hold about you and get a copy (the “right of access”);
• have inaccurate personal data corrected (the “right of rectification”);
• ask us to delete your personal data in certain circumstances (the “right to erasure” or “right to be forgotten”);
• ask us to restrict how we use your data in certain circumstances;
• ask for your data to be sent to you or another provider in a portable format (the “right to data portability”);
• object to us using your data on the basis of legitimate interests or for direct marketing;
• withdraw your consent at any time, where consent is the lawful basis we’re relying on; and
• not be subject to a decision based solely on automated processing that has a legal or similarly significant effect on you. (We do not make any such decisions about you.)

To exercise any of these rights, please email info@theaccountingspace.co.uk. We will respond within one calendar month. There is no fee unless your request is manifestly unfounded or excessive.

10. How to complain

We’d always like the chance to put things right first — please contact us at the address above. If you aren’t satisfied with our response, you can complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection:

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Changes to this policy

We may update this policy from time to time. When we make material changes we’ll update the “last updated” date at the top of the page and, where appropriate, notify you directly.

12. Contact

Questions about this policy or about your personal data should go to:

The.Accounting.Space Ltd
82 Apsley Way, Ingleby Barwick, England, TS17 5GD
Company number 16830575
Email: info@theaccountingspace.co.uk
Phone: 0333 772 4231