DMJ Accountants Privacy Policy

1. Introduction

DMJ Accountants is committed to protecting the privacy and security of personal data. This privacy policy explains how we collect, use, store, and protect your personal information when you use our website or engage our accounting services. We are committed to compliance with the General Data Protection Regulation (GDPR) and other relevant UK data protection laws.

2. Who We Are

DMJ Accountants is a professional accounting firm based in Tadley, Berkshire, serving businesses and individuals across North Hampshire and South Berkshire. We are the data controller for the personal information we collect about you.

Contact Details:

• Company: DMJ Accountants
• Address: 1 Andromeda House, Calleva Park, Aldermaston, Berkshire, RG7 8AP
• Email: enquiries@dmjaccountants.com
• Phone: 01189817125

3. Information We Collect

We collect and process the following types of personal data:

Contact Information:

• Name, address, telephone number, email address
• Business name and registration details
• Professional qualifications and memberships

Financial Information:

• Bank account details and payment information
• Tax records and financial statements
• Income and expenditure data
• Investment and pension information

Service-Related Information:

• Service history and preferences
• Communication records and correspondence
• Meeting notes and consultation records

Website Usage Data:

• IP address and browser information
• Pages visited and time spent on our website
• Cookies and similar tracking technologies

4. How We Use Your Information

We process your personal data for the following purposes:

Service Delivery:

• Providing accounting, tax, and business advisory services
• Preparing accounts, tax returns, and statutory filings
• Managing payroll and company secretarial services
• Conducting business reviews and financial planning

Legal and Regulatory Compliance:

• Meeting our professional and regulatory obligations
• Complying with tax, accounting, and company law requirements
• Preventing money laundering and fraud
• Responding to regulatory inquiries

Business Operations:

• Managing client relationships and communications
• Processing payments and managing accounts
• Improving our services and developing new offerings
• Marketing our services (with your consent)

5. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contract Performance: To provide our accounting services as agreed
• Legal Obligation: To comply with tax, accounting, and regulatory requirements
• Legitimate Interests: To operate our business effectively and improve our services
• Consent: For marketing communications and non-essential website cookies

6. How We Share Your Information

We may share your personal data with:

Professional Bodies and Regulators:

• HMRC, Companies House, and other regulatory authorities
• Professional accounting bodies for compliance purposes

Third-Party Service Providers:

• Cloud storage and IT service providers
• Payment processing services
• Professional indemnity insurers

Legal Requirements:

• Law enforcement agencies when legally required
• Courts and tribunals in legal proceedings

We never sell your personal data to third parties for marketing purposes.

7. Data Retention

We retain your personal data for the following periods:

• Client Records: 7 years after the end of our professional relationship
• Tax Records: 7 years as required by HMRC
• Financial Records: 7 years from the end of the accounting period
• Marketing Data: Until you withdraw consent
• Website Data: 2 years unless deleted sooner

8. Your Rights

Under UK data protection law, you have the following rights:

• Right to be Informed: About how we use your data
• Right of Access: To request copies of your personal data
• Right to Rectification: To correct inaccurate information
• Right to Erasure: To request deletion of your data (subject to legal requirements)
• Right to Restrict Processing: To limit how we use your data
• Right to Data Portability: To receive your data in a portable format
• Right to Object: To object to processing based on legitimate interests
• Rights Related to Automated Decision Making: We do not use automated decision making

To exercise any of these rights, please contact us using the details provided above. We will respond within one month of receiving your request.

9. Data Security

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

• Encryption of sensitive data in transit and at rest
• Regular security assessments and updates
• Staff training on data protection and security
• Access controls and authentication measures
• Regular data backups and disaster recovery procedures
• Secure disposal of paper and electronic records

10. International Transfers

We primarily store and process your data within the UK. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place to protect your information.

11. Cookies and Website Analytics

Our website uses cookies to:

• Remember your preferences and improve user experience
• Analyse website traffic and usage patterns
• Provide relevant content and functionality

You can manage your cookie preferences through your browser settings. For more information, please see our Cookie Policy.

12. Marketing Communications

We will only send you marketing communications if you have given us explicit consent. Every marketing email includes an unsubscribe option, and you can withdraw consent at any time by contacting us directly.

13. Data Protection Officer

For data protection inquiries, please contact:

• Email: svaughan@dmjaccountants.com
• Phone: 01189817125
• Address: 1 Andromeda House, Calleva Park, Aldermaston, Berkshire, RG7 8AP

14. Complaints

If you have concerns about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

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

15. Changes to This 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 significant changes by posting the updated policy on our website and, where appropriate, by email.

16. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please contact us:

• Email: enquiries@dmjaccountants.com
• Phone: 01189817125
• Address: 1 Andromeda House, Calleva Park, Aldermaston, Berkshire, RG7 8AP

Last Updated: 04/06/2025