Privacy Policy
Understanding Our Privacy Commitment
ACT Professionals
ACT Professionals is a UK-based accounting and business advisory firm, providing services to SMEs, charities, CICs, and individuals across the United Kingdom.
Website: https://actprofessionals.com
Data Controller: ACT Professionals is the Data Controller of any personal data you provide to us.
3. What Personal Data We Collect and Why
3.1 Enquiries and Contact Forms
When you complete a contact form on our website, book a consultation, or request a download (such as our Director Compliance Checklist), we collect:
| Data Collected | Purpose |
|---|---|
| Your full name | To identify and address you personally |
| Email address | To respond to your enquiry |
| Phone number | To contact you if necessary |
| Company name (if applicable) | To understand your business context |
| Any information you provide in your message | To respond accurately to your enquiry |
Why we collect this: To respond to your enquiry, provide the information or services you request, and communicate with you about your potential or actual engagement with us.
Legal basis: Legitimate interests (to respond to enquiries) and performance of a contract (if you become a client).
3.2 Client Data
When you become a client, we collect additional information necessary to provide our accounting and advisory services, which may include:
| Data Collected | Purpose |
|---|---|
| Proof of identity | For due diligence and director verification |
| Financial records | Bank statements, credit statements, mortgage details |
| Company registration information | To verify your business |
| Director and shareholder details | For compliance and filings |
| Tax references and UTR | For HMRC submissions |
| National Insurance numbers | For payroll and tax reporting |
| Payroll information | For employee payments and reporting |
Why we collect this: To fulfil our contractual obligations, comply with legal and regulatory requirements (including anti-money laundering regulations), and provide our services effectively.
Legal basis: Performance of a contract, legal obligation, and legitimate interests.
3.3 Director Verification (ACSP)
As an Authorised Corporate Service Provider, we collect identity documents for Companies House director verification, which may include:
| Data Collected | Purpose |
|---|---|
| Passport or driving licence | To verify identity |
| Proof of address | Utility bills, bank statements |
| Date of birth | For identity verification |
| Nationality | For compliance purposes |
Why we collect this: To verify your identity as required by the Economic Crime and Corporate Transparency Act and to fulfil our legal obligations as an ACSP.
Legal basis: Legal obligation.
3.4 Website Comments
If visitors leave comments on our site (such as on blog posts), we collect:
| Data Collected | Purpose |
|---|---|
| Data shown in the comments form | To display your comment |
| Visitor’s IP address | For spam detection |
| Browser user agent string | For spam detection |
Why we collect this: To manage comments, prevent spam, and facilitate discussion on our insights.
Legal basis: Legitimate interests.
An anonymised string created from your email address (hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available at: https://automattic.com/privacy/. After approval of your comment, your profile picture may be visible to the public in the context of your comment.
3.5 Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
4. Cookies
Our website uses cookies to enhance your browsing experience and provide essential functionality.
4.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help us remember your preferences and understand how you use our site.
4.2 Cookies We Use:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Required for website functionality, such as remembering your login session | Session / varies |
| Comment Cookies | If you leave a comment, you may opt-in to saving your name, email address, and website in cookies for your convenience | 1 year |
| Login Cookies | When you log in, we set cookies to save your login information and screen display choices | Login: 2 days / “Remember Me”: 2 weeks |
| Article/Post Cookies | If you edit or publish an article, a temporary cookie is saved containing the post ID (no personal data) | 1 day |
| Temporary Session Cookies | When you visit our login page, we set a temporary cookie to determine if your browser accepts cookies (contains no personal data) | Discarded on browser close |
4.3 Managing Cookies
You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.
5. Embedded Content from Other Websites
Articles on this site may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction if you have an account and are logged in to that website.
We do not control these third-party websites and recommend reviewing their privacy policies.
6. Who We Share Your Data With
We treat your data with the strictest confidentiality. We do not sell, rent, or trade your personal information.
We may share your data only in the following circumstances:
| Recipient | Purpose | Legal Basis |
|---|---|---|
| HMRC and Companies House | Statutory filings (accounts, tax returns, confirmation statements) | Legal obligation |
| HMRC (password reset) | If you request a password reset, your IP address will be included in the reset email | Security |
| Professional advisors | Such as lawyers or insurance providers, where necessary | Legitimate interests |
| IT service providers | Website hosting, email services, cloud storage | Contract / Legitimate interests |
| Spam detection services | Visitor comments may be checked through automated spam detection services | Legitimate interests |
We ensure all third-party providers are GDPR-compliant and process data only on our instructions.
7. How Long We Retain Your Data
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.
| Data Type | Retention Period |
|---|---|
| Website comments | Indefinitely (to recognise and approve follow-up comments automatically) |
| Enquiry form submissions | 12 months after last contact |
| Client records (accounting) | 7 years after the end of the financial year (as required by UK law) |
| Director verification records | 5 years after verification (as required by AML regulations) |
| User account information | For as long as the account is active |
| Marketing communications | Until you unsubscribe |
8. Your Rights Over Your Data
Under UK data protection law, you have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Right to Access | You can request a copy of the personal data we hold about you |
| Right to Rectification | You can ask us to correct inaccurate or incomplete data |
| Right to Erasure | You can request deletion of your personal data, subject to legal retention obligations |
| Right to Restriction | You can ask us to restrict processing in certain circumstances |
| Right to Data Portability | You can request transfer of your data to another organisation |
| Right to Object | You can object to processing based on legitimate interests |
How to Exercise Your Rights:
If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you. You can also request erasure, subject to any legal obligations we have to retain data.
To exercise any of these rights, please contact us at info@actprofessionals.com.
Response Time: We will respond to all legitimate requests within one month.
9. Where Your Data Is Sent
Your data is primarily processed within the United Kingdom. Where we use third-party services that may involve international data transfers (such as cloud service providers), we ensure appropriate safeguards are in place, such as:
UK International Data Transfer Agreements
Standard Contractual Clauses
Verification that the recipient country has adequacy regulations
Visitor comments may be checked through automated spam detection services, which may process data outside the UK/EU.
10. Security
We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include:
| Security Measure | Description |
|---|---|
| Secure servers | Encrypted connections (SSL) |
| Access controls | Password protection and role-based access |
| Monitoring | Regular security updates and monitoring |
| Training | Staff training on data protection |
11. Children’s Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us immediately.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be posted on this page with an updated “Last Updated” date.
We encourage you to review this policy periodically.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:
| Contact Method | Details |
|---|---|
| info@actprofessionals.com | |
| Phone | +44 7737 025186 | +44 7550 268952 |
| Post | ACT Professionals, 2 Ouiston Way, Northampton, United Kingdom, NN6 0FU |
Complaint Information
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) , the UK supervisory authority for data protection:
| ICO Contact | Details |
|---|---|
| Website | www.ico.org.uk |
| Phone | 0303 123 1113 |