Privacy & Cookie Policy

Last updated: 11th July 2025

1. Who we are

Affinity Richmond Accounts Ltd (“we”, “us”, or “our”) is an accountancy firm based in the UK. We provide accountancy, tax, and advisory services to individuals and businesses.

We are part of the Affinity Associates group, a network of accountancy practices working together to share expertise and improve client service.

This policy explains how we collect, use, and protect your personal data when:

You use our website
You become a client
You receive communications or newsletters from us

For questions or data concerns, contact:
email: richmond@affinityassociates.com
address: 12 Hallmark Trading Estate, Fourth Way,Wembley HA9 0LB

2. What personal data we collect

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

When you visit our website:

Name and email address (if you complete a contact form or leave a comment)
IP address, browser type, and device info
Cookie and usage data
Media uploads (images, files)

When you become a client:

Name, address, email, phone number
National Insurance number, UTR, VAT number
Bank and financial records
Business details
Communications and service history

Special category data

We do not routinely collect “special category” data (e.g. health, race, biometrics), but in some cases (such as identity verification for Anti-Money Laundering (AML) purposes) we may process official ID documents that include this type of information.

We only do this when necessary and lawful, typically under the lawful bases of:

Legal obligation (e.g. AML rules)
Substantial public interest (e.g. fraud prevention)
Establishing or defending legal claims (if needed)

If you apply to work with us

If you send us a job application, we may collect and store your CV, contact details, employment history, and right-to-work documentation. We use this data to assess your application and comply with employment and legal requirements.

We retain unsuccessful applications for up to 6 months, after which they are securely deleted unless we have your permission to keep them longer.

3. How we collect your data

We collect data through:

Contact forms, comments, and cookies on our website
Emails, phone calls, and meetings
Accounting software integrations (e.g. Xero, QuickBooks etc)
Documents or records you provide
Public sources (e.g. Companies House)

Change of purpose

We will only use your personal data for the purposes for which we collected it,unless we reasonably believe that we need to use it for another related reason that is compatible with the original purpose.

If we need to use your data for an entirely new purpose, we’ll explain why and what the lawful basis is before we do so.

4. How and why we use your data

Our lawful basis for using your data

We only use your data when we have a lawful reason to do so under UK GDPR. Here’s a breakdown of what we do and why we’re allowed to do it:

Purpose	Type of data	Legal basis
Registering you as a client and onboarding (e.g. ID checks)	Identity, Contact, Financial	Performance of a contract, Legal obligation (e.g. AML compliance)
Delivering accountancy, tax and payroll services	Identity, Financial, Transaction	Performance of a contract
Communicating with you about your account or services	Identity, Contact	Legitimate interest (to provide good service)
Sending newsletters and updates	Identity, Contact, Marketing preferences	Legitimate interest (relevant updates), with opt-out
Storing records for tax/legal compliance	Identity, Financial, Transaction	Legal obligation (e.g. HMRC)
Handling payments and billing	Financial, Contact	Performance of a contract
Analysing website performance (cookies)	Technical, Usage	Consent (for analytics), Legitimate interest (to improve site)
Job applications	Identity, Contact, Employment history	Legitimate interest, Legal obligation (e.g. right to work checks)

5. Cookies and website tracking

Our website uses cookies to improve functionality and understand how visitors use our site.

What are cookies?

Cookies are small text files stored on your device when you visit a website. They help remember preferences, track usage, and support site performance.

Types of cookies we use:

Type	Purpose
Functionall	Save login details, preferences
Analytical	Understand how users interact with our site
Security	Detect spam and misuse (e.g. comment filters)

You can manage or disable cookies in your browser settings.

6. Embedded content and third-party services

Pages on this site may include embedded content (e.g. YouTube videos, Google Maps, articles). These act as if you visited the third-party site directly, and may collect data or use cookies. e.g.

Google Analytics (for anonymous traffic analysis)
Mailchimp (for sending email newsletters)

7. Marketing and newsletters

We may send you service-related updates, occasional tax tips, or the Affinity Associates Newsletter, which offers insights from across the Affinity group. You’re receiving these communications because you’re an existing client, and we believe they’re relevant to your business.

You can unsubscribe at any time by clicking the link in the email or contacting us.

8. Who we share your data with

We may share data with:

HMRC, Companies House, and regulators
Affinity Associates and other affiliated practices (if relevant to your service)
Accounting software providers (e.g. Xero, TaxCalc)
Email and CRM platforms (e.g. Mailchimp)
Cloud-based document storage services

We only share data where necessary and under appropriate contracts.

9. International data transfers

Some service providers (e.g. email or cloud software) may store data outside the UK or EEA. We ensure any transfers are made with appropriate safeguards, such as Standard Contractual Clauses (SCCs) or UK IDTA.

10. How long we keep your data

Client data is retained for at least 6 years after the end of our working relationship, in line with tax and legal obligations.
Website comments and metadata may be stored indefinitely to recognise and approve future comments automatically.

11. Your rights under UK GDPR

You have the right to:

Access your data
Request correction of inaccurate data
Request deletion (where applicable)
Object to or restrict processing
Request data portability
Withdraw consent at any time (for marketing)
Lodge a complaint with the ICO (Information Commissioner’s Office)

To exercise your rights, contact us at:
richmond@affinityassociates.com

12. Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website.