Privacy Policy

Effective Date: 25 March 2025
Easy Acpay Ltd is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and store your information, and your rights under data protection laws including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Easy Acpay Ltd
Company No: 16169240
Registered Office: Swindon, SN5
ICO Registration No: ZB854305
Email: support@easyacpay.com
Phone: 07575 512000

We are a provider of accounting, payroll, bookkeeping, tax, and business support services to clients across the UK.

2. What Data We Collect

We may collect and process the following personal data:

• Name, contact details, address, email, and phone number

• National Insurance number, Unique Taxpayer Reference (UTR), and other tax identifiers

• Employment and income details

• Business financial records

• Bank details (if relevant for payroll or bookkeeping)

• Any other information relevant to the services we provide

3. How We Collect Your Data

We collect data through:

• Direct interactions (e.g. when you contact us by phone, email, or through our website)

• Forms you complete for our services

• HMRC or Companies House portals (with your consent)

• Submissions made by your employer or third-party providers (with your authorisation)

4. How We Use Your Data

We use your personal data to:

• Deliver our accounting, payroll, tax, and advisory services

• Submit documents to HMRC or Companies House on your behalf

• Respond to enquiries and manage our relationship with you

• Maintain compliance with legal, tax, and regulatory obligations

• Improve the performance of our website and services

5. Lawful Basis for Processing

We process your data under one or more of the following lawful bases:

• Contractual necessity (to deliver the services you've requested)

• Legal obligation (e.g. compliance with HMRC or Companies House requirements)

• Legitimate interest (for running our business or service improvement)

• Consent (in cases where none of the above apply)

6. Sharing Your Data

We will never sell your data. We may share it with:

• HMRC, Companies House, and other UK government authorities (as necessary)

• Subcontractors or software providers (only where essential to service delivery)

• Legal or professional advisers (when required)
  All third parties are contractually bound to keep your data secure and confidential.

7. Data Security

We take your data protection seriously. All personal data is stored securely on encrypted systems and transmitted only via protected channels. We restrict access to authorised personnel only.

8. Data Retention

We retain your data only as long as necessary:

• For up to 6 years following the end of the service relationship, in line with HMRC record-keeping rules

• Or longer if legally required or requested by you for continuity

9. Your Rights

Under data protection laws, you have the right to:

• Access your personal data

• Request correction of incorrect or incomplete data

• Request deletion (where applicable)

• Object to processing or request restriction

• Withdraw consent (where applicable)

• Lodge a complaint with the ICO (www.ico.org.uk)

10. Changes to This Policy

We may update this policy from time to time to reflect legal or service changes. The latest version will always be available on our website.

Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact:

Data Protection Officer
Easy Acpay Ltd
📧 support@easyacpay.com
📞 07575 512000