Privacy policy

Who we are

Calm Accounts is the trading name of Roman Burgess, a sole trader and AAT-licensed accountant (licence no. 20058990). We are registered with the Information Commissioner’s Office (ICO), registration no. ZB955100. For anything about your data, email roman@calmaccounts.co.uk.

What we collect

• Clients: name, contact details, ID documents (for anti-money laundering checks), business and financial records, bank details, tax references and anything else needed to do your accounts and tax.
• Enquiries: what you tell us when you call, email, WhatsApp or book a call.
• Business contacts: name, job title, work email address, company name and public business profile (such as LinkedIn) of people at businesses we think may be interested in our services.
• Website visitors: basic usage information collected by cookies and Google Analytics.

Where we get it

Mostly from you. We also get information from HMRC, Companies House and other public registers, and, for business contacts, from business contact databases and public sources such as company websites and LinkedIn.

Why we use it, and our legal basis

• To provide our services (contract).
• To meet our legal duties, such as anti-money laundering checks, keeping records and reporting to HMRC (legal obligation).
• To run and grow the business, including contacting people at businesses about our services by email, and improving our website (legitimate interests). We only email business contacts at their work address about services relevant to their business, and every email lets you opt out.
• Non-essential cookies (consent).

Marketing emails and opting out

If we have emailed you about our services and you don’t want to hear from us, reply “no thanks” or email roman@calmaccounts.co.uk and we’ll stop straight away. We keep your email address on a “do not contact” list so you’re not contacted again. You can object to marketing at any time, free of charge.

Who we share it with

Only who we need to: HMRC, Companies House, our professional body (AAT), identity-check providers, our insurers and professional advisers, and the secure software we use to run the practice, such as Xero, Google Workspace, Calendly, our website host and our email outreach platform. We never sell your data.

Data outside the UK

Some of our software providers store data outside the UK, for example in the USA or EU. When they do, we rely on UK adequacy regulations or approved contract terms to keep it protected.

How long we keep it

• Client records: 6 years after our work for you ends (the law requires at least 5 years for anti-money laundering records).
• Enquiries that don’t become clients: up to 2 years.
• Business contacts who don’t reply: deleted within 12 months. Opt-outs are kept on our “do not contact” list.

Your rights

You can ask to see, correct or delete your data, restrict or object to how we use it, or ask for a copy to move elsewhere. Email roman@calmaccounts.co.uk and we’ll reply within one month. If you’re unhappy with how we’ve handled your data, you can complain to the ICO at ico.org.uk.

Cookies

Our website uses cookies to work properly and Google Analytics to understand how it’s used. You can block cookies in your browser settings.