PRIVACY POLICY

Your Privacy Matters to Us

Last updated: 15 October 2026

At HS Accountants, we understand that managing your finances requires more than professional expertise. It requires trust, confidentiality and confidence that your personal and business information is in safe hands.

Whether you rely on us for bookkeeping, accounting, taxation or business advice, protecting your information is an essential part of the service we provide.

We are committed to handling personal and financial information responsibly, securely and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how HS Accountants Ltd collects, uses, processes, stores and protects information shared through our website, client communications, WhatsApp, Google Drive and accounting systems. It also explains your rights and how you can request access to, correction of or deletion of your personal information.

1. Who We Are

HS Accountants Ltd provides professional bookkeeping, accounting, taxation and business advisory services to individuals and businesses throughout the United Kingdom.

We recognise that every client entrusts us with confidential and sometimes commercially sensitive information. Maintaining that trust is fundamental to our business.

Depending on the nature of our services, HS Accountants may act as a data controller for information processed for our own business purposes or as a data processor when handling personal information on behalf of a client acting as the controller.

Business name: HS Accountants Ltd

Website: www.hsaccountants.co

Email: harryshafiq@hsaccountants.co

Business correspondence address: 475 Wells Road Bristol BS14 9AJ

For questions relating to privacy or data protection, please contact us using the details above.

2. Information We Collect

To provide accurate and reliable accounting services, we may collect and process the following information:

• Personal and business contact details, including names, addresses, telephone numbers and email addresses.

• Business registration details, company information and director information.

• Identification and verification documents where required for regulatory compliance.

• Sales invoices, purchase invoices, receipts, credit notes and financial statements.

• Bank statements, transaction records, payment information and accounting data.

• Payroll records, VAT information and taxation records.

• Business correspondence and communications received through email, WhatsApp, our website or other authorised channels.

• Documents uploaded through designated Google Drive client folders.

• Website enquiries and relevant technical information collected through our website.

Information may be provided directly by clients, authorised representatives, employees, suppliers or relevant third parties.

We aim to collect only information reasonably necessary to provide our services, operate our business or fulfil applicable legal obligations.

3. How We Use Your Information

Choosing HS Accountants allows you to focus on running your business while we help manage your financial responsibilities.

We use information to:

• Provide bookkeeping, accounting, taxation and financial advisory services.

• Prepare financial statements, management accounts and other financial reports.

• Prepare and submit tax returns and VAT returns where authorised.

• Maintain accurate bookkeeping and accounting records.

• Process invoices, receipts and supporting financial documents.

• Reconcile accounting transactions and investigate discrepancies.

• Communicate with clients, respond to enquiries and provide professional assistance.

• Carry out identity verification and relevant compliance checks.

• Meet tax, accounting, anti-money laundering and other applicable legal requirements.

• Maintain the security, reliability and accuracy of our internal systems.

• Manage our business relationships and administrative responsibilities.

We do not use personal information for incompatible purposes unless permitted or required by law.

4. Our Legal Basis for Processing Information

Under UK GDPR, personal information must be processed on an appropriate lawful basis.

Depending on the circumstances, HS Accountants may rely on:

Performance of a Contract

Where processing is necessary to provide agreed services to an individual or take steps towards entering into a contract.

Compliance with Legal Obligations

Where processing is required to fulfil applicable legal responsibilities, including relevant tax, accounting and anti-money laundering requirements.

Legitimate Interests

Where processing is necessary for legitimate business purposes, such as maintaining client relationships, securing our systems, managing records, preventing fraud and recovering outstanding fees, provided those interests are not overridden by individuals' rights.

Consent

Where consent is required or is the appropriate lawful basis for particular processing activities. Individuals may withdraw consent at any time.

Where special-category or other legally protected information is processed, we consider any additional legal conditions that apply.

Certain information may be required to provide contracted services or comply with statutory obligations. Failure to provide essential information may prevent us from delivering particular services.

5. WhatsApp Communications and Invoice Submissions

At HS Accountants, we aim to make bookkeeping and accounting as straightforward and accessible as possible.

Where our WhatsApp document submission service is available, clients and authorised representatives may submit invoices, receipts, financial documents and other relevant business records using our designated WhatsApp communication channel.

Information processed through this service may include:

• The sender's WhatsApp telephone number and available contact details.

• The date and time of communications.

• Messages and accompanying attachments.

• Purchase and sales invoices.

• Supplier and customer information.

• Invoice references, transaction dates and financial amounts.

• Other information contained within submitted documents.

Where enabled, our document-processing system may securely retrieve submitted files and organise them within our internal bookkeeping system.

Documents may be reviewed, classified and associated with the appropriate client records.

WhatsApp communications are also subject to the privacy and data-processing practices of WhatsApp and Meta.

Clients should only submit documents relevant to the accounting or professional services being provided and should avoid sharing unnecessary sensitive information.

6. Google Drive and Digital Document Processing

To improve efficiency and reduce administrative burdens, HS Accountants may provide clients with dedicated Google Drive folders for submitting accounting and business documents.

These folders are intended to provide a convenient and organised method of sharing information relevant to our services.

Where configured, documents may be synchronised to our internal accounting environment and processed through the HS Accountants Practice Hub.

Our internal bookkeeping system uses a locally maintained SQLite database to store and process relevant accounting information.

Digital document-processing functionality may include:

• Extracting relevant information from invoices and receipts.

• Identifying suppliers, customers, dates and transaction values.

• Detecting duplicate documents.

• Suggesting accounting classifications.

• Linking supporting evidence to relevant accounting records.

• Identifying missing information requiring further investigation.

• Supporting VAT and bookkeeping reconciliation procedures.

Automated processing assists our accounting operations but does not remove the need for appropriate accounting review and professional judgement.

We do not use automated document extraction to make solely automated decisions about individuals that produce legal or similarly significant effects.

7. Sharing Information With Third Parties

HS Accountants Ltd uses selected third-party technology providers to deliver accounting, bookkeeping, taxation and related professional services.

Xero — Cloud Accounting

We use Xero to maintain accounting records, process transactions, prepare financial statements and support VAT and other accounting workflows. Relevant financial and personal information may be exchanged between Xero and our internally developed HS Accountants Practice Hub through authorised integrations.

Google Drive — Document Management

We use Google Drive to receive, organise and store client invoices, receipts, bank statements and supporting accounting documents. Relevant documents may be processed through our internal Practice Hub.

WhatsApp and Meta — Communications

Clients may use WhatsApp to communicate with us and submit business documents. Information shared through this service may be processed by WhatsApp and Meta under their applicable privacy and data-processing arrangements.

Wix — Website Services

Our website is hosted using Wix, which may process relevant website visitor information and contact enquiries.

Other Recipients

Where necessary and legally appropriate, information may also be shared with HMRC, Companies House, regulatory authorities, authorised professional advisers and service providers supporting our communications and business operations.

We share information only for appropriate professional, contractual or legal purposes, subject to applicable confidentiality and data protection obligations.

Where applicable, we assess international data transfers and the safeguards required under UK data protection law.

We do not sell personal information to advertisers.

9. Protecting Your Information

We understand that financial information is sensitive and that clients expect it to be handled with care.

HS Accountants takes appropriate technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration and disclosure.

Depending on the systems involved, these measures include:

• Restricting access to authorised persons.

• Maintaining appropriate authentication and access controls.

• Using secure communication methods where available.

• Maintaining appropriate backup and recovery arrangements.

• Applying duplicate detection and document review procedures.

• Using controlled accounting workflows and reconciliation processes.

• Reviewing the security and confidentiality of information held within our systems.

Although we take reasonable precautions, no electronic communication or data storage system can guarantee absolute security.

10. How Long We Keep Your Information

HS Accountants retains personal and business information only for as long as necessary to provide services, meet legal obligations, maintain appropriate records or protect legitimate legal interests.

The applicable retention period depends on the nature of the information and the relevant legal or professional requirements.

For example:

• Many accounting and taxation records must be retained for several years, commonly six years in relevant circumstances.

• Certain anti-money laundering records may be subject to retention requirements of five years following the end of a business relationship.

• Information may need to be retained for longer where relevant legal proceedings, tax enquiries or other lawful obligations apply.

We review retention requirements according to the nature of the records concerned.

When information is no longer required and no lawful reason remains for retaining it, it will be securely deleted or appropriately anonymised.

11. Your Data Protection Rights and Data Deletion Requests

Your Information. Your Rights.

At HS Accountants, we believe that protecting personal information is fundamental to the trust our clients place in us.

Under UK data protection law, individuals have certain rights regarding information held and processed about them.

Depending on the circumstances, these may include:

• The right to access personal information.

• The right to request correction of inaccurate or incomplete information.

• The right to request deletion of eligible personal information.

• The right to restrict certain processing activities.

• The right to object to processing in appropriate circumstances.

• The right to request data portability where applicable.

• The right to withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exemptions.

How to Request Deletion of Your Information

If you have communicated with HS Accountants through WhatsApp, submitted financial documents through Google Drive or provided personal information in connection with our services, you may request deletion of eligible personal information.

To submit a data deletion request, please contact:

Email: harryshafiq@hsaccountants.co

Email subject: Data Deletion Request – HS Accountants

Please provide:

1. Your full name and, where relevant, the business you represent.

2. Your contact email address or WhatsApp telephone number.

3. A brief description of the information you would like us to delete.

4. Any relevant details that may assist us in locating the information.

Please do not include passwords or unnecessary sensitive information in your initial request.

What Happens After We Receive Your Request?

Once a request has been received, HS Accountants will:

1. Review the request and identify the relevant personal information.

2. Verify the requester's identity where reasonably necessary.

3. Assess the request under applicable data protection legislation.

4. Determine whether the information can lawfully be deleted.

5. Delete eligible information from systems under our control and address relevant third-party copies where legally required.

6. Confirm the outcome and explain any information that must be retained.

We aim to respond without undue delay and normally within one calendar month, subject to any extension permitted by law.

Accounting and Legal Retention Requirements

As a provider of bookkeeping, accounting and taxation services, HS Accountants may be legally required to retain certain information for prescribed periods.

This may include:

• Accounting and financial records.

• Tax and VAT documentation.

• Transaction histories and supporting evidence.

• Certain identity verification and anti-money laundering records.

• Information required for ongoing legal or regulatory matters.

The right to deletion is not absolute.

Where we are legally required to retain information, we will explain the relevant reason and continue to protect the information in accordance with applicable requirements.

WhatsApp, Meta and Digital Document Deletion

Data deletion requests may relate to information submitted through our WhatsApp document intake service, Google Drive folders, website or internal bookkeeping systems.

Where applicable, we will assess the deletion of eligible messages, documents, contact information and other personal records held within systems under our control.

We will also consider relevant backup copies and information held by service providers, taking account of applicable technical arrangements and legal obligations.

Some information may be independently processed by Meta, WhatsApp, Google or other third-party providers. Individuals may also need to exercise relevant rights directly with those providers.

Where HS Accountants processes information on behalf of another data controller, we will handle relevant requests in accordance with applicable legal and contractual responsibilities.

Confirmation and Further Assistance

We will communicate the outcome of a deletion request and, where relevant, explain why particular records cannot be deleted immediately.

For any further assistance relating to access, correction or deletion of personal information, please contact:

HS Accountants Ltd

Email: harryshafiq@hsaccountants.co

Website: www.hsaccountants.co

Your confidentiality and trust remain central to everything we do.

12. Website Cookies

Our website may use cookies and similar technologies to support normal website operation, security and visitor experience.

Depending on the services enabled on our website, cookies may include those required for essential website functionality and optional cookies associated with analytics or other services.

Where required by applicable law, visitors will be provided with relevant information and choices regarding non-essential cookies.

Visitors may also manage certain cookie preferences using their browser settings.

13. Your Right to Raise a Concern

We take privacy enquiries and concerns seriously.

If you have any questions or concerns about the way HS Accountants handles personal information, we encourage you to contact us directly.

We will review your concerns and respond in accordance with our legal responsibilities.

You also have the right to complain to the Information Commissioner's Office (ICO), the United Kingdom's independent data protection regulator.

ICO website: www.ico.org.uk

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology systems, business practices or applicable legislation.

Any updated policy will be published on our website together with the date of the latest revision.

We encourage clients and website visitors to review this page periodically.

15. Contact HS Accountants

Your Information. Our Responsibility.

At HS Accountants, we believe that trust, professionalism and confidentiality are essential to building lasting client relationships.

Whether you are an individual seeking assistance with taxation or a business relying on us for accounting and bookkeeping, we remain committed to protecting the information you entrust to us.

For privacy enquiries, requests for access to personal information, data deletion requests or further information, please contact:

HS Accountants Ltd

Email: harryshafiq@hsaccountants.co

Website: www.hsaccountants.co

Business correspondence address: 475 Wells Road Bristol BS14 9AJ

We are always happy to assist with questions about how your information is handled and protected.

HS Accountants — Excellence Beyond Numbers.