Privacy Policy
1. PURPOSE OF THIS NOTICE
This notice describes how we collect and use personal data about you, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable UK data protection legislation (collectively referred to as ‘Data Protection Legislation’).
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
2. ABOUT US
Smooth Accounting Limited is a Chartered Accountancy firm. We are registered in England and Wales as a limited company under number 09977777 and our registered office is at 71-75 Shelton Street, Covent Garden, London, England, WC2H 9JQ.
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Manager as our Data Protection Point of Contact, responsible for overseeing questions in relation to this privacy notice. You can contact them using the details in paragraph 12.
We are registered with the Information Commissioner’s Office (ICO) under registration number ZA180970.
3. HOW WE MAY COLLECT YOUR PERSONAL DATA
We obtain personal data about you, for example, when:
– You request a proposal or engage us to provide services;
– You contact us by email, telephone, post, or social media (including recorded calls);
– You provide information during meetings, events, or through our website forms;
– We receive information from third parties such as Companies House, HMRC, your employer, or other public sources.
4. THE KIND OF INFORMATION WE HOLD ABOUT YOU
The information we hold about you may include:
– Your personal details (such as your name, address, contact information);
– Details of contact we have had with you regarding our services;
– Details of any services you have received from us;
– Our correspondence and communications with you;
– Information about any complaints or enquiries you make to us;
– Information from research, surveys, and marketing activities;
– Information from publicly available sources or from our professional network.
5. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU
We may process your personal data for purposes necessary for the performance of our contract with you and to comply with our legal obligations.
We may also process your personal data for our legitimate business interests, provided that those interests do not override your own rights and freedoms. This includes processing for marketing, business development, and management purposes.
You have the right to object to processing based on legitimate interests at any time.
We may contact you by email, phone, or post to provide updates, service information, or marketing communications that we believe will be relevant to you. You can opt out of marketing communications at any time by following the unsubscribe link in our emails or contacting us directly.
5A. CALL RECORDING
We record certain telephone calls made to and from Smooth Accounting for the purposes of quality assurance, training, compliance, and accurate record-keeping.
The lawful basis for this processing is our legitimate interests in maintaining accurate client communications and ensuring a high standard of service.
Call recordings are stored securely, access is strictly limited to authorised staff, and recordings are retained only for as long as necessary to fulfil the purposes stated above.
If you do not wish for your call to be recorded, please inform us at the start of the conversation so that alternative arrangements can be made.
6. DATA SHARING
We may share your personal data with third parties where required by law, where necessary to administer our relationship with you, or where we have a legitimate interest in doing so.
Third parties include IT and cloud service providers, professional advisers, marketing services, and banking providers. All such parties are required to implement appropriate technical and organisational measures to protect your data and act only on our instructions.
7. TRANSFERRING PERSONAL DATA OUTSIDE THE UK AND EEA
We may transfer your personal data outside the UK and European Economic Area (EEA), including to the United Arab Emirates, where we operate Smooth Dubai. Where such transfers occur, we ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to ensure your personal data remains protected.
8. DATA SECURITY
We have implemented appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used, or accessed without authorisation, altered, or disclosed. Access is limited to employees, contractors, and third parties with a business need to know.
9. DATA RETENTION
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. Typically, client and financial records are retained for a minimum of seven years to meet legal and professional obligations. Call recordings are retained for up to 12 months unless required longer for regulatory or dispute resolution purposes.
10. YOUR RIGHTS
You have the right to:
– Request access to the personal data we hold about you;
– Request correction of inaccurate or incomplete data;
– Request erasure of your data where there is no lawful reason to retain it;
– Object to processing based on legitimate interests or for direct marketing;
– Request restriction of processing in certain circumstances;
– Request transfer of your data to another controller.
To exercise any of these rights, contact help@smoothaccounting.co.uk.
11. RIGHT TO WITHDRAW CONSENT
Where you have provided consent (for example, to receive marketing communications), you can withdraw that consent at any time by contacting help@smoothaccounting.co.uk.
12. CHANGES TO THIS NOTICE
Any changes we may make to this privacy notice will be updated on our website at www.smoothaccounting.co.uk.
This notice was last updated October 2025.
13. CONTACT US
If you have any questions regarding this notice or the way we process your data, please contact:
Mrs Jeri Williams
Email: help@smoothaccounting.co.uk
Telephone: 02392 982123
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/concerns
