Privacy Policy

Our contact details

Name: Accounts Machine Limited

E-mail: privacy@accountsmachine.io

Tel: +44 1242 323606

Your personal information

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details).
• Accounts data for your companies.
• Company registration data and contact information.
• Information about the devices you use to access this service.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You provide us with your contact details and personal information.
• You provide us with your company accounts data.
• You provide us with company registration information.
• Information about the devices you use is present in communication protocols.

We also receive personal information indirectly, from the following sources in the following scenarios:

• At your instigation we collect publicly accessible data from Companies House and HMRC to simplify the registration process.

We use the information that you have given us:

• You provide us with your contact details so that we can communicate with you about our service.
• You provide us with your device and profile information for us to be assured that have the right to use our service on behalf of your companies and to permit us to make any checks to verify that someone accessing your account does so on your behalf.
• You provide us with accounts data so that we can compute accounts filings on your behalf.
• You provide us with company registration information in order to be able to complete accounts filings.
• We keep a record of your contact information associated with a record of any filing performed on your behalf, so that this can be provided to HMRC or Companies House in the event of a query.

We may share this information with Companies House and HMRC, but only:

• in accordance with your requests to complete a filing procedure; or
• in order to provide your contact details in the case of a legitimate query about a filing.

Bases for information handling and processing

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• Your consent. You are able to remove your consent at any time by: deleting any information from your account which you do not want us to hold; deleting your account which result in complete deletion of your data; or by contacting us at privacy@accountsmachine.io.
• We have a legal or contractual obligation with HMRC and Companies House. We must record your contact details along with a record of filing so that any queries from HMRC or Companies House can be directed to you.

How we store your personal information

Your information is securely stored.

Your username, credential information, and 2FA device identifiers are stored with a cloud-based 3rd-party authentication system to assure us that only you have access to your account, and for us to be able to provide you the assurance that there is no non-compliant access to your data. We are assured that their use of the data is in accordance with this agreement, and that your details are not shared.

Your personal information, company registration data and accounts data are stored in a third-party cloud storage service for the duration for which you permit us to hold it. All such data is visible to you through your account, and you can choose to delete any such data at any time.

We keep a separate record of your contact information and filing identifiers for a period of 5 years so that any legitimate query from Companies House and HMRC can be directed to you, once we have satisfied ourselves that the query is genuine and legitimate. Data deletion is performed by deleting records from the cloud storage services. We are assured by cloud services that the data is not recoverable after such an event. Cloud storage services are used which are only accessible by Accounts Machine Limited.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
• You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at privacy@accountsmachine.io if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at privacy@accountsmachine.io.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Back