Privacy Policy

Last updated: 27 September 2026

This policy explains how Piya Accountancy Ltd collects, uses and protects personal data. It applies to people who visit this website or contact us, to our clients, and to people whose personal data we receive while working for our clients, such as their employees, customers and suppliers.

1. Purpose of this policy

This policy 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 other UK data protection laws. Please read it carefully to understand how we handle your personal data.

2. About us

Piya Accountancy Ltd is the controller of the personal data described in this policy. This means we decide how and why it is used, and we are responsible for looking after it.

  • Registered in England and Wales, company number 10785400
  • Registered office: Unit 3b Berol House, 25 Ashley Road, Tottenham Hale, London, England, N17 9LJ
  • Registered with the Information Commissioner’s Office (ICO), reference ZA543877

If you have any questions about this policy or about how we handle your personal data, please contact us using the details in section 13.

3. How we collect your personal data

We collect personal data about you when:

  • you send us a message through the contact form on this website, or contact us by email, telephone, post or in person;
  • you ask us for a proposal or quote for our services;
  • you, your business or your employer engage us, and while we provide our services;
  • we carry out the identity checks that anti-money laundering law requires us to make;
  • we receive it from third parties or public sources, such as HM Revenue & Customs (HMRC), Companies House, your employer, your bank or your previous accountant.

4. The information we hold about you

Depending on how you deal with us, the personal data we hold about you may include:

  • your name, address, email address and telephone number;
  • the information you give us in a message or enquiry;
  • proof of your identity and address, such as a passport, driving licence or utility bill;
  • financial and tax information we need to provide our services, such as your National Insurance number, Unique Taxpayer Reference, income, bank details and payroll records;
  • details of the services we have provided to you;
  • our correspondence with you and notes of our conversations;
  • information we receive from other sources, such as Companies House records or information from your employer or from our clients.

Payroll records can include information about health, for example when statutory sick pay is due. We use this kind of information only where the law allows us to, such as to meet employment and social security obligations.

5. How we use your personal data

We use your personal data only where data protection law allows us to. Depending on the purpose, we rely on one or more of the following lawful bases:

  • Contract: to provide the services you have asked for, or to take steps you have asked for before we enter into a contract, such as replying to an enquiry about our services.
  • Legal obligation: to comply with the law, for example to carry out anti-money laundering checks, keep the records the law requires and deal with HMRC and other authorities.
  • Legitimate interests: where the use is necessary for our legitimate interests, or those of a third party, and your interests and rights do not override them. This includes answering general enquiries, providing services to our clients where you are their employee, customer or supplier, running our business and dealing with legal claims.
  • Consent: where you have agreed to us using your personal data for a particular purpose, such as sending you news about our services. You can withdraw your consent at any time (see section 10).

What we use it for

We may use your personal data to:

  • reply to your enquiries and messages;
  • provide our services to you, your business or your employer, and manage our relationship with you;
  • carry out the checks required by anti-money laundering law;
  • prepare returns and other documents and submit them to HMRC, Companies House and other authorities on your behalf;
  • tell you about changes to our services or our terms;
  • send you information about our services, where you have agreed to receive it;
  • ask for your views on the services we provide; and
  • meet our legal and regulatory obligations.

If you do not give us information we ask for, we may not be able to provide our services or to meet our legal obligations.

We may anonymise personal data so that it can no longer be linked to you. We may then use it without further notice to you.

How long we keep it

We keep personal data only for as long as we need it for the purposes we collected it for, including to meet legal, tax, accounting and reporting requirements. For example, anti-money laundering law requires us to keep records of our identity checks for five years after our business relationship with you ends.

When deciding how long to keep other personal data, we consider:

  • what our business and the services we provide require;
  • our legal and regulatory obligations;
  • the purposes for which we collected the data and the lawful basis we rely on;
  • the amount, nature and sensitivity of the data;
  • the risk of harm from unauthorised use or disclosure; and
  • whether we could achieve the purpose in another way.

Change of purpose

We use your personal data only for the purpose we collected it for, or for a purpose that is compatible with it. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis that allows us to do so before we start.

6. Sharing your personal data

We share your personal data with third parties only where the law requires it, where it is necessary to provide our services or manage our relationship with you, or where we have another legitimate interest in doing so. They may include:

  • HMRC, Companies House and other government bodies, when we act on your behalf or when the law requires it;
  • regulators and supervisory bodies, including our anti-money laundering supervisor;
  • law enforcement agencies, where the law requires us to report to them;
  • service providers that support our business, such as providers of accounting and payroll software, IT, email, data storage and website hosting;
  • our professional advisers, such as lawyers and insurers;
  • banks and other financial institutions, where this is needed to provide our services.

Our service providers may use your personal data only on our instructions and for the purposes we set, and they must keep it secure.

We may also share personal data if we sell or restructure our business, or where a court or regulator requires it. We do not sell your personal data.

7. Transfers outside the UK

Some of our service providers store or process data outside the UK. When your personal data is transferred outside the UK, we make sure it remains protected: either the country has been approved by the UK government as providing adequate protection, or the transfer is covered by safeguards recognised by UK law, such as the International Data Transfer Agreement. Please contact us if you would like more information.

8. Keeping your data secure

We have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed without authorisation, altered or disclosed. Access to your personal data is limited to people who need it for business purposes. They process it only on our instructions and are subject to a duty of confidentiality.

We have procedures to deal with any suspected personal data breach and will tell you and the ICO about a breach where we are legally required to do so.

9. Your rights

Keeping your details up to date

It is important that the personal data we hold about you is accurate and current. Please tell us if your details change.

Your rights over your personal data

Under data protection law you have the right, in certain circumstances, to:

  • access your personal data and receive a copy of it;
  • ask us to correct personal data that is inaccurate or incomplete;
  • ask us to erase your personal data where there is no good reason for us to keep using it;
  • object to our use of your personal data where we rely on legitimate interests, and at any time to its use for direct marketing;
  • ask us to restrict our use of your personal data, for example while we check that it is accurate;
  • ask us to transfer personal data you have given us to you or to another organisation, where we use it on the basis of your consent or a contract and by automated means.

Some of these rights do not apply in every situation. For example, we may need to keep certain records to meet our legal obligations even if you ask us to erase them.

To use any of these rights, please contact us using the details in section 13. You will not normally have to pay a fee. We may charge a reasonable fee, or refuse to act on a request, if it is manifestly unfounded or excessive. We may ask you to confirm your identity first, to make sure we do not disclose personal data to anyone who has no right to receive it. We will reply within one month, or tell you within that time if we need longer because your request is complex.

Where we use your personal data on the basis of your consent, you can withdraw that consent at any time by contacting us. We will then stop using your personal data for that purpose, unless we have another lawful basis for doing so. Withdrawing your consent does not affect anything we did with your data before you withdrew it.

11. This website

This website does not use cookies or analytics tools, and we do not track your visits.

Like any website, it is delivered by a hosting provider that processes technical information, such as your IP address and browser type, to deliver the pages and keep them secure.

When you send us a message through our contact form, we use your name, email address, telephone number (if you give it) and your message to reply to you.

12. Changes to this policy

We may update this policy from time to time. Any changes will be published on this page, and the date at the top will show when it was last updated.

13. Contact us and complaints

If you have any questions about this policy or about how we use your personal data, or you want to use any of your rights, please contact us:

If you are unhappy with how we have handled your personal data, please tell us first so that we can try to put it right. You can complain by email, by telephone, by post or through our contact form. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint