Privacy Policy

Introduction

This privacy policy explains how we use any personal information that we collect about you as a user of our website or as a client of Bee Motion Accounting Ltd.

This privacy policy explains how we collect, use, and protect personal information about you as:

  • A user of our website, and/or
  • A client of Bee Motion Accounting Ltd (referred to as "Bee Motion", "we", "us", or "our")

How We Use Personal Information About You

Bee Motion takes the protection of personal data extremely seriously. We ensure that personal data is:

  • Processed lawfully, fairly, and transparently
  • Collected for specified, explicit, and legitimate purposes
  • Protected using appropriate technical and organisational measures

We will only use your personal information to provide the services agreed in your Letter of Engagement and any supporting schedules, and in accordance with UK GDPR and the Data Protection Act 2018.

Where required, we may process special category data (for example, for anti-money laundering checks). This is processed strictly in line with legal and regulatory obligations.

What Personal Data We May Collect About You

As part of providing our services, we may collect personal data including (but not limited to):

  • Names, addresses, and contact details
  • Date of birth, marital status
  • National Insurance numbers and tax references
  • Accounting and financial information
  • Payroll and pension data
  • Information required to comply with anti-money laundering regulations

Website Data:

We may also collect personal data through our website where you voluntarily provide it, including:

  • Contact forms
  • Enquiry submissions
  • Referral forms

This may include your name, email address, telephone number, and any information you choose to provide.

How Your Data Is Processed

We process personal data to deliver our services, including:

  • Bookkeeping
  • Accounts preparation
  • Tax returns
  • Payroll services

We may also process personal data for:

  • Maintaining internal client records
  • Practice management and analysis
  • Statutory reporting
  • Legal and regulatory compliance
  • Crime prevention

Use of Technology and AI

We may use technology, including AI-assisted tools, to support the delivery of our services. This may include analysing financial data, identifying trends, and improving efficiency in our processes.

Any such use is subject to appropriate data protection safeguards. We do not use AI to make automated decisions about you without human involvement.

Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Performance of a contract – to provide agreed accounting services
  • Legal obligation – including compliance with anti-money laundering regulations and HMRC requirements
  • Legitimate interests – for managing and improving our practice, and protecting against potential legal claims or regulatory action
  • Consent – for marketing communications, website enquiries, and certain third-party referrals

The lawful basis relied upon will depend on the specific service and processing activity being undertaken.

How Long We Keep Your Data

We typically retain personal data for 7 years after the end of the client relationship, in line with regulatory and professional requirements.

Data may be retained longer where:

  • Required by law
  • Subject to ongoing litigation
  • Explicitly requested by you

Sharing and Transferring Personal Data

We do not sell or rent personal data.

We only share personal data where necessary to:

  • Deliver agreed services
  • Meet legal or regulatory obligations

This may include sharing data with:

  • HMRC
  • Companies House
  • Approved software providers and cloud systems
  • Other professional advisers (with your consent)
  • Mortgage or referencing providers (with your consent)

We use a range of trusted third-party software providers to deliver our services, including accounting, document management, and communication platforms. All providers are subject to appropriate due diligence and data protection obligations.

Where personal data is provided about another individual (for example, through referrals), you must ensure that you have obtained their consent to share their information.

International Data Transfers

Some of our service providers may store or process personal data within the UK or the European Economic Area (EEA).

Where personal data is processed outside the UK, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs), in accordance with UK GDPR requirements.

How We Communicate With You

We may contact you using the contact details you provide, including:

  • Email
  • Telephone
  • Post

We may send SMS messages only where:

  • Relevant to services, and
  • You have agreed to receive them

We may also send relevant information about third-party services where you have provided consent.

We will never share your personal data with third parties for marketing without your explicit permission.

Security of Data

We are committed to ensuring your data is secure. We implement appropriate:

  • Physical safeguards
  • Technical controls
  • Organisational procedures

to prevent unauthorised access, disclosure, or loss.

Your Rights Under UK GDPR

You have the following rights:

  • The right to access your personal data
  • The right to correct inaccurate data
  • The right to request erasure (subject to legal obligations)
  • The right to restrict processing
  • The right to object to processing
  • The right to data portability

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled incorrectly: ico.org.uk

Subject Access Requests (SARs)

To request access to your personal data, please submit a Subject Access Request.

We will respond within one month of receipt.

Requests should be made to:

Stefan Barrett
Director & Data Protection Officer
Bee Motion Accounting Ltd
136 Hall St, Stockport, SK1 4HE
enquiries@bee-motion.co.uk

Website Use, Cookies and Analytics

Our website uses cookies to support functionality and improve user experience.

Where you provide consent, we may use cookies and analytics tools to:

  • Understand how visitors use our website
  • Improve website performance and usability

We do not actively use IP addresses to identify individuals, although technical data may be processed for security and performance purposes.

For more information, please refer to our Cookie Policy.

Social Media

We may operate on social media platforms. Any information you choose to share publicly (e.g. likes, comments) is not processed or stored by Bee Motion beyond the platform itself.

Changes to This Policy

We regularly review this privacy policy.

Any updates will be published on our website. Where changes are significant, we will notify clients directly where appropriate.

Contact Us

If you have any questions about this policy or your personal data, please contact:

enquiries@bee-motion.co.uk Stefan Barrett, Bee Motion Accounting Ltd, 136 Hall St, Stockport, SK1 4HEenquiries@bee-motion.co.uk
Stefan Barrett, Bee Motion Accounting Ltd, 136 Hall St, Stockport, SK1 4HE

Glossary of Terms

  • Personal Data – Information that can identify an individual, directly or indirectly.
  • Special Category Data – Sensitive data including health information, biometric data, or criminal convictions.
  • Data Controller – The organisation that determines how personal data is processed. Bee Motion Accounting Ltd is the data controller.
  • Data Processor – A third party that processes data on behalf of the controller.
  • Data Processing – Any operation performed on personal data.
  • Subject Access Request (SAR) – A request to access personal data held about you.

Important Notice

Bee Motion Accounting Ltd is not authorised or regulated by the Financial Conduct Authority and does not provide financial or mortgage advice.

Ready to talk?

Book a free, no-obligation proposal meeting, in person or on Zoom.