London & Hertfordshire Remote accounting support
Last updated: 28 October 2026
Fortune Financials Ltd ("we", "us", "our") is an accountancy practice providing accounting, tax, bookkeeping, payroll and finance support to individuals, sole traders and businesses. We are the data controller for the personal information described in this policy.
This policy explains what personal data we collect, why we use it, who we share it with, how long we keep it and the rights you have. It applies to our clients, prospective clients, people whose data our clients give us, and visitors to our website.
We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We collect the information you give us when you enquire about or use our services, and information we receive from third parties such as HMRC when acting for you. Depending on the service, this may include:
Information about other people. Our clients often give us personal data about others, such as employees for payroll, family members for tax returns, or customers and suppliers in bookkeeping records. If you give us information about someone else, please make sure they know you are sharing it with us.
We do not ask for special category data (for example health information). If it appears in records you send us, we will only use it where needed for the service, such as a tax relief.
We only use personal data where the law allows it. The table shows what we use it for and the legal basis we rely on.
| Purpose | Lawful basis |
|---|---|
| Providing our accounting, tax, bookkeeping, payroll and advisory services | Performance of a contract with you |
| Verifying your identity and carrying out anti-money laundering checks | Legal obligation |
| Filing returns and accounts with HMRC and Companies House | Legal obligation, and performance of a contract |
| Keeping records required by law and by our professional obligations | Legal obligation |
| Responding to enquiries before you become a client | Steps taken at your request before entering a contract |
| Processing data about our clients' employees, family members, customers or suppliers | Legitimate interests (carrying out the work our client has engaged us to do), or legal obligation |
| Managing our business, including billing, insurance and handling complaints | Legitimate interests |
| Marketing: sending you news, tax deadline reminders and information about our services by email, post or phone | Legitimate interests. For marketing emails and texts, we also need your consent unless you are an existing client or we are contacting you at a company email address |
We will never sell your details or pass them to other organisations for their own marketing. Every marketing email includes a way to unsubscribe, and you can opt out at any time by replying to any email or contacting us. Opting out does not affect the services we provide to you. Where we rely on consent, you can withdraw it at any time.
We never sell your personal data. We only share it where needed to provide our services, where the law requires it, or with your agreement. This may include:
International transfers. Some of our software providers store data outside the UK. Where they do, we make sure the data is protected by a UK adequacy decision or by approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
We keep personal data only as long as we need it for the purpose we collected it, or as long as the law requires.
| Type of record | How long we keep it |
|---|---|
| Client accounting and tax records | 6 years after the end of the tax year or accounting period they relate to |
| Anti-money laundering identity records | 5 years after our business relationship ends |
| Engagement letters and correspondence | 6 years after our business relationship ends |
| Enquiries from people who do not become clients | 12 months after the last contact |
When we no longer need your data, we delete it or destroy it securely.
Security. We use appropriate technical and organisational measures to protect your data, including password-protected and encrypted systems, access limited to the people who need it, and [a secure client portal] for sharing documents. We ask you not to send sensitive documents by unencrypted email where possible.
Under UK data protection law you have the right to:
To use any of these rights, contact us using the details below. There is normally no charge, and we will respond within one month. We may need to confirm your identity first.
Complaints. If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.
When you send us a message through our website, we use the details you provide to reply to your enquiry. Our website is hosted by Squarespace, which processes data on our behalf.
Cookies are small files stored on your device when you visit a website. We use:
| Type | What it does | Consent needed? |
|---|---|---|
| Strictly necessary | Makes the website work, for example security and remembering your cookie choices | No |
| Analytics | Helps us understand how visitors use the site | Yes |
We only set non-essential cookies if you accept them in our cookie banner. You can change your choice at any time through the cookie settings link at the bottom of each page, or by adjusting your browser settings.
For any questions about this policy, or to use your data protection rights, please contact us:
We review this policy regularly and will update it when our practices or the law change. The date at the top shows when it was last updated. If we make significant changes, we will tell our clients directly.