Privacy Policy

Effective Date: 14 September 2025

Last Updated: 21 September 2025

SmartMoney (Accountants) Limited (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, book a consultation, or engage with our services. It also explains why we collect this information and when this information may be passed to third-parties.

By using our website, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of the site.

1. Who We Are

SmartMoney (Accountants) Limited, trading as SmartMoney Chartered Accountants, is a UK-based accountancy firm providing compliance, advisory, and financial services to small and growing businesses.

Contact Details:

SmartMoney (Accountants) Limited

Email: enquiries@smartmoneyca.co.uk

Company Number: SC859520

Registered Office: Suite 2/3, 2nd Floor, 48 West George Street, Glasgow, G2 1BP

We are a registered Data Controller with the Information Commissioner's Office (ICO). Our registration number is ZB966467.

If you have any questions about this Privacy Policy or how we handle your data, please contact us at the email above.

2. How We Collect Information

We collect the following types of personal data:

Information you provide directly:

When you complete a contact form on our website
When you book a call through Calendly
When you engage with us for our services
When you email, phone, or meet with us
When you subscribe to SmartHub or Smart Money Academy

Examples: Name, email address, business name, phone number, financial documents and details about your enquiry

Information collected automatically

IP address, browser type and device info
Pages viewed and time spent on the site
Cookie data and analytics (see our Cookie Policy)

Information received from third parties

Tools such as Calendly, Kajabi, GoCardless, Stripe and XamaAML
Public sources such as LinkedIn or Companies House
Referrals from existing clients or partners

3. What Information We Collect

Depending on your interaction with us, we may collect:

Full name and contact details
Business name, role, and industry
Payment and billing details
Identification documents (for AML purposes)
IP address and usage data
Property or tax-related information
Other data you voluntarily provide

If you apply for a job with us, we may also collect:

CVs, references, employment history and equalities data

4. How We Use Your Information

We use your personal data to:

Provide our accounting, tax, and advisory services
Manage appointments and consultations
Comply with legal and regulatory requirements (e.g. AML, tax)
Administer our business (e.g. billing, internal analytics, service improvements)
Send insights, newsletters and marketing (if opted-in)
Monitor website performance and troubleshoot technical issues

We do not sell your data to third parties.

5. Legal Basis for Processing

Under the UK GDPR, we process your data on the following bases:

Contractual necessity: To fulfil the services you've engaged us for
Legitimate interest: To improve services, analyse usage, or respond to your queries
Consent: For marketing communications and optional data collection
Legal obligation: To comply with tax, anti-money laundering, or regulatory requirements

6. Sharing Your Data

We may share limited personal data with:

Software providers (e.g. Xero, Kajabi, Karbon, GoCardless, Stripe, XamaAML, Google Analytics
Legal and regulatory bodies (e.g. HMRC, ICAS)
Professional advisers (e.g. lawyers, brokers, insurers, IT security)
Marketing and email platforms (e.g. Mailchimp)

All third parties are required to treat your data with confidentiality and only process it in accordance with our instructions.

7. Data Retention & Security

We retain personal data only for as long as necessary:

To provide services and support to you
To comply with regulatory/legal requirements
For legitimate business purposes

Retention periods may vary depending on the service and legal obligations. Full retention schedules are available upon request.

8. Where and How We Store Your Data

We store and process data using a combination of secure local systems and trusted third-party cloud-based tools. These may include providers such as Microsoft, Xero, Karbon, GoCardless, Stripe and Kajabi, along with others who help us deliver our services efficiently.

While we prioritise data storage within the UK or EEA wherever possible, some cloud providers may store or process data in other countries (such as the United States). In these cases, we ensure we use providers that comply with recognised security standards and implement safeguards such as data encryption, access controls and secure transfer protocols.

We regularly review the security practices of the platforms we use and rely on their certifications and privacy commitments to ensure compliance with UK GDPR.

We have also implemented appropriate internal security measures to protect client data at all times, including:

Role-based access control
Multi-factor authentication
Device-level encryption

9. Your Rights

You have the following rights under data protection law:

Access - Request a copy of the personal data we hold
Rectification - Correct inaccurate or incomplete data
Erasure - Request deletion of your data (subject to conditions)
Restriction - Request limited use of your data
Portability - Ask for your data in a reusable digital format
Objection - Object to processing based on legitimate interest or marketing
Withdraw Consent - For marketing or non-essential cookies.

To exercise any of these rights, email enquiries@smartmoneyca.co.uk. We may require proof of identity to fulfil your request.

10. Cookies & Tracking

We use cookies to enhance your website experience. Some cookies are essential for site functionality, while others help us improve performance and understand visitor behaviour.

For more details, see our Cookie Policy.

11. Third Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy notices separately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law or our practices. We encourage you to review it periodically. The “Last Updated” date will always reflect the most recent version.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact: