Privacy Policy

Last updated: July 2025

Ency ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our accounting and tax advisory services or visit our website.

1. Who We Are

Ency is an independent firm of accountants and tax advisors based in Portsmouth & Southsea. We provide professional accounting, tax, and business consultancy services to individuals and businesses.

2. Information We Collect

We may collect the following types of personal information:

  • Contact Information: Name, address, telephone number, email address
  • Financial Information: Bank details, tax records, financial statements, invoices
  • Business Information: Company details, VAT numbers, business activities
  • Website Usage: IP address, browser type, pages visited (via cookies)
  • Professional Information: Employment details, pension information, investment details

3. How We Use Your Information

We use your personal data for the following purposes:

  • Providing accounting and tax advisory services
  • Preparing tax returns and financial statements
  • Compliance with legal and regulatory requirements
  • Communicating with you about our services
  • Improving our services and website
  • Fraud prevention and security

4. Legal Basis for Processing

We process your personal data based on:

  • Contract: To fulfill our professional services agreement with you
  • Legal Obligation: To comply with tax laws, accounting standards, and regulatory requirements
  • Legitimate Interest: To improve our services and prevent fraud
  • Consent: For marketing communications (where required)

5. Data Sharing

We may share your information with:

  • HMRC and other tax authorities as required by law
  • Professional bodies for regulatory compliance
  • Trusted service providers who assist us in delivering our services
  • Legal advisors when required for professional advice

We never sell your personal data to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Secure encrypted file transfer systems
  • Password-protected client portals
  • Regular security training for our staff
  • Secure physical storage of documents

7. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations. Typically:

  • Tax records: 6 years after the end of the accounting period
  • Company records: 6 years from the date of creation
  • Payroll records: 3 years after the end of the tax year

8. Your Rights

Under UK data protection law, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request erasure of your data (in certain circumstances)
  • Restrict processing of your data
  • Data portability
  • Object to processing
  • Withdraw consent (where applicable)

9. Cookies

Our website uses cookies to improve your browsing experience and analyze site usage. You can control cookie settings through your browser preferences.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

  • Email: [email protected]
  • Phone: 023 9281 2871
  • Address: Printware Court, Cumberland Business Centre, Northumberland Road, Portsmouth PO5 1DS

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

12. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.