Privacy Policy

1. Introduction

MCas Accountants ("we", "us", "our") is committed to protecting the privacy of all individuals whose personal data we process. This Privacy Policy explains how we collect, use, store, and share personal information in connection with our accounting and advisory services and the use of this website.

We are registered as a data controller in the United Kingdom. By using our website or engaging our services, you acknowledge that you have read and understood this policy.

This policy was last updated in 2024. We may update it from time to time and will publish the revised version on this page.

2. Who We Are

MCas Accountants is an ACCA-qualified accountancy practice based in Surrey, providing accounting, tax, payroll, and advisory services to businesses and individuals across the United Kingdom.

For data protection enquiries, please contact us at: info@mcas.co.uk

3. What Information We Collect

3.1 Information You Provide to Us

We collect personal information that you voluntarily provide when:

• Completing the contact form on our website
• Sending us an email or making a telephone enquiry
• Engaging us to provide accounting or advisory services
• Participating in a consultation (including Zoom calls)
• Signing an engagement letter or providing information for compliance purposes

This may include: your name, email address, telephone number, business name, financial information, tax reference numbers, National Insurance number, company registration details, and any other information relevant to the services you have requested.

3.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including your IP address, browser type, pages visited, and the time and date of your visit. This information is used to improve the website experience and does not identify you personally.

4. How We Use Your Information

We use the personal information we collect for the following purposes:

• To provide the accounting, tax, and advisory services you have engaged us to deliver
• To respond to enquiries submitted through our contact form or by email
• To fulfil our legal and regulatory obligations as an ACCA-regulated firm
• To communicate with HMRC and other relevant authorities on your behalf
• To send relevant service updates and information where you have indicated consent
• To improve and maintain our website and service delivery
• To comply with applicable laws, including anti-money laundering (AML) regulations

5. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract performance: Where processing is necessary to deliver the services you have engaged us to provide.
• Legal obligation: Where we are required to process data to comply with legal or regulatory requirements (for example, HMRC reporting, AML compliance, and ACCA professional obligations).
• Legitimate interests: Where we have a legitimate business interest in processing your data that does not override your rights — for example, responding to website enquiries.
• Consent: Where you have given explicit consent, for example to receive marketing communications.

6. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your data in the following limited circumstances:

• With HMRC and regulatory bodies: as required to fulfil our obligations and yours under tax law and regulation.
• With cloud accounting platforms: such as Xero, QuickBooks, Sage, or FreeAgent, used to manage your financial records on your behalf.
• With professional advisers: such as legal professionals, where required with your knowledge and consent.
• With service providers: who support our business operations (for example, secure email or document management providers), subject to appropriate data processing agreements.
• Where required by law: including in response to a court order or regulatory requirement.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, regulatory, and professional obligations.

As an ACCA-regulated firm, we are required to retain certain client records for a minimum of seven years after the end of the client relationship. Financial and tax records may be retained for longer periods where required by HMRC or other regulatory bodies.

Website enquiry data submitted via our contact form will be retained for a reasonable period to respond to your enquiry, and deleted if no ongoing relationship is established.

8. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These include secure encrypted email, access controls, and the use of reputable cloud accounting platforms with strong security certifications.

While we take all reasonable precautions, no method of electronic transmission or storage is completely secure. If you believe your data has been compromised, please contact us immediately at info@mcas.co.uk.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may ask us to correct inaccurate or incomplete data.
• Right to erasure: You may request that we delete your data, subject to our legal retention obligations.
• Right to restrict processing: You may ask us to limit how we use your data in certain circumstances.
• Right to data portability: You may request your data in a structured, machine-readable format where applicable.
• Right to object: You may object to processing based on our legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us in writing at info@mcas.co.uk. We will respond within one calendar month.

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

10. Cookies

Our website may use cookies to improve your browsing experience. Cookies are small text files stored on your device. We use only essential cookies required for the website to function correctly. We do not use tracking or advertising cookies. You can manage cookie preferences through your browser settings.

11. Third-Party Links

Our website may contain links to third-party websites, including cloud accounting platforms. We are not responsible for the privacy practices of those websites and encourage you to review their respective privacy policies before providing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated version on this page with a revised date. We encourage you to review this policy periodically.

13. Contact Us

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

MCas Accountants
Email: info@mcas.co.uk
Surrey, United Kingdom