Privacy Policy

RM & Co Accountancy Ltd

Last updated: 28 October 2026

1. Introduction

RM & Co Accountancy Ltd is committed to protecting your privacy and ensuring that your personal information is handled securely, responsibly and in accordance with applicable UK data protection legislation.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us or use our accountancy, taxation, payroll and business advisory services.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

2. Who We Are

RM & Co Accountancy Ltd is an accountancy practice based in Sunderland, providing accounting, taxation and business support services to individuals and businesses throughout the UK.

For the purposes of applicable data protection legislation, RM & Co Accountancy Ltd is generally the data controller for personal information collected through our website and in connection with our professional services. In certain circumstances, such as processing payroll on behalf of clients, we may act as a data processor.

Business name: RM & Co Accountancy Ltd
Website: https://rm-accountants.co.uk
Business address: 13 Mary Street, Sunderland, SR1 3NH
Email: shaz@rm-accountants.co.uk
Telephone: 0191 567 4859

3. Information We Collect

Depending on your relationship with us, we may collect and process the following information:

• Personal details, including your name, address, telephone number and email address.
• Business information, including company names, business addresses and registration details.
• Financial information, including income, expenditure, bank statements, accounting records and tax information.
• Identification information required for client verification and anti-money laundering checks.
• Employment and payroll information, including salary details, National Insurance numbers and PAYE records.
• Correspondence and information provided through enquiries, emails, telephone calls and meetings.
• Technical information relating to your use of our website, such as IP addresses, browser information and cookies, where collected.

We only collect personal information that is relevant and necessary for the purposes for which it is required.

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries and communicate with you.
• Provide accountancy, bookkeeping, payroll, taxation and business advisory services.
• Prepare and submit accounts, tax returns and other statutory documents.
• Communicate with HM Revenue & Customs (HMRC), Companies House and other relevant authorities where appropriate.
• Verify client identities and meet anti-money laundering obligations.
• Manage client relationships, appointments, invoices and payments.
• Maintain accurate business and financial records.
• Improve our website, services and customer experience.
• Comply with applicable legal, regulatory and professional obligations.
• Send relevant business updates or marketing communications where permitted by law.

We will not use your personal information for purposes that are incompatible with those explained in this policy.

5. Our Lawful Basis for Processing Information

Under UK data protection legislation, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contractual necessity: Where processing is required to provide services you have requested or to take steps before entering into an agreement.

Legal obligation: Where we must process information to comply with tax, accounting, anti-money laundering or other legal requirements.

Legitimate interests: Where processing is necessary for the effective operation of our business, maintaining client relationships, responding to enquiries and protecting our services, provided these interests do not override your rights.

Consent: Where you have given permission for specific activities, such as certain marketing communications or the use of non-essential website cookies.

Where we rely on consent, you may withdraw it at any time.

Where special category or criminal offence data is processed, we will identify and apply any additional legal conditions required.

6. Sharing Your Information

We treat all client and personal information as confidential.

Where necessary and appropriate, we may share relevant information with:

• HM Revenue & Customs (HMRC).
• Companies House.
• Other government departments or regulatory authorities.
• Professional advisers and authorised third parties.
• Accounting, payroll, document management and other software providers.
• IT support, website hosting and secure data storage providers.
• Banks and payment service providers where required.
• Law enforcement or other authorities where disclosure is legally required.

We only share information where there is a legitimate business purpose, an appropriate lawful basis or a legal requirement.

We do not sell personal information to third parties.

7. Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

These measures may include secure systems, access controls, password protection, appropriate staff procedures and secure methods of transferring and storing confidential information.

Access to personal information is restricted to individuals and service providers who require it for legitimate business purposes.

Although we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

8. How Long We Keep Your Information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, regulatory, tax and professional requirements.

Retention periods depend on the type of information and the applicable obligations.

For example, certain accounting, tax and anti-money laundering records may need to be retained for several years following the completion of services or the end of a business relationship.

Where information is no longer required, we will take appropriate steps to securely delete, destroy or anonymise it.

9. Website Cookies

Our website may use cookies and similar technologies to support essential website functions, improve performance and understand how visitors use our website.

Cookies are small text files stored on your device when you visit a website.

Some cookies are essential for the operation of the website, while others may be used for analytics or additional functionality.

Where required by law, we will obtain your consent before placing non-essential cookies on your device.

You can manage cookies through your browser settings and any cookie preference controls available on our website.

Further details about the cookies used should be provided through our website's cookie information or cookie settings.

10. Your Data Protection Rights

Under UK data protection legislation, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information in certain circumstances.
• Request restrictions on how your information is processed.
• Object to certain types of processing, including direct marketing.
• Request the transfer of certain personal information to another organisation.
• Withdraw consent where consent is the lawful basis for processing.

These rights are subject to applicable legal conditions and exemptions. For example, we may need to retain certain information to meet our statutory obligations.

To exercise your rights, please contact us using the details provided in this policy.

11. Third-Party Websites

Our website may contain links to external websites operated by third parties.

We are not responsible for the privacy practices, security or content of external websites.

We recommend reviewing the privacy policies of any third-party websites you visit.

12. International Data Transfers

Some of the technology providers or professional service providers we use may process or store personal information outside the United Kingdom.

Where international transfers take place, we will ensure that appropriate safeguards or other lawful transfer mechanisms are in place, as required by applicable data protection legislation.

13. Marketing Communications

We may occasionally contact existing clients or individuals who have expressed an interest in our services with relevant business information or updates, where permitted by law.

Where consent is required, we will obtain it before sending marketing communications.

You may opt out of marketing communications at any time by following the unsubscribe instructions provided or by contacting us directly.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in legislation, our business operations or the way we process personal information.

Any updates will be published on this page, together with a revised last updated date.

We encourage visitors to review this policy occasionally.

15. Contact Us

If you have any questions about this Privacy Policy, how we handle personal information or wish to exercise your data protection rights, please contact:

RM & Co Accountancy Ltd
Website: https://rm-accountants.co.uk
Business address: 13 Mary Street, Sunderland, SR1 3NH
Email: shaz@rm-accountants.co.uk
Telephone: 0191 567 4859

We will endeavour to respond to privacy-related enquiries promptly and in accordance with applicable legal requirements.

16. Complaints

If you have concerns about how we handle your personal information, please contact us in the first instance so we have an opportunity to investigate and address your concerns.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

Further information about your rights and how to make a complaint is available on the ICO website.