Grace Certified Accountants
Last updated: 24 October 2026
1. Introduction
Grace Certified Accountants is committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, store, share and protect personal data when you visit our website, contact us, submit an enquiry, respond to our advertising, engage our professional services or otherwise interact with our business.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR), and relevant amendments, including those introduced by the Data (Use and Access) Act 2025.
Please read this policy to understand how we handle your personal information and the rights available to you.
2. About Us
Grace Certified Accountants provides professional accountancy, taxation, payroll and related advisory services, including specialist assistance with property taxation, historic rental income disclosures and HMRC compliance matters.
We are regulated by the Institute of Financial Accountants (IFA).
Business details
- Business name: Grace Certified Accountants
- Company registration number: 11312033
- Registered office: 124 City Road, London, EC1V 2NX
- Principal place of business: Maylands Business Centre, Redbourn Road, Hemel Hempstead, Hertfordshire, HP2 7ES
- Website: https://www.gracecertifiedaccountants.co.uk/
- Email: info@gracecertifiedaccountants.co.uk
- Telephone: 01442 368 040
For the purposes of UK data protection legislation, Grace Certified Accountants is the data controller for personal information collected and processed in connection with our business activities.
Our Data Protection Point of Contact is Dora Ngoma, who can be contacted using the details above.
3. How We Collect Personal Information
We obtain personal data about you, for example, when:
- You contact us by telephone, email, post, SMS, messaging services or social media.
- You submit an enquiry through our website or online contact forms.
- You complete a lead form through Google Ads, Facebook, Instagram or another advertising platform.
- You book a consultation, request a quotation or enquire about our professional services.
- You engage us to provide accountancy, taxation, payroll or advisory services.
- You provide documents or information as part of our client onboarding, identity verification or anti-money laundering procedures.
- You attend an event, webinar, presentation or workshop organised or delivered by us.
- You interact with our website or online content, where relevant tracking technologies are used.
- Your Employer, an associated business or another authorised party provides information to us.
- We obtain information from relevant third parties or publicly available sources, including Companies House, HMRC or other official records, where lawful and appropriate.
We aim to collect only the information reasonably necessary for the relevant purpose.
4. Personal Information We May Collect
Depending on your relationship with us, the information we collect may include:
Personal and contact details
- Full name
- Postal or business address
- Email address
- Telephone number
- Business or company details
- Job title or professional role, where relevant
Enquiry and professional service information
- Details of your enquiry or requested services
- Information about rental properties, property income or historic tax matters that you choose to provide
- Information relating to employment, self-employment, business activities or other relevant financial circumstances
- Tax records, accounting records and supporting documentation
- Correspondence, consultation notes and communications
- Details of services provided, proposals, invoices and payments
Identity and compliance information
Where required for client onboarding, identity verification, anti-money laundering compliance or other legal obligations, we may collect identification documents, verification information and other relevant records.
Website and advertising information
Depending on the technology used and your preferences, we may receive technical or usage information such as your browser type, device information, website interactions, referral source or advertising campaign through which you contacted us.
We do not ask prospective clients to submit unnecessary sensitive financial or identification documents through general advertising enquiry forms.
5. Enquiries Through Google Ads and Other Advertising Platforms
We may advertise our professional services through Google Ads, Facebook, Instagram and other online platforms.
When you submit an enquiry through one of these advertisements or its associated lead form, we may receive information such as your name, email address, telephone number and any additional details you voluntarily provide.
We use this information to:
- Respond to your enquiry.
- Understand the nature of the professional assistance you require.
- Assess whether our services may be suitable for your circumstances.
- Explain our consultation, review and engagement processes.
- Arrange an appointment or provide information about fees and next steps.
- Follow up on your enquiry where appropriate.
Submitting an advertising enquiry does not automatically establish an accountant-client relationship or mean that professional advice has been provided.
Our initial response may include information about our paid consultation or review services. We will confirm the scope and applicable fees before commencing any professional engagement.
We generally process enquiry information on the basis of our legitimate interests in managing enquiries and developing our business, or to take steps at your request before entering into a contract, as appropriate.
The advertising platform may also process information under its own privacy policy. For example, Google may process information submitted through a Google Ads lead form in accordance with Google’s applicable privacy terms.
We do not treat submission of an enquiry form as automatic consent to receive unrelated promotional emails or text messages.
6. How and Why We Use Your Personal Information
We process personal information only where we have an appropriate lawful basis.
These purposes and lawful bases may include:
Responding to enquiries and preparing proposals
We use information to respond to enquiries, assess requirements, arrange consultations and provide quotations.
Our lawful basis may be legitimate interests or taking steps at your request before entering into a contract.
Providing professional services
We process information necessary to deliver agreed accountancy, taxation, payroll and advisory services.
Our lawful basis may be performance of a contract or compliance with legal obligations.
Meeting legal and regulatory obligations
We process information where necessary for tax administration, anti-money laundering compliance, professional regulation, record keeping and other applicable legal requirements.
Our lawful basis is compliance with a legal obligation.
Business administration and service improvement
We may use relevant information to manage client relationships, maintain business records, handle complaints, monitor service quality and improve our operations.
Our lawful basis is generally our legitimate interests, subject to your rights and freedoms.
Marketing and business development
We may use personal information for lawful marketing, business development and communication about our services.
Where consent is required, we will seek it. Where the law permits another basis or a relevant marketing exception, we will comply with the applicable conditions and provide appropriate opt-out options.
Consent-based activities
Where we rely on your consent for a particular activity, you may withdraw that consent at any time.
We may rely on different lawful bases for different activities involving the same individual.
7. Marketing Communications
We may publish educational information, tax updates, newsletters, invitations to events and information about our professional services.
If you enquire about our services, we may contact you to respond to your request and discuss the relevant next steps.
This is different from sending you ongoing promotional communications.
We will comply with applicable data protection and electronic marketing rules when sending marketing emails, text messages or making marketing calls.
Where required, we will obtain your consent. Where a lawful marketing exception applies, we will meet its conditions, including providing appropriate opportunities to opt out.
You may ask us to stop sending marketing communications at any time by emailing info@gracecertifiedaccountants.co.uk.
We will respect your marketing preferences. An objection to marketing will not prevent us from sending essential communications relating to an existing professional engagement or legal obligation.
8. Website Cookies and Advertising Technologies
Our website and advertising activities may involve cookies or similar technologies.
These technologies may help us understand website performance, measure advertising effectiveness, identify how visitors reach our website and improve the relevance of our content.
Where cookies or similar technologies are not strictly necessary, we will obtain consent where required by law before using them.
You may be able to manage your preferences through our website’s cookie controls or your browser settings.
Where applicable, further details of the cookies and technologies used, their purposes and available choices will be provided through our website’s cookie information or consent mechanism.
9. Sharing Your Personal Information
We may share personal information where necessary and lawful, including with:
- Authorised employees, contractors and professional support personnel working on our behalf.
- IT support, cloud storage, email, document management and business software providers.
- Website hosting, appointment scheduling and communication service providers.
- Advertising platforms and relevant service providers involved in managing enquiries or measuring advertising performance.
- Professional subcontractors engaged to assist with delivering our services, subject to appropriate confidentiality and data protection arrangements.
- HMRC, Companies House, regulatory bodies and other public authorities where required or authorised.
- The National Crime Agency or other relevant authorities where we are legally required or permitted to disclose information.
- Legal advisers, insurers and other professional advisers where necessary.
We do not sell personal information to advertisers or data brokers.
Where a third party processes personal information on our behalf, we take appropriate steps to ensure that suitable contractual, confidentiality and security arrangements are in place.
We only share information that is reasonably necessary for the relevant purpose.
10. International Transfers of Personal Information
Some technology, cloud, communications and advertising providers may process or access personal information from locations outside the United Kingdom.
Where personal information is subject to a restricted international transfer, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection legislation.
Depending on the circumstances, this may include reliance on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework where applicable, or appropriate contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses.
You may contact us for further information about relevant international transfers and the safeguards used.
11. How We Protect Your Personal Information
We take reasonable and appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.
These measures may include:
- Access restrictions based on business need.
- Password protection and authentication controls.
- Secure document storage and transfer arrangements.
- Confidentiality obligations for authorised personnel and contractors.
- Appropriate security procedures for our business systems.
- Procedures for identifying, assessing and responding to suspected personal data breaches.
Access to personal information is limited to those who require it for legitimate business purposes.
Where required by law, we will notify the Information Commissioner’s Office and affected individuals of relevant personal data breaches.
12. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, contractual and professional obligations.
Retention periods may differ depending on the nature of the information and our relationship with you.
When determining appropriate retention periods, we consider:
- The purpose for which the information was collected.
- Whether you become a client or remain a prospective client.
- Applicable legal and regulatory record-keeping requirements.
- Professional obligations and potential legal claims.
- The sensitivity and volume of information.
- Whether the information remains necessary for legitimate business purposes.
Information submitted through an advertising or website enquiry form will be retained only for as long as reasonably necessary to manage the enquiry, undertake appropriate follow-up and meet any applicable legal or business record-keeping requirements.
Where an enquiry leads to a professional engagement, relevant information may become part of our client records and be retained under the applicable professional and statutory requirements.
When information is no longer required, we will take appropriate steps to delete, anonymise or securely dispose of it.
13. Your Data Protection Rights
Depending on the circumstances and applicable law, you may have the right to:
- Access: Request information about the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete information.
- Erasure: Request deletion of personal information where the relevant legal conditions are met.
- Restriction: Ask us to restrict processing in certain circumstances.
- Objection: Object to certain processing activities, including processing based on legitimate interests.
- Data portability: Request transfer of certain information where the legal conditions apply.
- Withdraw consent: Withdraw consent where consent is the lawful basis for processing.
- Automated decision-making: Exercise relevant rights concerning decisions made solely by automated processing, where applicable.
You have the right to object at any time to the processing of your personal information for direct marketing purposes.
Some rights are subject to legal limitations. For example, we may be required to retain certain records to meet statutory or regulatory obligations.
To exercise your rights, please email info@gracecertifiedaccountants.co.uk.
We may request reasonable information to verify your identity before responding.
We will respond within the time limits required by applicable data protection legislation.
We will not normally charge a fee for exercising your rights, although the law permits fees or refusal in certain circumstances.
14. Accuracy of Your Information
We aim to keep personal information accurate and up to date.
Please notify us if your contact details or other relevant information change so that we can maintain accurate records.
15. Changes to the Purpose of Processing
We will generally use personal information for the purposes for which it was collected.
Where we intend to use information for another purpose, we will assess whether the new purpose is compatible with the original purpose or whether a separate lawful basis or further notice is required.
Where appropriate, we will explain the new purpose before commencing the relevant processing.
16. Automated Processing and Profiling
We may use software and advertising tools to organise enquiries, identify relevant services, analyse advertising performance or support administrative processes.
We do not ordinarily make decisions about accepting clients or providing professional services solely through automated processing that produces legal or similarly significant effects.
Professional engagement decisions remain subject to appropriate human review.
If we introduce processing that materially changes this position, we will update our privacy information and comply with any additional legal requirements.
17. Complaints and Concerns
If you have concerns about how we handle your personal information, please contact us in the first instance so that we can investigate and respond.
You also have the right to complain to 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
We would welcome the opportunity to address your concerns directly before you contact the ICO.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business operations, technology, legal obligations or regulatory guidance.
The latest version will be published on our website:
https://www.gracecertifiedaccountants.co.uk/
The date at the beginning of this policy identifies when the current version was last updated.
Where changes materially affect how we use personal information, we will provide additional notice where required.
19. Contact Us
For questions about this Privacy Policy, requests concerning your personal information or concerns about our data protection practices, please contact:
Dora Ngoma
Data Protection Point of Contact
Grace Certified Accountants
Email: info@gracecertifiedaccountants.co.uk
Telephone: 01442 368 040
Principal place of business:
Maylands Business Centre
Redbourn Road
Hemel Hempstead
Hertfordshire
HP2 7ES
Last updated: 24 October 2026