← Back to home

Privacy Notice

Roots Accountancy Limited customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: Joe.fallon@rootsaccountancy.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

Names and contact details
Addresses
Gender
Pronoun preferences
Occupation
Date of birth
Marital status
Third party information (such as family members or other relevant parties)
Payment details (including card or bank information for transfers and direct debits)
Financial data (including income and expenditure)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Employment details (including salary, sick pay and length of service)
Credit history and credit reference information
Criminal records data (including driving or other convictions)
Information relating to compliments or complaints
Video recordings
Audio recordings (eg calls)
Records of meetings and decisions
Account access information
Website user information

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Profile information
Marketing preferences

We collect or use the following personal information for research or archiving purposes:

Names and contact details
Addresses
Purchase or client account history

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Client account information
Any other personal information required to comply with legal obligations

We collect or use the following personal information to protect client welfare:

Names and contact information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Addresses
Payment details
Account information
Photographs
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure – You have the right to ask us to delete your personal information.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
Your right to object to processing – You have the right to object to the processing of your personal data.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are consent, contract, and legal obligation. Our lawful basis for information updates or marketing purposes, research or archiving purposes is consent. Our lawful bases to comply with legal requirements and to protect client welfare are consent, legal obligation and public task. Our lawful basis for dealing with queries, complaints or claims is public task. Where we rely on consent, you have the right to withdraw it at any time.

Where we get personal information from

Directly from you
Publicly available sources
Credit reference agencies

How long we keep information

We keep client records for a minimum of six years after the end of our engagement, in line with HMRC and our professional and legal obligations, after which they are securely deleted.

For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.

Who we share information with

Data processors and subcontractors

We use third party data processors who process the financial information that is provided to us, on our behalf and under our instructions.

Others we share personal information with

Other financial or fraud investigation authorities
Professional or legal advisors
Insolvency practitioners
Organisations we are legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated

8 June 2026