Who we are
DJB Accounting Ltd is responsible for the personal information it collects for its own business purposes, including enquiries, client administration and professional accountancy work. Our registered office is 34 Knockmoyle Drive, Antrim, BT41 1HE, Northern Ireland. Company number: NI668975.
For privacy questions or to exercise your rights, email info@djbaccounting.com, telephone 07828 780647 or write to our registered office. Please mark the correspondence “Privacy”.
Our ICO registration reference is ZB493690.
The information we collect
- Your name, business name, contact details and the information you choose to include in an enquiry.
- Correspondence and information needed to agree, deliver and administer our services.
- For client work, information relevant to the engagement, which may include financial and tax records, identification details and information about directors, owners, employees or other people connected with the work.
- Technical information generated when the site is accessed, such as IP address, request time, browser information and security logs.
Where information comes from
We receive information directly from you, from people you authorise to act for you and, where needed for the work, from previous accountants, professional advisers, HMRC, Companies House and publicly available registers. If you give us information about another person, please make them aware of this notice where appropriate.
Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to an enquiry and discussing services | Steps before entering a contract with you where applicable; otherwise legitimate interests in responding to enquiries and running our business. |
| Delivering agreed services | Performance of a contract with you; for information about company contacts and other people, legitimate interests in providing the agreed professional service, or a legal obligation where relevant. |
| Identity checks, anti-money laundering and regulatory duties | Compliance with applicable legal obligations. |
| Managing billing, records, complaints and potential claims | Legal obligations where applicable, and legitimate interests in administering, protecting and managing our business. |
| Operating and protecting the website and business systems | Legitimate interests in maintaining reliable services and preventing misuse. |
Our legitimate interests include communicating with clients and prospective clients, providing professional services, protecting information and establishing or defending legal claims. We consider the impact on the people concerned when relying on these interests.
Sensitive information and payroll work
Please do not send health information, identity documents, bank details or other sensitive records through the general website enquiry form. Where an engagement requires particularly sensitive information, we explain the purpose, the additional legal condition where needed and a suitable route for sharing it.
For some services, such as processing payroll on a client’s instructions, we may act as a processor rather than controller. The client remains responsible for its own privacy information and the processing is governed by the relevant engagement and data processing terms.
Who may receive information
We share information only where needed for the purpose involved, where authorised or where required by law. Recipients may include:
- Website hosting, business email, IT support and security providers.
- Accountancy, bookkeeping, payroll, document management and practice administration providers used for the agreed work.
- HMRC, Companies House, charity regulators and other authorities where required or authorised.
- Your authorised advisers, our professional advisers, insurers and relevant regulatory or law enforcement bodies where necessary.
We do not sell personal information. We do not add website enquirers to a marketing mailing list simply because they contact us.
We also keep a restricted recovery copy of accepted website enquiries on our hosting, so the enquiry can be followed up if an email notification is delayed or filtered. Recovery copies are reviewed for removal after 30 days; the enquiry retained for follow-up remains subject to the periods below.
The providers we use
The provider used depends on the service and the client’s software. Not every provider receives every client’s information.
| Provider | Purpose |
|---|---|
| Hostinger | Website hosting and enquiry delivery infrastructure |
| Microsoft 365 and Exchange | Business email, correspondence and document collaboration where used |
| IRIS Elements | Accounts, tax computations, returns and client information |
| Senta | Practice administration, client records, workflows and correspondence |
| Dext | Receipt and invoice capture, extraction and document processing |
| FreeAgent | Client bookkeeping and accountancy records where that platform is used |
| Xero | Client bookkeeping, VAT and related records where that platform is used |
| Intuit QuickBooks Online | Client bookkeeping and related accountancy records where that platform is used |
| AI and document processing service providers | Assistance with document handling, analysis, research and drafting where appropriate to the engagement. |
These providers process information under the applicable service and data protection terms. Their role can vary: some act on our or a client’s instructions, and some act as independent controllers for particular services or account information. In particular, Intuit describes itself as an independent controller for QuickBooks Online, with different arrangements for its payroll and time services.
Use of technology and secure AI tools
Where appropriate, we may use secure AI tools to support document processing, analysis, research and drafting. Their use is subject to our duties of confidentiality and data protection and the requirements of the engagement. Personal information used must be relevant and limited to what is necessary for the task.
These tools support our work. Advice, decisions and final deliverables remain subject to professional judgement and review by DJB Accounting. Details of the providers and safeguards relevant to your information are available on request.
Processing outside the UK
The services above may use infrastructure, support teams or subprocessors outside the UK. The arrangements depend on the product and applicable contract; a UK business address does not mean all processing takes place in the UK.
For a restricted international transfer, UK data protection law requires a valid transfer route. This may be UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum to the EU standard contractual clauses, with any further assessment and safeguards needed. Contact us for information about the arrangements relevant to your information and how to obtain details of those safeguards.
How long we keep information
We keep information only while it is needed for the relevant purpose. Our standard periods distinguish professional working files from identity checks and records held on a client’s instructions.
| Information | Normal period or criteria |
|---|---|
| Enquiries that do not lead to work | Up to 12 months after the last meaningful contact, and less where the purpose has ended. |
| Accounts and tax working files | Normally seven years after the end of the relevant accounting or tax period, or completion of that work, whichever is later. Information still needed for later work, an enquiry or a claim may require a different period. |
| Core engagement and client administration records | Normally seven years after the client relationship ends. |
| AML due diligence records | Five years after the relationship ends or an occasional transaction is completed, subject to the statutory rules. Personal data is then deleted unless a specific permitted exception applies. |
| Companies House identity verification records | Seven years from completion of verification or reverification. Where a verification statement is not delivered, the relevant period runs from the decision not to deliver it. |
| Payroll and related records held for a client | According to the client’s instructions, the engagement terms and applicable employer duties. PAYE, minimum wage and pension records have different requirements. |
| Complaints and privacy requests | Normally seven years after closure, limited to the information needed to record and deal with the matter. |
| Technical logs and temporary copies | For the limited period needed to operate and protect systems or finish the task, taking account of the service provider’s deletion and backup arrangements. |
These periods do not mean every document must be kept for the full period. We review whether information is still needed and whether a specific legal requirement, active enquiry or dispute requires longer retention. A longer accountancy-file period does not automatically extend the separate AML identity-record period. Backup copies may remain for the provider’s limited recovery cycle and must remain protected from routine use pending deletion.
Your rights
Depending on the circumstances, you may have rights to access your personal information, correct it, request deletion, restrict processing or receive information in a portable format. These rights are subject to legal limits and may not all apply to every record.
Your right to object: you can object to processing based on legitimate interests. You also have an absolute right to object to direct marketing. Contact us using the details above.
Where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of earlier processing.
We may need information to verify your identity when dealing with a request. You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/. You do not have to complain to us first, although we welcome the opportunity to address a concern.
Providing information and automated decisions
You can choose whether to submit an enquiry. If information needed for an agreed service or a legal check is not provided, we may be unable to act or continue the work. We explain this where relevant.
The website enquiry process does not make decisions about you solely by automated means with legal or similarly significant effects.
Cookies and changes
See our cookie notice for information about this website. We review this privacy notice when our services or processing arrangements change. The current version date appears below.
Version date: 12 November 2026.