Privacy Policy | Best Solutions Accounting Ltd

1. Who We Are

Best Solutions Accounting Ltd is the data controller responsible for your personal data. We are a UK-based accounting firm providing tax, bookkeeping, payroll and HMRC compliance services.

Email: uk.accounting@yahoo.com
Phone: +44 77 463 20 648
Country: United Kingdom

2. What Personal Data We Collect

We collect and process the following categories of personal data:

Contact and identity information

Full name, email address, telephone number
Business name and type (sole trader, limited company, etc.)
Correspondence and enquiries sent to us

Financial and tax information

Income, expenses and financial records
Tax reference numbers (UTR, VAT number, PAYE reference)
HMRC correspondence and notices
Bank statements and payslips (where provided by you)

Account and portal data

Login credentials (email address and encrypted password)
Documents you upload to our secure client portal
Messages exchanged through the portal

Technical data

IP address and browser type (collected automatically by our hosting provider)
Language preference (stored locally on your device)
Session authentication tokens (strictly necessary for portal access)

3. How We Use Your Data

Purpose	Legal basis under UK GDPR
Providing accounting, tax and bookkeeping services	Performance of a contract (Article 6(1)(b))
Submitting tax returns and filings to HMRC on your behalf	Legal obligation (Article 6(1)(c))
Responding to your enquiries and booking requests	Legitimate interests (Article 6(1)(f))
Sending appointment confirmations and deadline reminders	Performance of a contract (Article 6(1)(b))
Maintaining accurate financial and client records	Legal obligation — HMRC requires records kept 5–7 years
Operating and securing the client portal	Legitimate interests (Article 6(1)(f))
Improving our services and AI assistant	Legitimate interests (Article 6(1)(f))

4. Sharing Your Data

We do not sell your personal data. We may share it only in the following limited circumstances:

HMRC — when submitting tax returns, VAT returns, CIS filings or payroll submissions on your behalf
Supabase (Supabase Inc.) — our secure database and authentication provider, used to operate the client portal. Data is stored on EU/UK infrastructure
OpenAI (OpenAI, LLC) — powers our AI assistant. Queries you send to the AI assistant may be processed by OpenAI. We do not send your financial documents to OpenAI without your explicit action (e.g. uploading a letter for AI analysis)
Resend (Resend Inc.) — our email delivery provider, used to send you booking confirmations and notifications
Legal authorities — where required by law or court order

All third-party providers are subject to data processing agreements and comply with UK GDPR or equivalent standards.

5. Data Retention

We retain your personal data for the following periods:

Accounting and tax records: 7 years from the end of the relevant tax year, as required by HMRC
General correspondence and enquiries: 3 years
Portal account data: for the duration of our engagement, plus 7 years
Unsuccessful enquiries (no service provided): 12 months

After the retention period expires, your data is securely deleted or anonymised.

6. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access — request a copy of the personal data we hold about you
Right to rectification — ask us to correct inaccurate or incomplete data
Right to erasure — request deletion of your data where there is no legal obligation to retain it
Right to restriction — ask us to limit how we process your data in certain circumstances
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing based on 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 at uk.accounting@yahoo.com. We will respond within 30 days.

7. Cookies

Our website uses the following types of cookies:

Strictly necessary: Authentication session cookies (Supabase) — required to keep you securely logged in to the client portal. These cannot be disabled.
Functional: Language preference — stored in your browser's local storage to remember whether you selected English, Romanian or Russian.

We do not use advertising cookies, Google Analytics, Facebook Pixel or any cross-site tracking technologies.

You can manage your cookie preferences using the banner displayed on your first visit, or by clearing your browser's local storage and cookies at any time.

8. Data Security

We take appropriate technical and organisational measures to protect your data, including:

Encrypted data storage and transmission (TLS/HTTPS)
Access controls — only authorised staff can access client data
Secure authentication — passwords are hashed and never stored in plain text
Regular security reviews of our systems and third-party providers

9. International Transfers

Some of our third-party providers (Supabase, OpenAI, Resend) are based outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions recognised by the UK ICO.

10. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so please contact us first.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top of this page reflects when it was last revised. Significant changes will be communicated to existing clients by email.