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Privacy Policy

Balance

PRIVACY POLICY


Last updated: November 2025

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This Privacy Policy explains how Chartswood Accounting Solutions Limited (“we”, “us”, or “our”) collects, uses, stores, and protects personal data when you visit or use our website: www.chartswood.co (the “Website”).

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We are committed to protecting your privacy and complying with:

  • The UK General Data Protection Regulation (UK GDPR)

  • The Data Protection Act 2018

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By using this Website, you consent to the practices outlined in this Privacy Policy.

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1. Data We Collect

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We may collect personal data when you:

  • Visit or browse our Website

  • Contact us via email, forms, or telephone

  • Request information, quotes, or services

  • Subscribe to marketing communications (optional

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We do not intentionally collect sensitive personal data unless necessary for regulatory compliance (e.g., during AML/KYC checks).

 

2. How We Use Your Data

We may use your data to:

  • Respond to enquiries

  • Deliver accounting, tax, and advisory services

  • Send relevant business or service updates

  • Improve Website functionality and security

  • Send marketing communications (only if you opt in)

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We will always handle and store your personal data in accordance with industry best practices aligned with ISO 27001, the international standard for information security. This includes the activities and procedures undertaken by CAS personnel and authorised third parties (see below) and the technical controls we have implemented to prevent unauthorised access, compromise, or theft of information from our records, applications, supporting computer systems, and premises.

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We do not sell or rent personal data to third parties.

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3. Legal Basis for Processing

We process your personal data on the following bases:

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Legitimate interest - IE Responding to enquiries or improving Website functionality

Contractual necessity - IE Providing services you have requested

Legal obligation - IE Anti-money laundering (AML), HMRC requirements

Consent - IE Marketing emails (you can withdraw consent anytime)

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4. Email Security

While we take reasonable measures to protect emails, electronic transmission is not completely secure. By communicating with us via email, you accept these risks.

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5. Marketing

If you opt in to marketing communications:

  • You may receive newsletters, updates, or service information.

  • You may unsubscribe at any time via the link provided in the communication or by contacting us directly at sanjay@chartswood.co.

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We do not share your data with third parties for their own marketing.

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6. Cookies & Analytics

We may use cookies and analytics tools (such as Google Analytics) to:

  • Measure Website performance

  • Understand how visitors interact with the Website

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You can disable cookies in your browser at any time. If a separate Cookie Policy applies, it will be available on our Website.

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7. Data Sharing

We may share personal data with trusted third parties, such as:

  • IT and cloud service providers

  • Professional advisers (legal, compliance, auditors)

  • Regulatory authorities (e.g., HMRC), if required by law

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All third parties are required to comply with UK GDPR and maintain data confidentiality.

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8. International Transfers

If we transfer personal data outside the UK, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent protections.

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9. Data Retention

We retain personal data only as long as necessary:

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General enquiries - Until resolved or up to 12 months

Marketing data - Until you unsubscribe

Client records (legal requirement ) - At least 6 years from the end of engagement

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10. Your Rights (UK GDPR)

You have the right to:

  • Access your personal data

  • Request correction or deletion

  • Withdraw consent (for marketing)

  • Object to or restrict processing

  • Request data portability

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To exercise these rights, contact us at: sanjay@chartswood.co

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You may also lodge a complaint with the Information Commissioner’s Office (ICO).

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11. Data Security

We apply appropriate security measures, including:

  • Encrypted data storage

  • Access control and authentication

  • Secure cloud-based systems

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However, no system is completely secure, and transmission of data over the internet is at your own risk.

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12. External Links

Our Website may contain links to third-party sites. We are not responsible for their content or privacy practices.

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13. Changes to This Privacy Policy

We may update this Policy periodically. Changes will be posted on this page with an updated “Last updated” date.

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14. Contact Us

Chartswood Accounting Solutions Limited
Company Registration No: 16234431


Registered Office Address:
13 Arm & Sword Lane
Hatfield
Hertfordshire
AL9 5EH
United Kingdom

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Email: sanjay@chartswood.co
Website: www.chartswood.co

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