1. Who We Are

CIDB Solutions Ltd is a UK-registered remote accounting firm providing bookkeeping, taxation, payroll, and compliance services.
We are the Data Controller responsible for your personal information under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. What Data We Collect

We may collect and process the following categories of personal data:

• Identity data: Full name, date of birth, National Insurance number, UTR number, company registration details.

• Contact data: Email address, telephone number, billing address.

• Financial data: Income, invoices, expenses, bank account information, tax references.

• Technical data: IP address, browser type, operating system, and cookies used for analytics.

• Communications data: Emails, messages, and records of client interactions through our CRM.

We do not collect or store payment-card data on our servers. Payments, where applicable, are processed through verified third-party gateways using encrypted channels.

3. How We Use Your Data

We use your data only for legitimate business purposes, including:

• Setting up and managing your accounting and tax services.

• Registering you with HMRC for UTR, Self Assessment, PAYE, VAT, and Corporation Tax.

• Preparing and filing statutory returns and financial documents.

• Communicating with you about your account and our services.

• Maintaining records for compliance and audit purposes.

• Marketing our own services (where you have opted in to receive updates).

We never sell or share your data with unauthorised third parties.

4. Lawful Basis for Processing

We process your information under the following legal grounds:

• Contractual necessity: to perform our services and fulfil agreements with you.

• Legal obligation: to comply with HMRC and accounting regulations.

• Legitimate interest: for internal administration, analytics, and service improvement.

• Consent: for marketing communications and optional updates.

5. Data Storage & Security

All data is stored on secure, UK-based servers operated and maintained by CIDB Solutions Ltd.
We employ advanced encryption protocols, restricted user access, and routine security monitoring.
Our systems are Linux-based, internally managed, and compliant with GDPR Article 32 security standards.

6. Data Retention

We retain personal data only as long as necessary for accounting, legal, or tax purposes:

• Client records – minimum 6 years after service completion (to comply with HMRC rules).

• Marketing records – until you withdraw consent.

• Backup data – automatically deleted within 12 months of archiving.

When data is no longer required, it is securely deleted or anonymised in accordance with our Data Retention & Disposal Policy.

7. Cookies & Tracking

Our website uses essential and analytical cookies to enhance performance and user experience.
You can choose to disable cookies via your browser settings without affecting basic site functionality.

8. Sharing of Data

We may share your data only with:

• HMRC and relevant UK authorities for tax and compliance purposes.

• Subcontracted accountants or auditors under confidentiality agreements.

• Technology partners providing secure email, hosting, or CRM infrastructure (under GDPR-compliant contracts).

No data is transferred outside the UK without appropriate safeguards.

9. Your Rights

Under UK GDPR, you have the following rights:

• Access to your personal data.

• Rectification of inaccurate information.

• Erasure of data where legally permissible.

• Restriction or objection to processing.

• Data portability in a structured format.

• Withdrawal of consent for marketing at any time.

Requests can be made via email at info@cidbsolutions.co.uk, and we will respond within 30 days.

10. Marketing Preferences

You will receive communications only if you have explicitly opted in.
Each email contains an unsubscribe link for instant removal from our mailing list.

11. Third-Party Links

Our website may contain links to external sites not operated by CIDB Solutions Ltd.
We are not responsible for their privacy practices or content, and encourage you to review each site’s own policy.

12. Policy Updates

We review and update this Privacy Policy regularly to remain compliant with UK data regulations and industry best practice.
Any significant changes will be notified via our website or direct email.

13. Contact Us

For questions, data access requests, or complaints about this policy, please contact:

Data Protection Officer
 CIDB Solutions Ltd
25 Courtlands Close, Watford, England, WD24 5GR
 office@cidbsolutions.co.uk
 https://cidbsolutions.co.uk

If you believe your data has been mishandled, you may also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.