Clattern Accounting and Finance Limited
Trading as Clattern

Last updated: 4 November 2026

 

1. About us

Clattern Accounting and Finance Limited, trading as Clattern ("Clattern", "we", "us" or "our"), is an independent accountancy and financial services practice providing accounting, taxation, bookkeeping, payroll, financial management and associated professional services.

We are registered in England and Wales under company number 17460098.

Our registered office is:

124 City Road
London
United Kingdom
EC1V 2NX

We are committed to protecting personal information and respecting the privacy of our clients, prospective clients, business contacts and other individuals whose information we process.

This notice explains how we collect, use, store, share and protect personal information and outlines your rights under applicable data protection legislation.

This includes the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR) and the Data (Use and Access) Act 2025, as applicable and amended.

Clattern acts as a data controller where we determine the purposes and means of processing personal information. In certain circumstances, we may also act as a data processor on behalf of our clients, subject to appropriate contractual arrangements.

For questions about this notice or how we handle personal information, please contact hello@clattern.co.uk.

2. Personal information we collect

Depending on our relationship with you and the services we provide, we may collect and process the following categories of personal information:

• Identification information: Names, addresses, dates of birth, identity verification documents and information relating to company directors, shareholders and beneficial owners.

• Contact information: Email addresses, telephone numbers, business addresses and professional contact details.

• Financial and taxation information: National Insurance numbers, Unique Taxpayer References, tax codes, income details, banking information, financial records and relevant personal financial circumstances.

• Employment and payroll information: Employee details, remuneration, pension information, payroll deductions, statutory payments and related records.

• Business information: Accounting records, financial transactions, invoices, receipts, contracts and other business documents containing personal information.

• Compliance information: Identity verification results, anti-money laundering checks, sanctions screening and politically exposed person screening information.

• Communications: Correspondence, enquiries, complaints, engagement records and information relating to our professional services.

• Website information: Information submitted through website contact forms and technical information necessary to operate and secure our website.

• Prospective client information: Business contact details and publicly available information obtained through Companies House, business websites and other professional sources.
   

Where necessary for the services we provide, we may also process special category personal data, including health information or other sensitive information contained in accounting, taxation or payroll records.
 

We may process information relating to criminal convictions or offences where necessary and legally permitted for regulatory or compliance purposes.
 

Such information will only be processed where an appropriate lawful basis and any additional statutory conditions apply.

We do not routinely request sensitive information unless it is relevant to the services provided or our legal obligations.

3. How we collect personal information

We may collect personal information directly from you when you:

• Contact us by telephone, email, website enquiry form or other communication channels.

• Request a quotation or information about our services.

• Engage us to provide accounting, taxation or other professional services.

• Complete onboarding, identity verification or compliance documentation.

• Supply financial records, spreadsheets, documents or supporting information.
   

We may also obtain personal information from third parties and professional systems, including:

• Clients, their directors, employees, customers and suppliers.

• Previous accountants, bookkeepers, professional advisers and other authorised representatives.

• Accounting and bookkeeping software, including Xero and other platforms used by our clients.

• Practice management and compliance software, including Engager and XAMA.

• HM Revenue & Customs, Companies House and other public authorities.

• Publicly available business information, business websites and professional networking platforms.
   

Information may be received through email, spreadsheets, document management platforms, electronic records and other appropriate channels.

Where we obtain personal information indirectly, we will provide appropriate privacy information where required by law, subject to applicable exemptions.

4. How we use personal information

We process personal information only where we have an appropriate lawful basis under UK GDPR.

Depending on the purpose and circumstances, these may include:

Performance of a contract

Where processing is necessary to enter into or fulfil a contract with you as an individual.

Compliance with legal obligations

Where processing is necessary to meet applicable legal, taxation, anti-money laundering, regulatory or professional obligations imposed by law.

Legitimate interests

Where processing is necessary for our legitimate business interests or those of a third party, provided those interests do not override your rights and freedoms.

Our legitimate interests may include administering and developing our business, delivering professional services, maintaining client relationships, protecting our systems, managing payments, recovering debts and identifying prospective business opportunities.

Consent

Where we rely on consent for a particular activity, including where consent is required for certain electronic marketing activities or website technologies.

We may use personal information for the following purposes:

• Providing accounting, taxation, bookkeeping, payroll, compliance and financial management services.

• Establishing, administering and maintaining client engagements.

• Verifying identities and conducting anti-money laundering checks.

• Preparing and submitting information to relevant authorities.

• Maintaining financial, administrative and regulatory records.

• Communicating with clients, prospective clients and professional contacts.

• Managing invoicing, payments and other business relationships.

• Protecting our business, information systems and legal interests.

• Complying with professional standards, inspections and regulatory requirements.

• Responding to enquiries, complaints and requests relating to personal information.

• Conducting appropriate business development and marketing activities.

The applicable lawful basis depends on the purpose and the individual concerned. Where we provide services to a corporate client, we may process information about its directors, employees, customers or suppliers on the basis of legitimate interests or legal obligations, where appropriate, rather than contractual necessity.

Where special category or criminal offence information is processed, we will additionally identify and comply with the applicable conditions under UK GDPR and the Data Protection Act 2018.

Marketing and business development

We may use business contact information obtained directly or from publicly available sources, including Companies House, to identify and contact prospective clients or professional referral partners.

This may include appropriate communications by email, telephone or professional networking platforms.

We may rely on legitimate interests for relevant business development activities where appropriate, subject to applicable data protection and electronic marketing requirements.

We will obtain consent where legally required and respect applicable marketing preferences and objections.

We do not currently operate general promotional newsletters.

You have the right to object to direct marketing at any time.

To exercise this right, contact hello@clattern.co.uk. We will stop using your personal information for direct marketing purposes and may retain limited information to ensure that your objection continues to be respected.

Automated processing

We may use electronic identity verification, sanctions screening and anti-money laundering systems to assist with our compliance procedures.

Relevant results are subject to human review. We do not currently make solely automated decisions about client acceptance that produce legal or similarly significant effects on individuals.

Information required to provide our services

Certain personal information may be required to establish or maintain an engagement, provide professional services or satisfy legal and regulatory obligations.

If necessary information is not provided, we may be unable to accept an engagement, provide particular services or continue an existing professional relationship.

5. Data retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, professional and contractual requirements.

Our general retention arrangements are:

• Client accounting, taxation and engagement records - Normally seven years after the engagement ends

• Anti-money laundering and identification records - Normally five years following the end of the business relationship or relevant transaction, subject to statutory requirements

• Unsuccessful prospective client enquiries and quotations - Normally two years after the last meaningful contact

• Business development contacts - For as long as reasonably necessary, subject to periodic review and applicable objections

• Complaints and professional correspondence- Normally seven years following closure, where appropriate

These periods may vary where specific statutory requirements apply or where continued retention is necessary for legal claims or other lawful purposes.

AML records will be deleted at the appropriate statutory deadline unless continued retention is permitted or required by applicable law.

Where we process information on behalf of a client, retention may also be governed by the relevant contractual arrangements and legal
responsibilities.

Once information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

6. Sharing personal information

We may share personal information with third parties where reasonably necessary to deliver our services, administer our business, comply with legal obligations or protect our legitimate interests.

These may include:
 

Technology and software providers
 

Providers of cloud storage, email, accounting software, taxation systems, practice management, electronic document management, identity verification and website hosting.

These may include Microsoft 365, OneDrive, Xero, Xero Tax, Engager, XAMA, Wix and other appropriate software platforms.

Professional advisers and contractors
 

We may engage suitably selected professional advisers, subcontractors, independent contractors and other service providers to assist with accounting, taxation, bookkeeping, administration, compliance and associated professional services.

Access to personal information will be limited to what is reasonably necessary for the services being undertaken, subject to appropriate confidentiality, security and data protection arrangements.

Public authorities and regulatory organisations

We may share information with HM Revenue & Customs, Companies House, ICAEW, the Information Commissioner's Office and other authorities where necessary or legally required.

Other third parties

Information may also be shared with banks, insurers, legal advisers and other relevant professional parties where appropriate.

We may disclose information in connection with a proposed business sale or restructuring, subject to applicable legal and confidentiality safeguards.

We do not sell personal information to third parties.

7. International transfers of personal information

We use technology and professional service providers that may operate internationally.

As a result, personal information may be stored, processed or accessed outside the United Kingdom, including through cloud-based systems and authorised external service providers or contractors.

Where personal information is transferred internationally, we will comply with applicable UK data protection requirements.

Where a restricted international transfer takes place, we will ensure that an appropriate legal transfer mechanism applies before the transfer occurs.

Depending on the destination and circumstances, this may include:

• Applicable UK adequacy regulations.

• Appropriate contractual safeguards, including the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses.

• Other transfer mechanisms permitted under applicable data protection legislation.

Where required, we will assess the protection provided in the destination country and implement appropriate supplementary safeguards.

Further information about applicable international transfers and protective measures, including how to obtain relevant details or copies of safeguards where required, may be requested by contacting hello@clattern.co.uk.

8. Data security

We maintain appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, disclosure, alteration or destruction.

Our security arrangements include, where appropriate:

• Multi-factor authentication on relevant business systems.

• Secure cloud-based storage and document management.

• Access restrictions based on legitimate business requirements.

• Password-protected and encrypted devices.

• Secure methods of transferring and sharing documents.

• Confidentiality obligations for employees, contractors and authorised service providers.

• Procedures for identifying, investigating and managing data security incidents.

We limit access to personal information to authorised individuals who reasonably require that access for their duties.

We maintain procedures for responding to suspected personal data breaches and will notify relevant authorities or affected individuals where legally required.

9. Your data protection rights

Under applicable data protection legislation, you may have the following rights in relation to your personal information:

Right of access

To request confirmation of whether we process your personal information and obtain access to information to which you are entitled.

Right to rectification

To request correction of inaccurate personal information or completion of incomplete information.

Right to erasure

To request deletion of personal information where the relevant legal conditions apply.

Right to restriction

To request that we restrict the processing of your personal information in certain circumstances.

Right to object

To object to processing based on legitimate interests where applicable.

Right to data portability

To receive certain personal information in a structured, commonly used and machine-readable format, and request its transfer to another data
controller where the applicable legal conditions are met.

Rights relating to automated decision-making

To exercise applicable rights relating to qualifying solely automated decisions.

Right to object to direct marketing

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

If you object, we will cease processing your personal information for direct marketing.

These rights are not absolute, and certain information may need to be retained to satisfy legal, regulatory or professional obligations.

Exercising your rights

To exercise any of your rights, please contact:

hello@clattern.co.uk

We may request reasonable evidence of identity before responding.

We will respond within applicable statutory time limits.

Requests are normally handled free of charge, although a reasonable fee may be charged or a request refused in circumstances permitted by law.

10. Consent, website cookies and changes to this notice

Withdrawal of consent

Where we rely on consent to process personal information, you may withdraw that consent at any time by contacting hello@clattern.co.uk.

Withdrawal will not affect the lawfulness of processing undertaken before consent was withdrawn.

Where another lawful basis applies, we may continue processing information to the extent legally permitted or required.

Website cookies

Our website uses strictly necessary cookies and similar technologies to support its operation, functionality and security.

These technologies are essential to the proper functioning of our website and do not require consent under applicable UK legislation.

Our website is hosted through Wix, and we use its associated website management and consent management functionality.

We do not currently use optional analytics, advertising or marketing cookies.

If our use of cookies changes, we will update this notice and implement appropriate consent or other legally required controls.

Changes to this notice

We may update this privacy notice from time to time to reflect changes in our services, operating arrangements or applicable legal requirements.

The latest version will be available on our website, together with the date on which it was last updated.

Where required, we will provide additional notification of material changes.

11. Contact us and complaints

If you have questions about this notice, wish to exercise your data protection rights or have concerns about how we handle personal information, please contact:

Clattern Accounting and Finance Limited
Trading as Clattern

124 City Road
London
United Kingdom
EC1V 2NX

Email: hello@clattern.co.uk

Data protection complaints

If you are dissatisfied with how your personal information has been handled, you may submit a complaint using the contact details above.

We will acknowledge receipt within 30 days, make appropriate enquiries without undue delay, keep you informed as appropriate and communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection supervisory authority.

Information Commissioner's Office

Website: https://ico.org.uk
Telephone: 0303 123 1113

Information about submitting a complaint is available on the ICO website.

You are not required to contact us before approaching the ICO, although we welcome the opportunity to resolve concerns directly.

Clattern Accounting and Finance Limited
Company number: 17460098
Last updated: 4 November 2026