Who we are
Kairos-K LTD ("Kairos-K", "we", "us") is the controller of the personal data described in this notice. We are an independent accountancy practice and training provider.
Contact for data protection: office@kairos-k-practice.com, +44 29 2255 0485, or by post to our registered office. ICO registration reference: ZB564813.
This notice covers our website, our accountancy and advisory services, our partner network and our communications with you. Separate notices cover job applicants and video interviews and our cookies.
What we collect
- Contact details: name, email, phone, address, and messages you send through our forms, email, WhatsApp, Telegram or phone.
- Identity and anti-money laundering information: proof of identity and address, date of birth, nationality, information about company ownership, beneficial owners and source of funds, and the results of identity checks.
- Financial and tax information: bank statements, invoices, receipts, payroll records, tax references (UTR, National Insurance, VAT and PAYE references), and the information we need to prepare your accounts and returns.
- Information about other people that you give us to do our work, such as your employees, directors, shareholders or family members. Please make sure they know you have shared it.
- Recordings and transcripts of consultations and calls held on Zoom or by phone, and the summaries we prepare from them.
- Website and device data: pages visited, device and browser information and, only with your consent, analytics and advertising cookies.
- Partner and agent applications: your background, market and business plans.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries and preparing quotes | Steps at your request before a contract; legitimate interests |
| Providing accountancy, tax, payroll, formation and advisory services | Contract |
| Identity, anti-money laundering and sanctions checks | Legal obligation (Money Laundering Regulations 2017). We use this data only for preventing money laundering and terrorist financing, unless the law allows otherwise. |
| Keeping accounting and tax records, and dealing with HMRC and Companies House as your agent | Contract; legal obligation |
| Booking calls and consultations through Zoom Scheduler (your name, email, answers to booking questions and confirmation of our terms) and taking payment through Stripe | Steps at your request before a contract; contract; legal obligation (tax records) |
| Recording and transcribing consultations so that advice is accurate and can be checked | Legitimate interests (quality, accuracy and protection of both parties). We tell you before a recording starts. |
| Professional regulation, complaints and insurance | Legal obligation; legitimate interests |
| Newsletters and marketing by email or message | Your consent, or for existing clients the "soft opt-in" for similar services. You can opt out at any time. |
| Analytics and advertising cookies (Google Analytics, Google Ads, and Meta and TikTok pixels) | Consent |
| Keeping a record of your cookie choice through CookieScript, our cookie consent provider, so we can show what you agreed to | Legal obligation (UK GDPR Article 7(1): we must be able to show consent was given) |
| Answering questions typed into "Ask a price", the automated price assistant on our website, from our current price list. Your question is sent to Anthropic (Claude), an AI service, to write the answer, and is not stored by us; to stop automated abuse we count questions per shortened IP address for up to 2 days. Please do not enter personal or financial details there. | Legitimate interests |
| Assessing partner, agent and franchise applications | Steps at your request before a contract; legitimate interests |
Where health or other special category data appears in your records (for example, statutory sick pay), we process it only as needed for employment and tax obligations under the Data Protection Act 2018.
International transfers
Some providers store data outside the UK. Where they do, we use a UK adequacy regulation or the International Data Transfer Agreement or Addendum, so your data keeps an equivalent level of protection.
How long we keep it
- Enquiries that do not lead to work: up to 24 months.
- Client files, accounting and tax records: 6 years from the end of the accounting period or tax year they relate to, or longer where tax law requires.
- Anti-money laundering records: 5 years after our business relationship ends, as the Money Laundering Regulations require, then deleted unless the law allows longer.
- Call recordings and transcripts: for the life of the engagement plus 6 years, so we can show what was advised.
- Marketing consent records: until you withdraw consent, plus 2 years.
- Cookie consent records: kept in our CookieScript account to show what you agreed to. You can change your choice at any time with Cookie settings.
Your rights
- Access a copy of your personal data.
- Have inaccurate data corrected.
- Have data erased or its use restricted, where the law allows.
- Object to processing based on legitimate interests, and to direct marketing at any time.
- Receive data you gave us in a portable format.
- Withdraw consent at any time, without affecting what we did before.
Contact office@kairos-k-practice.com. We reply within one month. We may ask you to confirm your identity first. Some rights are limited by law, for example where we must keep records for HMRC or for anti-money laundering purposes.
Complaints about your data
Please tell us first, at office@kairos-k-practice.com. We will acknowledge your complaint within 5 working days and investigate it without undue delay.
You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.
Security
We use encryption, access controls, two-factor authentication, secure client portals and staff confidentiality agreements. Our team works remotely on company systems only. Email is not completely secure, so please use our client portal for sensitive documents.
Changes to this notice
We update this notice when our services or the law change. The date at the top shows the latest version.
Kairos-K LTD, company number 14481271, registered in England and Wales. Registered office: 48 Railway Street, Llanhilleth, Abertillery, Wales, NP13 2JB.