Last Updated: 07/07/2025
Polaris Accounting Limited (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your personal data, including what is collected when you interact with our website at https://polarisaccounting.co.uk/ in accordance with the UK GDPR and Data Protection Act 2018.
1. Who We Are
Polaris Consultancy Limited is a registered UK Accountancy Practice. We offer professional financial services, including bookkeeping, tax support, payroll management, and business consulting.
- Website: https://polarisaccounting.co.uk/
- Company Number: 01483 399 721
- Email: info@polaris-fusion.com
- Registered address: Unit 6 Albion House, High Street, Woking, Surrey, GU21 6BG
2. What Personal Data We Collect
We may collect and process the following data:
- Identity & contact info: Name, email, phone number, address, business name
- Financial data: Tax and payroll records, bank details, invoices
- Usage data: IP address, browser type, interaction with our website
- Technical data: Device type, operating system, screen resolution
- Content data: Comments, uploads, and messages via our forms
- Cookie data: Preferences, login status, and session identifiers
3. How We Collect Your Data
We collect personal data when:
- You contact us via forms, email, or phone
- You sign up for services or newsletters
- You leave comments on our website
- You register an account (if enabled)
- You upload media
- You browse our site (via cookies or analytics)
- We carry out services for you or your business
4. Comments and User Content
When visitors leave comments on our site, we collect the data displayed in the comment form, along with your IP address and browser user agent string, to help detect spam.
An anonymised hash (created from your email) may be sent to the Gravatar service to check for a linked profile image. Gravatar’s privacy policy is available at: https://automattic.com/privacy. Once approved, your comment and profile picture may be publicly visible.
If you upload images to the site, please avoid including embedded location data (EXIF GPS), as visitors may download and extract this data.
5. Cookies
Our site uses cookies for functionality and analytics. Specifically:
- If you comment, you may opt to save your name, email, and site in cookies for convenience. These cookies last for one year.
- A temporary cookie is set when you visit the login page to check cookie support (deleted when you close the browser).
- Login cookies last for 2 days. If “Remember Me” is selected, they last 2 weeks. Logout removes these cookies.
- Screen display settings are saved for a year.
- Publishing/editing a post stores a cookie with the post ID (expires after 1 day).
For more information, please refer to our [Cookie Policy].
6. Embedded Content from Other Sites
Pages and articles may include embedded content (e.g., videos, maps, images). These behave as if you’ve visited the other website directly. Such sites may collect data, use cookies, embed tracking, or monitor your interaction, particularly if you are logged in to those platforms.
7. Legal Basis for Processing Your Data
We process data under one or more lawful bases:
- Contractual necessity: To provide you with services
- Legal obligation: To comply with tax, business, or regulatory laws
- Legitimate interest: For business improvement, website analytics, and fraud prevention
- Consent: For email marketing, newsletter signup, or non-essential cookies
8. How We Use Your Data
We use your personal data to:
- Provide accountancy and advisory services
- Respond to enquiries
- Manage payments, payroll, and compliance
- Improve our website and communication
- Send newsletters or updates (where consented)
- Ensure site functionality and user security
9. Who We Share Your Data With
We may share your personal data with:
- HMRC, Companies House, or other UK authorities
- Payroll software and accountancy platforms (e.g., Xero, FreeAgent)
- IT and email providers (under secure contracts)
- Subcontractors or consultants under confidentiality agreements
If you request a password reset, your IP address will be included in the email sent for the password reset.
We never sell your personal data.
10. How Long Do We Retain Your Data
- Comments: Stored indefinitely to allow automatic approval of follow-ups
- Accounts (if any): Profile data is stored until the user deletes it
- Client records: Kept for 6–7 years for legal and tax reasons
- Enquiries: Kept for up to 12 months if no further action is taken
You may request deletion or export of your data at any time (see section 11).
11. Your Rights
Under data protection law, you have the right to:
- Request a copy of the personal data we hold (Data Access)
- Correct or update your personal data
- Request deletion of your data (where legally permitted)
- Withdraw consent at any time
- Object to or restrict certain types of processing
- Lodge a complaint with the Information Commissioner’s Office (ICO)
To make any requests, please email: info@polaris-fusion.com
12. Where Your Data Is Sent
Visitor comments and form submissions may be checked through an automated spam detection service or anti-abuse plugin.
We only store or transfer data outside the UK/EEA when appropriate safeguards (such as standard contractual clauses) are in place.
13. Data Security
We use industry-standard security protocols and technologies to protect your personal data, including SSL encryption, access controls, secure backups, and staff training.
14. Changes to This Policy
We reserve the right to update this policy from time to time. Changes will be posted on this page, accompanied by an updated “Last revised” date.
15. Contact Us
For privacy questions or data requests, please contact:
Polaris Consultancy Limited