Last updated: 17 June 2026
1. Who We Are
Infinia Accountants is a trading name of VAL Accountants Limited, a company registered in England and Wales (Company Number: 16968228).
Registered Address:
71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Contact Email: vivian@infinia-accountants.co.uk
We are registered with the Information Commissioner’s Office (ICO) under registration reference ZC099355.
For the purposes of UK GDPR and the Data Protection Act 2018, VAL Accountants Limited is the Data Controller in respect of personal data we hold about you.
2. Professional Regulation and AML Supervision
VAL Accountants Limited is a member of the Institute of Chartered Accountants in England and Wales (ICAEW) and operates under its professional regulations and ethical standards. Our ICAEW membership means we are subject to rigorous professional oversight, including requirements relating to client confidentiality, professional competence, and conduct.
We are also supervised for Anti-Money Laundering (AML) purposes by the ICAEW under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. As part of our AML obligations, we are required by law to conduct identity verification checks and due diligence on all clients before and during the provision of our services. This means we must collect, verify, and retain certain personal and identity data as a legal requirement — this cannot be waived or opted out of.
3. What Personal Data We Collect
We collect and process the following categories of personal data:
Contact and identity information: Name, email address, home or business address.
Financial and tax information: Income details, business accounts, tax returns, payroll information, bank details, and other financial records necessary to provide our accounting and tax services.
Anti-Money Laundering (AML) verification data: Government-issued identification documents (such as passport or driving licence), proof of address, and other information required under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. This data is collected and processed through our AML compliance platform, Xama. This processing is a legal requirement of our ICAEW AML supervision and cannot be declined.
Onboarding and engagement information: Data submitted during client onboarding, including engagement letters, service agreements, and communications, processed through our CRM platform EngagerApp.
Website enquiry data: Information submitted via our website contact form, including name, email address, and any details you include in your message.
Mailing list data: Name and email address if you subscribe to our newsletter or updates.
Booking data: Appointment and scheduling information collected via our booking system, Calendly.
4. How We Use Your Personal Data
We use your personal data for the following purposes:
To provide accountancy and tax services: Including preparing accounts, tax returns, bookkeeping, payroll, and other services you have engaged us to perform. The legal basis is the performance of a contract (Article 6(1)(b) UK GDPR).
To comply with legal and regulatory obligations: Including Anti-Money Laundering (AML) checks as required under our ICAEW supervision, HMRC reporting obligations, and professional body requirements. The legal basis is compliance with a legal obligation (Article 6(1)(c) UK GDPR).
To communicate with you: Responding to enquiries, sending appointment confirmations, and providing updates relevant to your services. The legal basis is legitimate interests (Article 6(1)(f) UK GDPR).
To send marketing communications: Where you have opted in to receive our newsletter or updates, we will send you relevant information about our services. The legal basis is consent (Article 6(1)(a) UK GDPR). You may withdraw consent at any time by contacting us or using the unsubscribe link in any email.
To maintain accurate records: For business administration and to meet our obligations to HMRC, Companies House, the ICAEW, and our professional insurers. The legal basis is legitimate interests and legal obligation.
5. Third-Party Platforms and Data Processors
We use trusted third-party platforms to help us deliver our services. These platforms act as data processors on our behalf and are only permitted to process your data in accordance with our instructions. We use the following:
Xama — Used for Anti-Money Laundering (AML) identity verification checks as required under our ICAEW AML supervision. Xama processes identity documents and personal information as required by law.
EngagerApp — Our client onboarding and CRM platform. Used to manage client engagement letters, service agreements, communications, and client relationship management.
Xero — Cloud-based accounting software used to prepare and manage client accounts, bookkeeping, and tax work.
QuickBooks (Intuit) — Cloud-based accounting software used to prepare and manage client accounts where applicable.
Google Drive (Google LLC) — Used to store and work on client files and working papers. Google operates under appropriate data protection agreements and complies with UK GDPR requirements.
Calendly — Used for appointment scheduling and booking management. Calendly processes your name and email address to facilitate meeting bookings.
All third-party processors are bound by data processing agreements and are required to maintain the security and confidentiality of your data.
6. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and to comply with our legal, regulatory, and professional obligations.
In line with HMRC guidance and standard accountancy practice, we retain client financial and tax records for a minimum of 6 years from the end of the relevant tax year or accounting period.
AML identity verification records are retained for 5 years following the end of the business relationship, as required by the Money Laundering Regulations 2017 and our ICAEW AML supervision obligations.
Where data is no longer required, we securely delete or anonymise it.
7. Your Rights Under UK GDPR
Under UK data protection law, you have the following rights:
Right of access: You have the right to request a copy of the personal data we hold about you (a Subject Access Request).
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may not apply where we are required to retain data by law — for example, AML records must be retained for 5 years as a legal requirement regardless of any erasure request.
Right to restrict processing: You have the right to request that we limit how we use your personal data in certain circumstances.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you have the right to receive your data in a structured, machine-readable format.
Right to object: You have the right to object to processing based on legitimate interests or for direct marketing purposes.
Right to withdraw consent: Where we rely on consent as the legal basis for processing, you may withdraw that consent at any time.
Please note that some rights are limited where we are processing data to comply with a legal obligation (such as AML requirements under ICAEW supervision). To exercise any of these rights, please contact us at vivian@infinia-accountants.co.uk. We will respond to all requests within one month in accordance with UK GDPR requirements.
8. How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include the use of secure, password-protected systems, encrypted file storage, and access controls limiting who can view your data.
We regularly review our security practices and ensure that all third-party processors maintain appropriate security standards.
9. Sharing Your Data
We do not sell, rent, or trade your personal data to any third parties for marketing purposes.
We may share your data with:
HMRC and other regulatory authorities — where required by law or to fulfil our professional obligations on your behalf.
ICAEW — as our professional body and AML supervisor, we may be required to share certain information with the ICAEW in connection with our regulatory obligations, including in the event of an AML investigation or professional conduct review.
Our third-party service providers — as listed in Section 5 above, acting as data processors under appropriate agreements.
Professional advisers and insurers — where necessary for the purposes of professional indemnity or legal advice.
We will never share your data with third parties for their own marketing or commercial purposes without your explicit consent.
10. International Data Transfers
Some of our third-party processors (such as Google, Intuit/QuickBooks, and Calendly) may store or process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or equivalent mechanisms, to ensure your data receives an equivalent level of protection.
11. Cookies
Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device. We use functional cookies necessary for the website to operate and, where applicable, analytics cookies to understand how visitors use our site. You can manage your cookie preferences via your browser settings.
12. Links to Third-Party Websites
Our website may contain links to external websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies independently.
13. Complaints
If you have concerns about how we handle your personal data, please contact us in the first instance at vivian@infinia-accountants.co.uk. We will do our best to resolve any issues promptly.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. The date at the top of this page indicates when the policy was last updated. We encourage you to review this page periodically.