Last Updated: [Insert Date]

1. Introduction

Complete Account Care (“we,” “our,” or “us”) is committed to handling client data responsibly, securely, and confidentially. This Data Processing Policy explains how we collect, access, use, store, and process information while providing accounting, bookkeeping, taxation, payroll, audit support, and other business services.

This policy should be read alongside our Privacy Policy and any applicable client engagement terms or Data Processing Agreement.

2. Scope of This Policy

This policy applies to personal and business information processed by Complete Account Care while providing services to clients, including information received directly from clients or through authorized representatives and service providers.

Depending on the engagement, the information we handle may include personal data relating to business owners, employees, customers, suppliers, and other individuals.

3. Types of Data We May Process

Depending on the services requested, we may process:

• Accounting and financial records: invoices, receipts, transaction records, expenses, income, bank-related records, and financial statements.

• Taxation information: tax-related documents, income details, tax calculations, and information required to prepare relevant returns.

• Payroll information: employee names, contact details, salary information, payment records, and relevant payroll deductions.

• Business information: company details, supplier records, customer records, and operational documents.

• Supporting documentation: contracts, reports, correspondence, and other records necessary to deliver the agreed services.

We aim to process only information relevant to the services being provided.

4. Purpose of Data Processing

We process information only as reasonably necessary for the relevant engagement and other lawful purposes. These may include:

• Maintaining accounting records and preparing financial reports.

• Supporting bookkeeping and account reconciliation.

• Assisting with tax return preparation and related compliance requirements.

• Processing payroll information and preparing payroll reports.

• Organizing documentation for audit support.

• Communicating with clients and responding to service-related requests.

• Meeting applicable legal, regulatory, contractual, or recordkeeping obligations.

5. Roles and Responsibilities

The responsibilities of Complete Account Care and the client depend on the nature of the engagement and applicable data protection law.

Where a client determines the purposes and means of processing personal data and we process it on the client’s behalf, the client may act as the data controller and we may act as the data processor.

In other circumstances, Complete Account Care may act as a data controller for information used for its own business administration, communications, or legal obligations.

The applicable roles and responsibilities should be established in the relevant service agreement or Data Processing Agreement where required.

6. Confidentiality and Access Control

We take reasonable steps to ensure that access to client information is limited to authorized individuals who need the information to perform their assigned responsibilities.

Individuals handling client data are expected to maintain confidentiality and use the information only for authorized purposes.

Client information must not be disclosed to unauthorized parties or used for unrelated purposes.

7. Data Security

We aim to protect information against unauthorized access, accidental loss, destruction, alteration, or disclosure through appropriate technical and organizational measures.

Depending on the systems and services used, these measures may include access restrictions, password protection, secure file handling, backups, and other reasonable safeguards.

No system can be guaranteed to be completely secure. We therefore encourage clients to share sensitive documents only through agreed and appropriately secured channels.

8. Sharing Data with Third Parties

Where necessary to deliver agreed services, we may use authorized third-party service providers, such as accounting software platforms, secure storage providers, communication tools, or other business systems.

Information may be shared with such providers only where appropriate for the relevant purpose and subject to applicable requirements.

Where required by law or contract, appropriate data processing terms and safeguards will be established with relevant third parties.

We do not sell client data.

9. International Data Transfers

Because we may support clients operating in different countries, information may need to be accessed, stored, or processed across national borders.

Where international transfers of personal data occur, we will take steps to comply with applicable data protection requirements and implement appropriate safeguards where required.

10. Data Retention and Deletion

We retain client information for as long as necessary to provide the agreed services, meet contractual obligations, maintain appropriate business records, and comply with applicable legal or regulatory requirements.

When information is no longer required, we will take reasonable steps to delete it securely or anonymize it, where appropriate and permitted by applicable law.

Some records may need to be retained for specific periods under applicable laws or contractual requirements.

11. Data Subject Rights and Requests

Depending on applicable law and the circumstances of the processing, individuals may have rights to access, correct, delete, restrict, or object to the processing of their personal data.

Where we process personal data on behalf of a client, we will provide reasonable assistance with relevant requests as required by applicable law and our contractual arrangements.

Requests may be directed to the contact details provided below.

12. Data Incidents

If we become aware of a data security incident affecting client information, we will take reasonable steps to investigate, contain, and address the incident.

Where notification is required by applicable law or contractual obligations, we will notify the relevant client or authority within the required timeframe.

13. Client Responsibilities

Clients are responsible for ensuring that information provided to us is accurate, relevant, and shared lawfully.

Clients should ensure they have the necessary authority or lawful basis to provide personal information for processing and should notify us of any relevant restrictions, special handling requirements, or changes affecting the information.

14. Updates to This Policy

We may update this Data Processing Policy to reflect changes in our services, working practices, systems, or applicable legal requirements. The updated version will be published on this page with a revised “Last Updated” date.

15. Contact Us

For questions about this Data Processing Policy or the handling of client information, please contact:

Business Name: Complete Account Care
Email: [Insert Official Business Email]