Privacy policy

This policy explains how Ashfield Trading Ltd (trading as Medical Accountants UK), referred to here as "we", "us" and "our", collects, uses and protects your personal information when you use the Medical Accountants UK website (the "Site"). We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are (data controller)

The data controller responsible for your personal data is Ashfield Trading Ltd, which trades as Medical Accountants UK:

• Registered company name: Ashfield Trading Ltd
• Trading name: Medical Accountants UK
• Company number: 16358723 (registered in England and Wales)
• Registered office: 20 Ashfield Avenue, Shipley, Bradford, BD18 3AL

If you have any questions about this policy or wish to exercise your rights, please contact us through our contact page.

2. What information we collect

We collect the following personal information through the Site:

• Enquiry forms: when you submit an enquiry (including through the form that may appear if you are about to leave a page), we collect your name, email address, phone number, the type of medical professional you are, your message, and the page you submitted from.
• Email sign-ups: if you subscribe to our updates or download a guide, we collect your email address (and, where relevant, the resource you requested).
• Consent records: when you give consent, we keep a record of the exact wording you agreed to and the date and time you agreed, so we can show that consent was given.
• Analytics and technical data: information about how you use the Site (such as pages viewed, device and browser type, and an approximate country derived from your IP address). Our hosting provider may also log technical request data for security and performance. See our cookie policy for detail.

Providing this information is voluntary. You are not under a statutory or contractual obligation to provide it, but if you do not, we will not be able to respond to your enquiry or send you the updates or resources you have asked for.

3. Why we use your information

• To respond to your enquiry: to deal with your enquiry and to pass it to Reflex Accounting so that they can provide the advice you have requested.
• To send you updates you asked for: if you signed up to our email updates, to send you general medical accounting and tax information until you unsubscribe.
• To improve and protect the Site: to understand how the Site is used and to keep it secure and working properly.

4. Our lawful basis

We rely on your consent to process the personal data you provide through our enquiry forms and email sign-ups, and to share your enquiry with our specialist partner firm as described below. You can withdraw your consent at any time (see your rights in section 7); withdrawing consent does not affect any processing that took place before you withdrew it.

For website analytics, site improvement and security, we rely on our legitimate interests, specifically measuring and improving the Site and keeping it secure and protected against misuse.

5. Who we share your information with

When you submit an enquiry, we share the details you provide with our specialist partner firm, Reflex Accounting, so that they can respond and provide the advice you asked for. Reflex Accounting acts as an independent data controller of the information it receives, and its own use of your data is governed by its own privacy policy. We share your enquiry only for the purpose of responding to it.

We also use the following service providers, who process data on our instructions only (as our processors):

• Supabase: secure database hosting for form submissions (EU-hosted).
• Google Analytics: website analytics and performance measurement.
• Vercel: website hosting and content delivery.

We do not sell your personal data, and we do not use it for third-party advertising.

6. How long we keep your information

We keep enquiry data for 24 months from the date of your enquiry, after which it is deleted. If you subscribe to our email updates, we keep your email address until you unsubscribe. Consent records are kept for as long as we hold the related personal data, so that we can demonstrate that consent was given.

7. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data in certain circumstances.
• Restrict how we use your data in certain situations.
• Data portability: receive a copy of your data in a machine-readable format.
• Object to certain processing.
• Withdraw consent at any time, where we rely on your consent.

To exercise any of these rights, please contact us through our contact page. We will respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint. We would, however, welcome the chance to address your concerns first.

8. Cookies and analytics

We use cookies and similar technologies for analytics, so we can understand how the Site is used and improve it. For full details of what we use and how to manage or opt out, please see our cookie policy.

9. How we protect your data and international transfers

Form submissions are stored securely and access is restricted to authorised staff only. Some of our service providers (for example, Vercel) are based outside the UK and EEA. Where data is transferred internationally, we rely on appropriate safeguards such as the UK extension to the EU-US Data Privacy Framework or Standard Contractual Clauses.

10. Changes to this policy

We may update this privacy policy from time to time. The "Last updated" date at the top of this page shows when it was last revised. We encourage you to review this policy periodically.

11. Contact us

If you have any questions about this privacy policy or how we handle your data, please contact us through our contact page.