Privacy Policy

Quinac
Company Registration Number: SC857559
Registered Office: 21 Philip Murray Road, ML3 4FA
Website: www.quinac.co.uk
Email: enquiries@quinac.co.uk
Last Updated: 27 October 2026

1. Introduction

Quinac ("we", "our" or "us") is committed to protecting your privacy, maintaining client confidentiality and ensuring that personal and business information is handled securely and responsibly.

This Privacy Policy explains how we collect, use, store, share and protect information when you visit our website, contact us or engage our bookkeeping, financial administration and business consultancy services.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK legislation.

2. Information We Collect

We may collect and process the following information:

Personal and Contact Information

Names, addresses, email addresses and telephone numbers.

Business names, job titles and company details.

Information supplied through enquiries, correspondence and consultations.

Financial and Business Information

Financial statements, invoices, receipts and transaction records.

Bank account details and payment information.

Payroll records, employee information and tax-related documentation.

Business accounts, financial forecasts and management information.

Other financial or commercial information necessary to deliver our services.

Website Information

IP addresses, browser types and device information.

Website usage information and cookies, where applicable.

3. How We Use Your Information

We use information to:

Provide bookkeeping, financial administration and business consultancy services.

Maintain accurate financial and business records.

Process payroll and financial transactions where instructed.

Communicate with clients and respond to enquiries.

Manage invoices, payments and client accounts.

Meet legal, tax and regulatory obligations.

Improve our website and services.

Protect our business and clients against fraud or unauthorised activity.

We only process personal information where there is an appropriate lawful basis, including contractual necessity, legal obligations, legitimate interests or consent where required.

Where we process information on behalf of a business client, Quinac may act as a data processor and the client may act as the data controller.

4. Client Confidentiality and Data Protection

Quinac recognises that clients entrust us with sensitive financial, commercial and personal information. Maintaining the confidentiality and security of this information is fundamental to the services we provide.

We are committed to treating all client information as strictly confidential and using it only for legitimate business purposes connected with the services we have been engaged to provide.

4.1 Confidentiality of Client Information

All information provided to Quinac in connection with our services will be treated as confidential, including:

Business accounts, financial statements and management reports.

Payroll information, employee records and salary details.

Banking information, invoices and financial transactions.

Tax records and correspondence with HMRC.

Commercial arrangements, contracts and business plans.

Any other confidential information disclosed during the course of our professional relationship.

We will not disclose confidential client information to unauthorised third parties without an appropriate legal basis, client authorisation where required, or a legal obligation to do so.

4.2 Access to Client Information

Access to confidential information will be limited to authorised personnel and service providers who require it to perform their duties.

Anyone working on behalf of Quinac who has access to confidential information is expected to maintain appropriate standards of confidentiality and data protection.

4.3 Secure Handling and Storage

We take appropriate measures to protect confidential information against unauthorised access, disclosure, alteration, loss or misuse.

These measures may include:

Secure electronic document storage.

Password-protected systems and restricted user access.

Secure accounting and financial software.

Appropriate procedures for handling and sharing confidential documents.

Secure disposal or deletion of information when no longer required.

4.4 Sharing Information with Third Parties

Client information may be shared with relevant third parties where necessary to provide our services, comply with legal requirements or act on a client's authorised instructions.

This may include HMRC, professional advisers, financial institutions, software providers and regulatory authorities.

Where third-party providers process personal information on our behalf, we will ensure appropriate contractual and data protection safeguards are in place.

4.5 Continuing Confidentiality

Our obligation to protect confidential client information continues after the termination or completion of our professional relationship, subject to applicable legal requirements.

We will not use confidential client information for the benefit of other clients or disclose it for unrelated commercial purposes.

4.6 Client Responsibilities

Clients are responsible for providing accurate information and ensuring they have the appropriate authority or lawful basis to share personal information with Quinac, including information relating to employees, customers and suppliers.

Where Quinac processes personal information on behalf of a client, both parties will comply with their respective obligations under applicable data protection legislation.

5. Legal Basis for Processing

We process personal information where necessary to:

Perform a contract or take steps before entering into a contract.

Comply with legal or regulatory obligations.

Pursue legitimate business interests where these do not override individual rights.

Act on consent where consent is required.

6. Data Sharing

We do not sell or rent personal information to third parties.

We may share information with authorised service providers, professional advisers, HMRC, regulatory authorities and other parties where necessary and legally permitted.

7. Data Security

We implement appropriate technical and organisational safeguards to protect personal information.

Although we take reasonable precautions, no electronic system or method of transmission can be guaranteed to be completely secure.

8. Data Retention

We retain personal information only for as long as necessary to provide our services and meet applicable legal, accounting and regulatory obligations.

Financial and accounting records will generally be retained for at least six years where required or appropriate. Certain information may be retained for longer where necessary.

When information is no longer required, it will be securely deleted or disposed of.

9. Your Data Protection Rights

Under UK GDPR, individuals have rights which may include:

The right to access personal information.

The right to correct inaccurate information.

The right to request erasure in certain circumstances.

The right to restrict processing.

The right to data portability.

The right to object to certain processing.

The right to withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exemptions.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve functionality and understand website usage.

Where legally required, consent will be obtained before non-essential cookies are used.

11. Marketing Communications

We may send information about our services and relevant business updates where permitted by law.

Recipients can opt out of marketing communications at any time.

12. International Data Transfers

Where personal information is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection legislation.

13. Third-Party Websites

Our website may contain links to external websites.

Quinac is not responsible for the privacy practices of third-party websites.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes in legislation, our business operations or the services we provide.

Updates will be published on our website with the date of the latest revision.

15. Contact Us

For questions regarding privacy, confidentiality or data protection, please contact:

Quinac
Company Registration Number: SC857559
Registered Office: 21 Philip Murray Road, ML3 4FA
Website: www.quinac.co.uk
Email: enquiries@quinac.co.uk

16. Complaints

If you have concerns about how we handle personal information, please contact us so we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO).

Website: www.ico.org.uk
Telephone: 0303 123 1113

17. Applicable Law

This Privacy Policy is governed by applicable United Kingdom data protection legislation, including the UK GDPR and Data Protection Act 2018.