Privacy notice

Draft wording until the owner publishes this page

Who we are

KiQi Chartered Certified Accountants runs KiQi Sign, a service for accountants and their clients to sign documents, exchange files and manage onboarding, payroll and tax deadlines. Our data protection registration with the Information Commissioner's Office (ICO) is (to be added in Settings).

Our role

For information about our own clients we are the data controller. Where a business uses us to look after information about its employees or subcontractors, that business is the controller and we act on its instructions as its processor.

What we hold

• Contact details, addresses and company or charity details.
• Identity and right-to-work documents, National Insurance numbers, Unique Taxpayer References and dates of birth.
• Payroll, CIS and VAT records and documents, timesheets, and signed engagement letters and agreements.
• Records of who used the service and when (sign-in and audit records).

Why we use it, and our legal basis

To provide the accountancy and related services you asked for (contract); to meet our legal duties such as anti-money-laundering checks and tax record keeping (legal obligation); and to run and protect the service (legitimate interests).

Where it is stored

Your information is hosted in: United States (InterServer). Because the host is in the United States, transfers rely on an approved safeguard (the UK-US data bridge where the host is certified, or the ICO international data transfer agreement or UK Addendum). Please have this checked by your solicitor.

Who we share it with

HMRC, Companies House and other authorities where the law or your instructions require it, and the providers that host and deliver the service. We do not sell personal data and we do not use an outside artificial intelligence service to read your documents.

How long we keep it

We keep records for 10 years after we stop acting for you. Professional and legal obligations of an accountancy practice (anti-money-laundering, tax enquiry and claims periods). While we act for you nothing is due for deletion. When the period ends we review the records and delete or anonymise them; we never delete automatically.

Your rights

You can ask to see your information, correct it, or ask us to erase it or restrict its use. We may need to keep some records because the law requires it, and we will tell you which and why. We reply within one month. To ask, contact us using the details below.

Security

Access is limited to people who need it, sign-ins are logged, and the log cannot be edited. Sensitive files can be encrypted at rest.

Complaints

Please tell us first. You can also complain to the ICO at ico.org.uk.

Contact

KiQi Chartered Certified Accountants, , contact@kiqi.co.uk.