Privacy & Data Protection Policy
Last Updated: 06/08/2026
1. Introduction
Mera Accounting Limited (“Mera”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.
This Privacy & Data Protection Policy explains how we collect, use, store and protect personal information when you engage our services, visit our website or otherwise interact with us.
Our aim is simple: to collect only the information we need, use it responsibly, and keep it secure.
2. Who We Are
Company Name: Mera Accounting Limited
Company Registration Number: SC885038
Registered Office: 49 Hilton Road, Cowdenbeath, Fife, KY4 9EJ
Email: nyasha@meraaccounting.co.uk
Telephone: 07850 217517
Website: www.meraaccounting.co.uk
ICO Registration Number: ZC210433
Mera Accounting Limited is the Data Controller for the purposes of UK data protection legislation.
3. The Information We Collect
Depending on the services you request, we may collect:
Personal Information:
- Name
- Home address
- Business address
- Telephone number
- Email address
- Date of birth
- National Insurance number
- Tax references
- Identification documents
- Proof of address
Business Information:
- Company registration details
- VAT registration details
- Payroll information
- Accounting records
- Bank account information
- Financial statements
- Management accounts
- Cashflow information
- Forecasts and budgets
- Business performance data
Technical Information: when visiting our website we may collect:
- IP address
- Browser type
- Device information
- Pages visited
- Website usage statistics
- Cookie preferences
4. How We Collect Information
We collect information:
- Directly from you
- Through our website
- Via email correspondence
- During meetings or video calls
- From HMRC (where authorised)
- From Companies House
- From your accounting software
- From your payroll provider
- From professional advisers acting on your behalf
- During Anti-Money Laundering (AML) verification
5. Why We Process Your Information
We process personal information in order to:
- Provide agreed accounting services
- Deliver Fractional Financial Controller services
- Prepare bookkeeping records
- Prepare and submit VAT returns
- Process payroll
- Prepare management accounts
- Prepare cashflow forecasts
- Produce budgets and financial forecasts
- Deliver finance process improvement projects
- Implement finance automation solutions
- Prepare Self Assessment tax returns
- Communicate with HMRC where authorised
- Respond to enquiries
- Comply with our legal and regulatory obligations
- Improve our services
Where you have given consent, we may also send newsletters, business updates and information about our services. You may unsubscribe at any time.
6. Our Lawful Basis for Processing
Depending upon the circumstances, we process information because:
- it is necessary to fulfil our contract with you;
- we have a legal obligation to do so;
- we have a legitimate business interest;
- or you have provided your consent.
7. Anti-Money Laundering
As a UK accountancy practice we are legally required to verify the identity of our clients. This may include requesting:
- photographic identification
- proof of address
- company ownership information
- information regarding the source of funds or wealth where appropriate
Where required by law we may retain AML documentation even after our engagement has ended.
8. Who We Share Information With
We only share information where necessary. This may include:
- HM Revenue & Customs (HMRC)
- Companies House
- Banks and lenders (where authorised)
- Your legal advisers
- Payroll providers
- Professional advisers
- Software providers supporting our services
- Regulators where required by law
9. Software & Technology
To deliver our services efficiently and securely, we use a range of trusted technology providers, including:
- Xero (cloud accounting software)
- Google Workspace (email, calendar and document management)
- Microsoft Excel (financial modelling, reporting and analysis)
- Google Meet (video meetings)
Some of our technology providers may process data on our behalf. Where this occurs, we ensure that appropriate contractual and technical safeguards are in place to protect your personal information in accordance with UK data protection legislation.
10. International Transfers
Some technology providers may process information outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection legislation.
11. Data Security
Protecting your information is extremely important to us. We maintain appropriate technical and organisational measures designed to protect information against unauthorised access, accidental loss, misuse, alteration, disclosure and destruction.
Access to client information is restricted to those who require it to provide our services.
12. How Long We Keep Information
Unless a longer retention period is required by law, regulation or professional guidance, we generally retain client records for a minimum of six years following the end of our engagement. Certain records may be retained for longer where necessary to establish, exercise or defend legal claims.
13. Your Rights
Under UK GDPR you have the right to:
- request access to your personal information;
- request correction of inaccurate information;
- request deletion of information where appropriate;
- request restriction of processing;
- object to certain processing activities;
- request transfer of your data where applicable;
- withdraw consent where processing is based on consent.
Requests should be submitted to nyasha@meraaccounting.co.uk.
14. Cookies
Our website uses cookies to improve your browsing experience and understand how visitors use our website. Our Cookie Policy explains the cookies we use and how you can manage your preferences.
15. Marketing
Where you have chosen to receive marketing communications, we may send newsletters, business updates, articles, insights, information about new services and invitations to events. You may unsubscribe at any time by using the unsubscribe link within our emails or by contacting us directly.
16. Changes to this Policy
We may update this Privacy & Data Protection Policy from time to time to reflect changes in legislation, technology or our business. The latest version will always be available on our website.
17. Contact Us
If you have any questions about this Privacy & Data Protection Policy or how we process your information, please contact:
Mera Accounting Limited
49 Hilton Road, Cowdenbeath, Fife, KY4 9EJ
Email: nyasha@meraaccounting.co.uk
Telephone: 07850 217517
Website: www.meraaccounting.co.uk
18. Complaints
If you are unhappy with how we have handled your personal information, we would appreciate the opportunity to address your concerns first. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.