Privacy Policy
This policy explains what personal data Wings Online Filings Ltd collects, why we collect it, and how we use it. It applies to clients, prospective clients, and visitors to our website. We have written it in plain English to make it straightforward to read, and it reflects our obligations under UK GDPR and the Data Protection Act 2018.
Who we are and what this covers
Wings Online Filings Ltd (company number 15097680) is a UK-based online accountancy practice registered in England and Wales. Our registered address is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. For the purposes of data protection law, we are the data controller for the personal data described in this policy. This policy covers data we collect from clients, prospective clients, and visitors to wingsonlinefilings.co.uk. It was last reviewed on 11 June 2026. If you have any questions about how we handle your data, please contact us at info@wingsonlinefilings.co.uk.
What personal data we collect
We collect different types of personal data depending on whether you are a client, an enquirer, or simply visiting our website.
Information you give us
When you contact us, request a quote, or engage our services, you may provide your name, email address, phone number, and the name and nature of your business. As a client, you will also share financial records, company documents, payroll information, tax correspondence, and other data we need to carry out your accounting and compliance work accurately.
Information collected automatically
When you visit our website, we automatically receive data such as your IP address, browser type, device information, and pages visited. This is collected through cookies and similar technologies. Some of this data helps us understand how visitors use the site so we can improve it. Please see the Cookies section below and our dedicated Cookies Policy at wingsonlinefilings.co.uk/cookies-policy/ for full details.
Information from third parties
We may receive or retrieve information about you or your business from Companies House, HMRC, or the accounting software platforms we use on your behalf, such as Xero, QuickBooks, FreeAgent, and Sage. Where our AML obligations require it, we may also obtain identity verification data from official sources or third-party verification services.
Why we process your data
We only process your personal data where we have a lawful basis for doing so under UK GDPR.
To provide our services (Contract)
Where you engage us as a client, we process your personal and financial data to fulfil our contract with you. This includes preparing accounts, submitting tax returns, filing statutory documents, managing payroll, and carrying out any other services you have instructed us to perform on your behalf.
To meet our legal obligations (Legal obligation)
As an accountancy firm supervised for anti-money laundering purposes, we are required by law to verify your identity, keep records of client due diligence, and retain certain documents for a minimum of five years. We also process data to comply with HMRC reporting obligations, statutory filing requirements, and any court orders or regulatory directions.
To run and improve our business (Legitimate interests)
We process limited data on the basis of legitimate interests to manage our internal operations, maintain the security of our systems, carry out website analytics, and communicate with existing clients about relevant services or regulatory changes. We have assessed that these interests do not override your rights, but you may object at any time.
Where you have agreed (Consent)
Where you have opted in to receive marketing emails or newsletters, we rely on your consent as the lawful basis. Consent is entirely optional and can be withdrawn at any time by clicking the unsubscribe link in any marketing email or by contacting us directly at info@wingsonlinefilings.co.uk. Withdrawing consent does not affect any processing that took place before withdrawal.
Who we share your data with
We do not sell your personal data to anyone, and we only share it where it is necessary to carry out our services or meet a legal requirement.
Your data may be shared with government bodies, regulated authorities, software platforms, or professional advisers in the specific circumstances described below. In every case, we share only what is necessary and, where required, under appropriate data sharing agreements.
HMRC and Companies House
We submit tax returns, corporation tax filings, confirmation statements, annual accounts, and other statutory documents to HMRC and Companies House on your behalf. This involves sharing the personal and financial data relevant to each filing as required by law.
Software providers
We use cloud accounting and practice management platforms including Xero, QuickBooks, FreeAgent, Sage, and Dext to process and store client data. These providers act as data processors under written agreements and are not permitted to use your data for their own purposes.
Professional advisers
We may share relevant data with our professional indemnity insurers, legal advisers, or external auditors where necessary to defend a claim, obtain insurance cover, or fulfil our own professional obligations. Disclosure is limited to what is strictly required in each situation.
Regulatory and legal authorities
We may be required to disclose data to HMRC’s AML supervision team, law enforcement agencies, or a court pursuant to a legal order. We will notify you of any such disclosure unless we are legally prohibited from doing so.
International data transfers
Some of the cloud platforms and software providers we use store or process data on servers located outside the United Kingdom, including in the European Economic Area and other countries. Where this occurs, we ensure that appropriate safeguards are in place, such as the UK’s International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs), or that the destination country benefits from a UK adequacy decision. We do not transfer your data internationally beyond what is necessary for the delivery of our services.
How long we keep your data
We keep your personal data for only as long as necessary for the purpose for which it was collected, taking into account our legal and regulatory obligations.
Client records
We retain records relating to client engagements for a minimum of six years from the end of the relevant engagement, in line with our obligations under the Money Laundering Regulations 2017 and HMRC requirements. In some cases, such as tax investigation scenarios, records may be kept for up to seven years or longer where required.
Prospect and enquiry data
If you contact us but do not become a client, we will keep your information for up to 24 months from the date of last contact. After that point, we will delete or anonymise your data unless you have separately opted in to ongoing marketing communications.
Website analytics data
Anonymised or aggregated website analytics data is typically retained for up to 26 months, in line with standard practice for the analytics tools we use. Individual-level data, such as IP addresses, is retained for a shorter period as set out in our Cookies Policy at wingsonlinefilings.co.uk/cookies-policy/.
Marketing consent records
Where we rely on your consent to send marketing communications, we retain a record of that consent for as long as the consent remains active and for two years afterwards. This allows us to demonstrate compliance with our obligations under the Privacy and Electronic Communications Regulations (PECR).
Your rights under UK GDPR
UK GDPR gives you a set of specific rights in relation to your personal data. These rights apply to all personal data we hold about you, subject to certain lawful exceptions.
Right to be informed
You have the right to receive clear, transparent information about how we collect and use your personal data. This privacy policy is our primary means of fulfilling that obligation, and we will update it when our practices change materially.
Right of access
You can request a copy of the personal data we hold about you by submitting a Subject Access Request (SAR) to info@wingsonlinefilings.co.uk. We will respond within one calendar month. There is no charge in most cases.
Right to rectification
If any personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct it. We will update our records promptly and, where relevant, notify any third parties who received the incorrect data.
Right to erasure
You may request that we delete your personal data where we no longer need it for the purpose for which it was collected. Please note that we are required by law to retain certain records, particularly AML and tax-related documents, and erasure requests cannot override those obligations.
Right to restrict processing
You can ask us to pause processing of your data in certain circumstances, for example where you contest the accuracy of the data or where you have objected to processing and we are considering whether our legitimate interests override your rights.
Right to data portability
Where we process your data by automated means on the basis of contract or consent, you can ask us to provide that data in a structured, commonly used, machine-readable format so you can transfer it to another service provider.
Right to object
You have the right to object to processing carried out on the basis of legitimate interests or for direct marketing purposes. Where you object to direct marketing, we will stop immediately. For other legitimate-interests processing, we will stop unless we can demonstrate compelling grounds that override your rights.
Rights related to automated decision-making
UK GDPR provides rights in relation to solely automated decisions that produce legal or similarly significant effects. Wings Online Filings does not use automated decision-making or profiling to make decisions about individuals. This right is therefore not currently applicable to our processing activities.
How to exercise your rights
To exercise any of these rights, please email us at info@wingsonlinefilings.co.uk with a clear description of your request. We will respond within one calendar month of receiving it, although we may extend this by a further two months in complex cases and will let you know if that is necessary. We may need to verify your identity before fulfilling a request. There is no charge for most requests.
How we protect your data
We apply technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. Data transmitted between your browser and our website is encrypted using HTTPS. Access to client data held in our accounting systems is restricted to authorised team members and protected by secure credentials and access controls. Our cloud software providers maintain their own security certifications and infrastructure controls. We keep our security practices under regular review and provide appropriate guidance to staff who handle personal data. In the event of a personal data breach that is likely to affect your rights, we will notify the ICO within 72 hours and inform affected individuals without undue delay where required to do so.
Cookies
Our website uses cookies to enable essential site functionality, understand how visitors use the site, and, where you have consented, to support marketing activity. For full details of the cookies we use, what they do, and how to manage or withdraw your consent, please see our Cookies Policy at wingsonlinefilings.co.uk/cookies-policy/.
Children’s data
Our services are designed for business owners, sole traders, and professionals. We do not knowingly collect or process personal data from anyone under the age of 18. If you believe we have inadvertently received data relating to a person under 18, please contact us at info@wingsonlinefilings.co.uk and we will delete it promptly.
Changes to this policy
We may update this policy from time to time to reflect changes in how we operate or to comply with new legal requirements. When we do, we will update the last reviewed date at the top of this page. Where a change is material, we will notify existing clients directly by email before the change takes effect.
How to contact us
If you have a question about this policy or want to exercise your data rights, please get in touch.
All data protection queries, Subject Access Requests, and rights-related requests should be directed to us by email. We aim to acknowledge your message within five working days and will provide a full response within one calendar month as required by UK GDPR.
- Data queries
- info@wingsonlinefilings.co.uk — Response within one calendar month under UK GDPR. No charge in most cases.
- Data controller
- Wings Online Filings Ltd
- Registered address
- 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, England
- Companies House
- 15097680
- ICO registration
- ZB699445
Complaints to the ICO
If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection. You can contact the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: https://ico.org.uk/make-a-complaint/. We would always welcome the opportunity to resolve any concern directly before you contact the ICO, so please do reach out to us first.