Privacy Policy

Last updated: August 2026

This is the Privacy Notice for Kishens Limited, trading as Kishens. The purpose of this notice is to inform you about how and why your personal data is used, so that we are as transparent as we possibly can be, and to ensure you are aware of your rights under UK data protection legislation (UK General Data Protection Regulation, Data Protection Act 2018).

Who we are

Kishens is the trading name of Kishens Limited, a company registered with Companies House under registration number 05646315. Kishens is registered with the Institute of Chartered Accountants in England and Wales (ICAEW) under firm reference number C001535005. We are the data controller for the personal data we collect from you. We have appointed Ms Urvi Patel as our designated data protection lead.

Our correspondence address is 13 Montpelier Avenue, Bexley, Kent DA5 3AP. You can contact us at Kelly.Ferres@kishens.com or on 020 8303 4770.

Information collected through this website

Separately from the client data described below, this website itself collects very little: if you contact us by form, email or phone, we receive the details you choose to share, typically your name, email address, phone number and the content of your message. Our hosting provider records standard server logs (such as your IP address and browser type) to keep the website secure and running, and we do not use analytics or tracking tools on this site.

How and why we use your information

We process personal data so we can provide accounting, tax and related services to clients, and to engage with prospective clients and professional contacts. We will also use your data to comply with the UK's anti-money laundering legislation and, where appropriate, for marketing purposes.

As part of the services we provide, we may use artificial intelligence (AI) technologies to assist with analysing data, identifying trends, reviewing information and improving the efficiency and quality of our services. Where AI tools process personal data on our behalf, this is carried out in accordance with applicable data protection law and our confidentiality obligations, with appropriate security measures in place to protect your information. Human oversight remains in place throughout, and all professional judgements, decisions and advice are reviewed and approved by suitably qualified members of our team.

In processing your data we must establish our legal basis for doing so, and this can differ depending on the circumstances. References to the basis of processing, for example "(Article 6.1.f)", refer to the article of the UK GDPR under which we carry out the processing in question.

If you are a client

If you are a client, we will hold the following information about you:

• Your full name
• Your postal address
• Correspondence address
• Your email address
• Your contact telephone number(s)
• Alternative contact details
• Your date of birth
• Gender
• Marital status and dependants
• Next of kin
• Unique Taxpayer Reference number
• National Insurance number
• Other government identifier
• Photograph
• Your signature

We process this information so we can provide you with our services, invoice you and maintain communication with you. Our legal basis for this is Article 6.1.b, performance of a contract, since this is necessary to deliver our services to you.

We will also process your data to carry out due diligence checks on you, both when we take you on as a client and during our ongoing relationship, to allow us to comply with the UK's anti-money laundering regulations. Our legal basis for this is Article 6.1.c, compliance with a legal obligation.

Where we need your data to fulfil a contract, if you do not provide it we will not be able to provide our services or enter into an engagement with you.

If you are a prospective client

If we have engaged with you as a prospective client, we will process the following information about you:

• Your full name
• Your email address
• Your contact telephone number(s)
• Postal address details
• Government identifier
• Photograph

We process this information to comply with the UK's anti-money laundering regulations and so we can communicate with you and send occasional updates about our services.

Marketing

If you represent a corporate entity, we may send you updates and information on the basis of our legitimate interest (Article 6.1.f). If you are a sole trader or an individual and we have already discussed providing you with our services, we may market to you without separate consent, as permitted under the Privacy and Electronic Communications Regulations 2003 (as amended). You can ask us to stop sending you marketing communications at any time.

Who we share your data with

As a general principle, we do not share your personal data with other organisations without your permission. There are some exceptions:

• If you do not pay an invoice, we may engage a third party to recover the money owed. Our legal basis is Article 6.1.f, our legitimate interest in recovering money owed to us.
• It is possible, though unlikely, that we could be required to disclose your information in response to a court order or other binding legal demand. Our legal basis is Article 6.1.c, compliance with a legal obligation.
• We are required by law to carry out due diligence for anti-money laundering purposes, and may need to share your personal data with our professional supervisory authority (the ICAEW) and/or law enforcement agencies. Our legal basis is Article 6.1.c, compliance with a legal obligation.
• HMRC and Companies House will also receive some of your personal data where necessary. Our legal basis is Article 6.1.c, compliance with a legal obligation.
• We may share your personal data internally between our UK, Mumbai and Vadodara offices, to ensure you receive the best service.

Data processed by third parties on our behalf

We use other organisations to help us process your data, including cloud-based platforms for accounting, credit checking and video conferencing, and other service providers who support our work. A list of these data processors is available on request.

Any organisation that processes personal data on our behalf is subject to a data processing agreement, as required by Article 28 of the UK GDPR, to ensure your data continues to be handled in line with the UK GDPR.

Transferring your data outside the UK

Kishens has offices in the UK, Mumbai and Vadodara, and your personal data may be transferred to and processed by our teams in India as part of delivering our services. Where this happens, we put appropriate safeguards in place in line with UK data protection law to ensure your data continues to receive an equivalent level of protection.

How long we keep your information

We only keep your data for as long as we need it for the purposes described, or where we have a legal obligation or other legitimate reason to retain it.

If you are a client, we will keep your data for as long as you remain a client, and for 7 years afterwards, in line with HMRC record-keeping requirements.

If you are a prospective client, we will keep your information for 2 years from our last meaningful contact, unless you ask us to stop contacting you sooner, in which case we will remove you from our mailing list but retain the minimum data needed to ensure you are not added back to it.

Personal data collected for client due diligence purposes is retained for a minimum of 5 years, in line with the UK's anti-money laundering regulations.

Security

UK GDPR requires us to put in place technical and organisational measures to protect your data. Our IT systems are protected by anti-virus and anti-malware software, and we use Transport Layer Security (TLS, also known as SSL) to encrypt any data you submit to us through our website.

Your rights

UK GDPR gives you a number of rights over the personal data we hold about you. The rights relevant to our processing are:

• The right to access and receive a copy of your personal data.
• The right, in certain circumstances, to ask us to restrict our processing of your data or erase it (although we may need to retain some information for legal reasons).
• The right to ask us to correct any inaccurate information we hold.

If you would like to exercise any of these rights, please contact us using the details above.

Complaints

You also have the right to complain about our processing of your data to the UK's supervisory authority, the Information Commissioner's Office.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

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

Changes to this notice

If we change how we handle personal information, we will update this page and revise the date at the top.