Privacy policy.

This policy explains what personal data Cloud Accounting Pros Ltd, trading as Hospitality Accountants ("we", "us"), collects through this website and in the course of providing accountancy services, why we collect it, and what you can do about it.

Last updated: 10 October 2026

1. Who we are

We are Cloud Accounting Pros Ltd, a company registered in England and Wales under company number 13311942, with its registered office at Office G.11 Bec 2, 50 Wakering Road, IG11 8GN.

For the purposes of UK data protection law we are the data controller for the personal data described in this policy. We are registered with the Information Commissioner's Office under registration number ZB223583.

If you have any question about this policy or about how we handle your data, contact us at hello@hospitality.accountants, or write to us at the registered office above. We are not required to appoint a Data Protection Officer, and have not appointed one; enquiries about data protection are handled by the director named in our contact details.

2. The personal data we collect

When you use this website

• Proposal enquiries. Your name, email address, and optionally your company name, telephone number and any notes you add. You also tell us about your business — number of sites and legal entities, annual revenue band, staff numbers, pay frequency and purchase invoice volumes — so that we can price the work.
• Demo bookings. Your name, email address, venue or group name, optional telephone number, your chosen appointment slot and anything you ask us to prepare.
• Contact messages. Your name, email address, optional company and telephone number, and the content of your message.
• Dashboard registration. Your name, email address, venue or group name and a password. Please note that the client dashboard currently displays demonstration data only.
• Free calculators. The GP Checker, Tronc Calculator, VAT Estimator and Break-even Calculator run entirely in your browser. The figures you enter are not transmitted to us and are not stored on any server.

When we act as your accountants

If you become a client we will process a wider set of data in order to deliver the services, which may include financial records, payroll and personnel data for your employees, supplier and customer details, bank and payment information, and identification documents collected to meet our anti-money-laundering obligations.

Where that data includes information about your employees, you remain the controller of it and we act as your processor, under the terms of our engagement letter and a data processing agreement.

Information collected automatically

This website sets no cookies, uses no analytics or advertising trackers, and does not profile visitors. Our web host, Netlify, keeps standard server logs, which may include IP addresses, for security and reliability purposes.

Typefaces are served by Google Fonts. This means your browser requests font files directly from Google's servers, and Google may process your IP address as part of that request. We receive nothing from Google about your visit.

3. Why we use it, and our lawful basis

UK GDPR requires us to have a lawful basis for processing personal data. Ours are:

• To respond to your enquiry, prepare a proposal or arrange a meeting — necessary for taking steps at your request before entering into a contract (Article 6(1)(b)).
• To provide accountancy, payroll and related services — necessary for the performance of our contract with you (Article 6(1)(b)).
• To meet our legal and regulatory obligations, including tax filing, anti-money-laundering checks and record-keeping required by our professional body (Article 6(1)(c)).
• To run and secure our own business, including keeping records of enquiries and improving our services — our legitimate interests, balanced against your rights (Article 6(1)(f)).

We do not sell personal data, and we do not use it for automated decision-making that produces legal or similarly significant effects.

4. Who we share it with

We share personal data only where it is necessary, and only with:

• Service providers acting on our instructions — our web host and website forms provider (Netlify), our email provider (Google Workspace), and the accounting, payroll and document systems we use to deliver your work. Each is bound by contract to protect the data and to use it only as we instruct.
• HMRC, Companies House and other authorities, where we are required to file or disclose information.
• Your other advisers, such as a previous accountant or your solicitor, where you have asked us to deal with them.
• Professional bodies and regulators, in the course of practice assurance or an investigation.

5. Transfers outside the UK

Some of our providers are based in, or store data in, the United States. In particular, our website host and forms provider Netlify and our email and document provider Google both process data outside the UK.

Where that happens we rely on the UK's adequacy regulations for the United States (the UK Extension to the EU–US Data Privacy Framework) or, where those do not apply, on the International Data Transfer Agreement or Addendum approved by the Information Commissioner. In each case the effect is that your data keeps a level of protection equivalent to that required by UK law. You can ask us for details of the safeguards that apply to a particular provider.

6. How long we keep it

• Enquiries that do not become clients — kept for up to 24 months, then deleted.
• Client records — kept for at least six years after the end of the engagement, to meet tax, company law and professional requirements.
• Anti-money-laundering records — kept for five years from the end of the business relationship, as required by the Money Laundering Regulations.
• Website registration accounts — deleted on request, or after 24 months of inactivity.

7. How we protect it

We use access controls, encryption in transit, multi-factor authentication on the systems that support it, and supplier due diligence. No system is completely secure, but we take these obligations seriously and we will notify you and the Information Commissioner's Office of a personal data breach where the law requires it.

8. Your rights

Under UK data protection law you have the right to:

• be told how your data is used, and to request a copy of it;
• have inaccurate data corrected;
• ask us to delete data, where we have no continuing legal reason to keep it;
• ask us to restrict how we use it, or object to processing carried out on the basis of legitimate interests;
• receive data you gave us in a portable format, where processing is based on consent or contract;
• withdraw consent at any time, where we relied on consent.

To exercise any of these, email hello@hospitality.accountants. We will respond within one month. There is normally no charge.

9. Cookies

This website does not set cookies or use tracking technologies, so no consent banner is shown.

Some features store information in your browser's local storage, on your own device — for example a demo booking you have made, or a client dashboard sign-in. That information stays on your device, is never transmitted to us, and can be cleared at any time through your browser settings. Because it is strictly necessary to provide a feature you have asked for, it does not require consent.

If analytics, embedded video, live chat or advertising tools are added later, this section must be updated and an appropriate consent mechanism put in place before those tools are enabled.

10. Third-party links

This site links to other websites, including our practices in other territories. We are not responsible for their privacy practices, and we encourage you to read their policies.

11. Company details

Cloud Accounting Pros Ltd, a company registered in England and Wales.
Company number: 13311942
Registered office: Office G.11 Bec 2, 50 Wakering Road, IG11 8GN

12. Changes to this policy

We may update this policy from time to time. The current version is always published here, with the date it was last updated shown at the top. Where a change is significant we will tell clients directly.