Micro Filer Ltd Last updated: June 3 2026
1. Who We Are
Micro Filer Ltd is the data controller responsible for your personal data. We are registered in England and Wales under company number 12273247. Our registered office is at International House, 64 Nile Street, London N1 7SR.
We are registered with the Information Commissioner’s Office (ICO) under reference number A8784539.
We are registered with the ICAEW as a regulated chartered accountants firm under firm number C008709968. Our processing of personal data is subject to ICAEW regulatory oversight.
If you have any questions about how we use your personal data, please contact us at info@microfiler.co.uk.
2. What Personal Data We Collect
Depending on the services you use, we may collect and process the following categories of personal data:
Identity data: your full name, date of birth, National Insurance number, Unique Taxpayer Reference (UTR), and identity document details (passport or driving licence) collected as part of our anti-money laundering checks.
Contact data: your email address, telephone number, and postal address.
Financial data: income figures, bank statements, invoices, expense receipts, dividend vouchers, pension statements, and any other financial records you provide to enable us to prepare your accounts or tax return.
Tax and accounting data: previous tax returns, company accounts, CT600 returns, payroll records, director’s loan account details, and Companies House filing history.
Business data: company registration details, director and shareholder information, SIC codes, and details of people with significant control (PSCs).
Technical data: IP address, browser type, and cookies data collected when you use our website. Please see our Cookies Policy for further details.
3. How We Collect Your Personal Data
We collect personal data in the following ways:
Directly from you when you contact us, request a quote, complete our onboarding process, or provide records for filing purposes
From Companies House and HMRC where we are appointed as your authorised agent
From your accounting software where you grant us access (such as Xero, QuickBooks, or FreeAgent)
Automatically through our website via cookies and similar technologies
4. Why We Use Your Personal Data and Our Legal Basis
We process your personal data only where we have a lawful basis to do so under UK GDPR. The table below sets out the purposes for which we use your data and the legal basis for each.
PurposeLegal basisProviding accounting, tax filing, and compliance services under our engagementArticle 6(1)(b) — performance of a contractCarrying out anti-money laundering identity verification checksArticle 6(1)(c) — legal obligation (Money Laundering Regulations 2017)Filing returns with HMRC and Companies House on your behalfArticle 6(1)(c) — legal obligation; Article 6(1)(b) — performance of a contractComplying with ICAEW regulatory and professional standardsArticle 6(1)(c) — legal obligationResponding to your enquiries and providing client supportArticle 6(1)(b) — performance of a contract; Article 6(1)(f) — legitimate interestsMaintaining internal business records and managing our relationship with youArticle 6(1)(f) — legitimate interestsImproving our services and websiteArticle 6(1)(f) — legitimate interests
Our legitimate interests are to run our firm effectively, maintain records of our work, and improve the quality of our services. We have considered whether these interests are overridden by your interests or rights and are satisfied they are not.
5. Who We Share Your Data With
We share your personal data only where necessary and only with the following recipients:
HMRC: as your authorised tax agent, we submit returns directly to HMRC on your behalf.
Companies House: as your authorised filing agent, we submit confirmation statements and accounts on your behalf.
Accounting software providers: where you grant us access to Xero, QuickBooks, FreeAgent, or similar platforms to enable us to prepare your records.
ICAEW: as our regulatory body, ICAEW may have access to client files in the context of quality assurance reviews or regulatory investigations.
IT and cloud service providers: we use secure cloud storage and email services to manage client files. These providers process data on our behalf under data processing agreements.
Legal and professional advisers: where we need to seek legal advice or where required by law.
We do not sell, rent, or share your personal data with third parties for marketing purposes.
6. International Transfers
We aim to keep all personal data within the UK or the European Economic Area. Where data is processed outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
7. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes for which it was collected, taking into account legal and regulatory obligations.
Type of dataRetention periodAnti-money laundering records5 years from the end of the business relationship (Money Laundering Regulations 2017)Tax and accounting records6 years from the end of the relevant tax year or accounting periodClient engagement files6 years from the end of the engagementWebsite enquiry and correspondence data2 years from the date of last contactWebsite technical data (cookies and logs)As set out in our Cookies Policy
After these periods, data is securely deleted or anonymised.
8. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
Right of access: you have the right to request a copy of the personal data we hold about you (a subject access request).
Right to rectification: you have the right to ask us to correct inaccurate or incomplete personal data.
Right to erasure: you have the right to ask us to delete your personal data in certain circumstances. This right is not absolute and does not apply where we are required to retain data to comply with a legal obligation.
Right to restriction: you have the right to ask us to restrict our processing of your personal data in certain circumstances.
Right to data portability: you have the right to receive your personal data in a structured, commonly used, and machine-readable format where processing is based on your consent or a contract.
Right to object: you have the right to object to processing based on our legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds.
Rights related to automated decision-making: we do not use automated decision-making or profiling in our services.
To exercise any of these rights, please contact us at info@microfiler.co.uk. We will respond within one calendar month of receiving your request. We may need to verify your identity before processing your request.
9. How We Protect Your Data
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. These include encrypted file storage, secure email, and access controls limiting data to authorised staff only.
10. Complaints
If you are unhappy with how we have handled your personal data, please contact us in the first instance at info@microfiler.co.uk so we can try to resolve the matter.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
11. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our practices or applicable law. The updated version will be posted on the Website with a revised date. We encourage you to review this notice periodically.
12. Contact Us
For any questions about this Privacy Notice or how we handle your personal data:
Email: info@microfiler.co.uk
Post: Micro Filer Ltd, International House, 64 Nile Street, London N1 7SR