Last updated: 11 August 2026
Who we are
COACH ACCOUNTS LTD (“Coach Accounts”, “we”, “us” or “our”) is a company registered in
Scotland under company number SC745892.
Our registered office is:
Office 5
12–16 Corbiehall
Bo’ness
Scotland
EH51 0AP
Coach Accounts is the controller of personal information collected through coachaccounts.com,
our booking pages and our direct dealings with prospective and existing clients.
For privacy questions, requests or complaints, contact us at mail@coachaccounts.com.
Who this notice covers
This notice applies to:
● people who visit our website;
● people who contact us or book an account strategy call;
● prospective and existing clients;
● directors, employees, contractors and other contacts connected with a client;
● suppliers, professional contacts and referral partners; and
● people whose information we receive while providing accountancy, bookkeeping, payroll,
tax or company-support services.
Where a business client instructs us to process information about its employees or customers,
Coach Accounts may act as a processor on that client’s behalf. The client remains responsible
for explaining that processing to the affected individuals.
Information we collect
Depending on your relationship with us, we may collect:
● your name, email address, telephone number, business name and job role;
● information about your business, including its location, legal structure, industry and
monthly turnover band;
● appointment dates, times, time zones and booking information;
● information contained in messages, enquiries and correspondence;
● technical information including your IP address, browser, device type, referring page and
pages visited;
● advertising attribution information, including campaign details, UTM parameters, Meta
click identifiers and similar information;
● your cookie and privacy choices;
● identity-verification and anti-money-laundering information;
● company, accounting, bookkeeping, tax, VAT, payroll, pension and financial information;
● information about directors, shareholders, employees, contractors and beneficial owners
where relevant to our services;
● payment, billing and engagement information; and
● records required to meet legal, regulatory and professional obligations.
Please do not enter bank details, tax references, identity documents, health information or other
sensitive information into our introductory call-booking form. We do not require this information
to arrange an initial call.
You can browse the basic website without providing contact information. However, we cannot
respond to an enquiry, arrange a call or provide services unless you supply the information
marked as required.
Where we obtain information
We may obtain personal information:
● directly from you;
● from a business, director or authorised representative acting on your behalf;
● from a client that asks us to provide payroll, tax, bookkeeping or related services;
● from public registers such as Companies House;
● from HM Revenue & Customs and other authorities where authorised or legally
permitted;
● from accounting, bookkeeping, payroll, pension or company-secretarial systems;
● from professional advisers and referral partners; and
● automatically through our website, cookies and similar technologies where permitted.
How and why we use information
We use personal information to:
● respond to enquiries and arrange calls;
● determine whether our services and free strategy call are suitable for a business;
● send appointment confirmations, reminders and essential follow-up messages;
● prepare proposals and take steps requested before entering into an engagement;
● provide accountancy, bookkeeping, tax, VAT, payroll, pension and company-support
services;
● carry out identity, anti-money-laundering and other regulatory checks;
● manage client relationships, billing and service delivery;
● operate, secure, maintain and troubleshoot our website and systems;
● measure the effectiveness of our Instagram advertising where the visitor has consented
to advertising technologies;
● keep records of privacy choices;
● prevent misuse, fraud and security incidents;
● comply with legal, regulatory and professional obligations; and
● establish, exercise or defend legal claims.
Our lawful bases
We rely on the following lawful bases:
● Steps before a contract: where you ask us to discuss or provide services.
● Contract: where processing is necessary to provide services under an agreement with
you.
● Legal obligation: where we must process information to meet tax, accounting,
company-law, anti-money-laundering, employment, regulatory or professional
obligations.
● Legitimate interests: responding to genuine business enquiries, managing business
relationships, providing services to business clients, protecting our systems, preventing
misuse and running Coach Accounts efficiently. We consider the effect on your rights
before relying on this basis.
● Consent: for optional advertising measurement, optional media, direct marketing where
consent is required and other non-essential cookies or similar technologies. You can
withdraw consent at any time.
Where a client supplies information about employees or other individuals, we process it under
the client’s instructions and the lawful bases applicable to the service being provided.
Booking information is not automatically added to an unrelated marketing list merely because
you arrange a call. Marketing messages will only be sent where legally permitted and will
include a way to opt out.
Qualification for the free strategy call
The booking journey used for paid advertisements asks whether:
● the business is based and operating in the United Kingdom; and
● the business has monthly turnover of at least £5,000.
The strategy-call calendar is displayed only where both conditions are met.
This automated routing is used only to decide whether the free strategy-call calendar is shown
through that particular booking journey. It does not make a legal or similarly significant decision
about you.
If you believe the form has routed you incorrectly, email mail@coachaccounts.com and we will
review it.
Advertising measurement
We use the Meta Pixel and related conversion technology to understand whether an Instagram
advertisement led to a website visit or booked call.
Advertising technology is only activated after the visitor gives the relevant consent.
Where consent has been given, Meta may receive:
● browser, device and network information;
● advertising click and browser identifiers;
● the page or website involved;
● campaign and conversion information; and
● an event indicating that a call was scheduled.
We do not intentionally include your turnover answer or free-text booking responses as custom
Meta event parameters.
Meta may combine information received through its services in accordance with its own policies.
You can read the Meta Privacy Policy at:
https://www.facebook.com/privacy/policy/
You can withdraw advertising consent through the Cookie Settings control on our website.
Services and organisations that receive information
We use selected providers to operate our website, booking journey and professional services.
Calendly
Calendly provides our booking and qualification forms. It processes the information entered into
the form, appointment details and related technical information.
Calendly Privacy Notice:
https://calendly.com/legal/privacy-notice
Meta
Meta provides Instagram advertising, the Meta Pixel and conversion-measurement services.
Meta Privacy Policy:
https://www.facebook.com/privacy/policy/
Vimeo
Vimeo provides embedded video content. Where Vimeo is used, it may receive technical and
device information and information about interaction with a video. Optional Vimeo technology is
not loaded until the relevant consent is given.
Vimeo Privacy Policy:
Google
Google services may be used for website security, reCAPTCHA and font delivery. Google may
receive technical, browser and device information when these services are activated.
Google Privacy Policy:
https://policies.google.com/privacy?hl=en-GB
Complianz
Complianz manages the website’s cookie banner, consent choices and cookie records.
Website, email and IT providers
Our website-hosting, email, cloud-storage, security and IT providers process information where
necessary to operate and protect our systems.
Professional-service systems
We use appropriate accounting, bookkeeping, tax, payroll, pension, company-secretarial,
customer-management and document-storage systems when providing services.
Authorities and professional advisers
Where necessary or legally required, information may be disclosed to:
● HM Revenue & Customs;
● Companies House;
● anti-money-laundering supervisors and professional regulators;
● pension providers and other authorities;
● courts and law-enforcement bodies;
● insurers, auditors, legal advisers and other professional advisers; and
● another professional adviser where you authorise a transfer of records.
International transfers
Some service providers, including Calendly, Meta, Vimeo and Google, may process information
outside the United Kingdom, including in the United States.
Where information is transferred outside the UK, we rely on an applicable UK adequacy
regulation or appropriate contractual safeguards, such as the UK International Data Transfer
Agreement, the UK Addendum to approved standard contractual clauses or another legally
recognised safeguard.
Contact mail@coachaccounts.com if you would like more information about the safeguard used
for a particular provider.
How long we keep information
We keep personal information only for as long as reasonably necessary.
We determine retention periods by considering:
● whether an enquiry, appointment or client relationship remains active;
● how long information is needed to respond and carry out appropriate follow-up;
● contractual, tax, accounting and regulatory record-keeping requirements;
● applicable limitation periods;
● the need to demonstrate privacy choices and compliance; and
● the need to establish, exercise or defend legal claims.
Where you become a client, relevant records will normally be retained for at least the statutory
or professional period applying to the service, which may commonly be six years after the
relevant accounting period or engagement ends. Some records may need to be retained for
longer where the law, a regulator or a continuing claim requires it.
Information that is no longer required will be deleted, anonymised or securely destroyed.
Our service providers may also retain information under their documented retention rules and
our account settings.
Cookies and similar technologies
Cookies are small files or identifiers stored on or accessed from your device. Similar
technologies include pixels, scripts, tags and browser storage.
We use the following categories:
● Strictly necessary: required to operate and secure the website, remember privacy
choices and provide a service you request.
● Scheduling: used by Calendly when you open and use the booking service.
● Media: used to display optional embedded video content.
● Advertising: used by Meta to measure advertising and determine whether an Instagram
advertisement led to a booked call.
● Preferences and statistics: used where applicable to remember choices and
understand website performance.
Non-essential technologies are not activated until the relevant consent has been given.
You can accept or reject optional technologies and change your choice at any time through the
persistent Cookie Settings control on the website.
Rejecting optional technologies will not prevent access to the basic website, although optional
video or similar content may not be displayed.
A current list of cookies, providers, purposes and lifetimes is available in our Cookie Policy:
https://coachaccounts.com/cookie-policy/
Security
We use appropriate organisational and technical measures designed to protect personal
information against accidental loss, unauthorised access, alteration or disclosure.
Access is limited to people and service providers that require the information for an authorised
purpose. No internet service can guarantee absolute security.
Your rights
Depending on the circumstances, you may have the right to:
● request a copy of your personal information;
● have inaccurate or incomplete information corrected;
● ask for information to be erased;
● ask us to restrict how information is used;
● object to processing based on legitimate interests;
● receive certain information in a portable format;
● withdraw consent at any time; and
● complain about how your information has been used.
You have an absolute right to object to the use of your personal information for direct marketing.
These rights are not all absolute and may depend on the lawful basis and circumstances.
To exercise a right, email mail@coachaccounts.com. We may ask for enough information to
confirm your identity.
Complaints
You can make a data-protection complaint by emailing mail@coachaccounts.com.
We will acknowledge and investigate your complaint without undue delay, keep you informed
and explain the outcome.
You may also complain to the Information Commissioner’s Office:
https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Changes to this notice
We may update this notice when our website, suppliers, services or use of information changes.
The latest version and its update date will be published on this page.