Privacy notice
This notice explains how SSAS 4 Accountants Ltd uses the personal data accountants give us when they apply for and hold membership.
Who we are
SSAS 4 Accountants Ltd is the controller of your personal data. We are registered in England & Wales, company no. 17354051, at The Auld Bank, 3 Front Street, Hetton le Hole, Sunderland DH5 9PE.
- ICO registration: applied for on 22 October 2026 (application reference C2066272)
- Data protection contact: Terry Dunbar, terry.dunbar@ssas4accountants.com, 0191 249 9929
What we collect
When you apply, we collect:
- your full name, role and phone number
- your firm's name, website and practice address
- your work email address
- your professional body and membership number
- your confirmation that your firm holds professional indemnity insurance
- your confirmation of the membership undertaking
While you are a member, we also keep your log-in details, the training you complete, and your questions to our technical desk.
How we verify you
Membership is for accountants only, so we check each application before granting access. We compare the details you give us with:
- your professional body's public register of members
- Companies House, for your firm's details
- your firm's website, and that your email address uses the firm's domain
We record the result of each check. If we cannot verify you, we will email you to ask for more detail.
Why we use it
We only use your data for the purposes below, each with a lawful basis under UK GDPR.
| Purpose | Lawful basis |
|---|---|
| Checking you are an accountant before granting access | Legitimate interests: keeping member content for verified professionals |
| Setting up and running your membership, log-in and training | Contract: providing the membership you applied for |
| Membership emails: log-in, service and regulatory updates | Contract |
| News, webinars and new framework content | Consent (the optional box on the form) |
| Keeping records of our compliance checks | Legal obligation and legitimate interests |
Emails we send
Members receive emails needed to run the membership, such as log-in details and important rule changes. We only send news, webinar invitations and marketing if you tick the updates box. Every marketing email has an unsubscribe link, and you can also email terry.dunbar@ssas4accountants.com to stop them.
Who we share it with
We never sell your data. We share it only with providers who help us run the membership, under contracts that require them to protect it:
| Provider | What they do |
|---|---|
| systeme.io | Sign-up forms, member area and emails |
| Cloudflare | Website hosting |
| Google Workspace | Email and document storage |
| Zoho CRM | Contact records |
We never deal directly with business owners, and we do not receive or pass on client introductions. We may share data where the law requires it.
Transfers outside the UK
Some of our providers store data in the EU or the US. Where data leaves the UK, it is protected by UK adequacy regulations (for the EU, and for US companies certified to the UK Extension to the EU-US Data Privacy Framework) or by the UK International Data Transfer Agreement.
How long we keep it
| Data | How long |
|---|---|
| Applications we decline or that are withdrawn | 6 months after the decision |
| Member records and verification checks | While you are a member, then 2 years |
| Marketing consent and unsubscribe records | Until you withdraw consent, then as long as needed to respect it |
Your rights
You can ask us to:
- give you a copy of the data we hold about you
- correct anything that is wrong
- delete your data, where we no longer need it
- restrict or stop using it, or object to our legitimate-interests use
- send your data to you or another organisation in a usable format
- stop marketing emails, or withdraw consent, at any time
Email terry.dunbar@ssas4accountants.com. We will reply within one month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.
Last updated: 22 October 2026