How we use personal data

Competition Privacy Notice

KAIROS-K LTD is the controller of personal data used for UK Accountant of the Year 2026. This notice explains what we collect, why we use it, who receives it, how long we retain it and the rights available to individuals.

1 Controller and contact

KAIROS-K LTD, company number 14481271, 48 Railway Street, Llanhilleth, Abertillery, Wales, NP13 2JB. Privacy enquiries: office@kairos-k-practice.com. ICO registration ZB564813, current certificate expires 6 July 2027.

2 Information we collect

• Application form answers: full name, email address, phone number, UK nation, professional or study status, optional employer or place of study, how you heard about the competition and any advert referral code.
• Required declarations and optional choices made in the form, with the submission time and the document versions accepted.
• Identity, age, contact and territorial eligibility information.
• Professional, employment or educational status.
• Stage 1 test answers, score and submission time, and the Google account email used to sign in (Google Forms).
• Sintegrum account, candidate ID, Stage 2 video responses, scores, moderation notes and judge comments.
• Stage 3 Zoom consultation recordings, with the image and voice of the candidate and of the actor playing the client.
• Identity and prize-payment verification for finalists or winners.
• Audio, video, photographs, biography and voice where applicable.
• YouTube publication links, public engagement metrics and moderation information for finalist videos.
• Reasonable-adjustment information voluntarily supplied, which may include health information.
• Technical, security, submission and integrity logs.
• Complaints, correspondence, incident evidence, marketing, publicity and advertising preferences.

3 Why we use it

• Contract: accepting entries, administering stages, assessing work and awarding prizes.
• Legitimate interests: fair and secure competition administration, task security, moderation and complaint handling.
• Legal obligation: tax, accounting and regulatory records.
• Explicit consent: health information used for reasonable adjustments where required.
• Separate consent: publication or advertising of a finalist’s image, voice, video or biography and optional future updates.

4 Sharing and processors

We use Google (Google Forms, Google Sheets and Gmail) to receive and store applications and Stage 1 test answers and to send confirmation emails, and Zoom to hold and record the Stage 3 consultations. The actor who plays the client in Stage 3 sees and hears the candidate during the consultation and must keep all candidate information confidential. We may share the minimum necessary information with Sintegrum for competition assessment and administration; YouTube and Google for hosting, publication, moderation and public engagement with finalist videos; email, cloud, identity and payment providers; judges and independent reviewers; professional advisers, insurers, regulators and authorities. Sponsors do not receive candidate data for their own marketing without a separate lawful basis and clear choice.

Google (Google Analytics and Google Tag Manager), Meta (Facebook and Instagram) and TikTok receive device and browsing information only from website visitors who accept the relevant optional analytics or advertising cookies. See the Cookie Policy.

5 International transfers

Sintegrum, YouTube or another supplier may process or make data accessible outside the UK. Where this occurs, we will identify the relevant provider role and use an applicable UK adequacy regulation or another recognised safeguard.

6 Retention

• Unsuccessful applications and Stage 1 records: 12 months after results.
• Stage 2 and Stage 3 work, scores, moderation and complaints: 24 months after results or final resolution.
• Winner and payment records: 6 years after the relevant accounting period.
• Accessibility information: 90 days after participation ends, unless required for a live complaint.
• Published publicity material: until consent is withdrawn or the stated campaign period ends, subject to material already lawfully distributed.
• Marketing preference: until withdrawal or 24 months of inactivity.

7 Rights and complaints

Subject to legal conditions, individuals may request access, correction, erasure, restriction or portability, object to processing, and withdraw consent. Contact office@kairos-k-practice.com. A complaint may also be made to the Information Commissioner’s Office.

8 Required information and automated processing

Required application information is necessary to assess eligibility and administer the competition. The organiser does not make a solely automated decision producing legal or similarly significant effects. Automated assistance may support scoring or administration only with meaningful human review.