What client data is deleted
Use this list to identify what data is removed when a client record is deleted. Should you need to keep any of this data for legal purposes, mark the client as inactive instead.
We recommend only deleting clients added in error or where you are legally required to do so.
Client management
All details held in the client record are deleted:
| Information deleted | Description |
|---|---|
| General information | Business details, such as their trading name and financial period end date. |
| Tax information | Details such as UTR, VAT registration, and national insurance numbers. |
| Contact information | All contact information (phone numbers and email addresses). All access through the client portal is also removed. |
| Address details | All recorded addresses for your client. |
| Bank details | All recorded bank details for your client. |
| Relationship links |
If this client is linked to another by recording a relationship, the relationship link is deleted. |
| Bookkeeping connections | If this client's details were imported from another bookkeeping application, the connection to that application for this client is be deleted. |
| Companies House account | Any recorded authentication codes for Companies House for this particular client. |
If you synchronise your client list with your IRIS Accountancy Suite account, clients deleted from IRIS Elements are not deleted from IRIS Accountancy Suite. Instead, the data synchronisation is stopped for that client.
IRIS Elements Accounts Production
If you subscribe to IRIS Elements Accounts Production, the following information is deleted:
| Information deleted | Description |
|---|---|
| Prepared accounts | Any accounts that have been prepared for this client. For partnerships, any partnership accounts are also deleted. |
| Bookkeeping connections | Any connections to bookkeeping applications. |
IRIS Elements Anti Money Laundering and IRIS Elements Anti Money Laundering Checks
If you subscribe to IRIS Elements Anti Money Laundering or IRIS Elements Anti Money Laundering Checks, the following information is deleted:
| Information deleted | Description |
|---|---|
| AML checks | The results of any AML checks or reports. |
| Risk profiles | Any risk profiles created for this client. |
| Client and practice risk assessments | Any risk assessments created for this client. |
| KYC assessments | Any know your customer (KYC) assessments created for this client. |
| Uploaded documents | Any AML documents you have uploaded for this client. You can download copies of any AML documents you've uploaded. |
| Suspicious activity reports | Any suspicious activity reports (SAR) created for this client. |
| Compliance officers or beneficial owners | Any recorded compliance officers or beneficial owners. |
| Professional memberships | Any memberships to any professional compliance groups. |
IRIS Elements Company Formations
If you subscribe to IRIS Elements Company Formations, the following information is deleted:
| Information deleted | Description |
|---|---|
| All business data | Name, address, SIC code (for businesses), and so on. |
| Relationships | Any linked relationships to other companies. |
| Share register and share allocates | Any recorded share classes. |
| Formation record (businesses only) | Including any information which is in progress or has been previously submitted. |
IRIS Elements Company Secretarial
If you subscribe to IRIS Elements Company Secretarial, the following information is deleted:
| Information deleted | Description |
|---|---|
| All forms | Any forms for any clients who have a relationship with the deleted client are kept. |
IRIS Elements Practice Management
If you subscribe to IRIS Elements Practice Management (any level), the following information is deleted:
| Information deleted | Description |
|---|---|
| Jobs | Any jobs created specifically for this client. |
| Tasks | Any tasks created specifically for this client. |
| Services | Any services created specifically for this client. |
| Uploaded documents | Any documents you have uploaded for this client. You can download copies of any documents you've uploaded. |
| Contacts | Any contacts unique to this client. However, if they are also contacts of another client, that contact record is kept. |
| Emails | Any records of emails sent or received (go to the client record's Emails tab). |
| Notes | Any notes recorded for this client. |
| Client Portal | All access to the client portal and all documents stored. |
IRIS Elements Proposal Manager
If you subscribe to IRIS Elements Proposal Manager, the following information is deleted:
| Information deleted | Description |
|---|---|
| Draft proposals | Any draft proposals created for this client. |
| Sent proposals | Any proposals sent to this client. |
IRIS Elements Tax (any level), IRIS Elements Trust Tax, and IRIS Elements VAT Filer
If you subscribe to IRIS Elements Tax (any level), IRIS Elements Tax and Accounts, IRIS Elements Trust Tax, or IRIS Elements VAT Filer, the following information is deleted:
| Information deleted | Description |
|---|---|
| Tax returns | Any tax returns created for the client will be deleted. If required, you can download submitted tax returns before deleting the client. |
| VAT returns | Any VAT returns produced for this client. |
| Tax calculations and computations | Any tax return calculations or computations created for the client. If required, you can view and download a copy of the computation before deleting the client. |
| Involvements and relationships |
If a client is deleted, any data entered as part of an involvement with that client is also deleted. For example, if a partnership business is deleted, the SA800 returns are also be deleted. Any linked partner data pushed through to the SA100 is unaffected. The individual's partnership profit share remains on their SA100. |
| Tax return status data | Any record of when tax returns were submitted. |
IRIS Elements Tax and Accounts
If you subscribe to IRIS Elements Tax and Accounts, the following information is deleted:
| Information deleted | Description |
|---|---|
| Tax returns | Any tax returns created for the client will be deleted. If required, you can download submitted tax returns before deleting the client. |
| VAT returns | Any VAT returns produced for this client. |
| Tax calculations and computations | Any tax return calculations or computations created for the client. If required, you can view and download a copy of the computation before deleting the client. |
| Involvements and relationships |
If a client is deleted, any data entered as part of an involvement with that client is also deleted. For example, if a partnership business is deleted, the SA800 returns are also be deleted. Any linked partner data pushed through to the SA100 is unaffected. The individual's partnership profit share remains on their SA100. |
| Tax return status data | Any record of when tax returns were submitted. |