Website Accessibility Rules UK: What Small Businesses Need to Know

If you're a small business owner in the UK, you need to know the rules that affect your website. This guide covers accessibility, cookies, privacy, Companies House and HMRC digital filing — with a focus on what sole traders must do. You'll find practical steps to check, questions to ask, and decisions to make.

Website Accessibility: More Than Just Legal Compliance

Making your website accessible is not just about following the law—it's about making sure everyone, including people with disabilities, can use it. An accessible site improves user experience for all visitors, increases your reach and can help avoid legal issues. If your website isn’t accessible, it may not be usable by people who rely on screen readers, have limited mobility or have visual impairments.

• Use clear, readable fonts. Avoid decorative fonts that are hard to read, especially for people with dyslexia or visual impairments.
• Don’t rely on colour alone to show important information. For example, if you use red to indicate an error, also include text like 'Error: Please correct this field'.
• Add descriptive alt text to all images. Alt text helps screen readers describe images to people who can’t see them. It should be concise and explain what the image is showing and why it’s relevant.

Testing your site is an essential step. Use tools like the W3C Validator or free accessibility checkers to identify and fix issues. These tools can highlight problems like missing alt text, poor colour contrast or broken links. Regular testing ensures your site stays accessible as it grows and changes.

Cookies and Privacy: What You Must Do

Display a cookie consent banner on your site, explaining what cookies you use. This banner should appear when a visitor first lands on your website. It must be clear, not intrusive, and should explain what cookies are being used. Essential cookies, like those needed for your website to function, can be accepted automatically, but non-essential cookies—such as those for analytics or advertising—should require user consent.

• Make sure the banner gives users the option to accept or reject non-essential cookies. This should be simple and straightforward, with no hidden options or confusing language. A clear ‘Accept’ and ‘Reject’ button is best.

Keep a privacy policy that clearly explains how you collect and use data. This policy should be accessible from every page of your website, typically via a link in the footer. It should detail what personal data you collect, how you use it, and who you share it with. It’s also important to explain how users can manage or delete their data if they wish to do so.

Make sure your privacy policy is easy to find and understand. Avoid legal jargon and use simple, plain language. Users should be able to read through it quickly and know exactly what you’re doing with their information. If you use third-party services like Google Analytics or social media plugins, these should also be mentioned in your privacy policy with links to their own policies if applicable.

HMRC and Companies House: What Sole Traders Need to Know

If you're a sole trader, you may need to file tax returns and other documents online with HMRC. This means using the government's digital services, such as the Self Assessment system, to submit your information. It's important to check HMRC's website for guidance on digital filing and what you need to do. They provide step-by-step instructions and tools to help you complete and submit your returns accurately.

Companies House requires sole traders to file annual returns if they're registered as a company — but not if they're a sole trader. This means that if you're operating as a sole trader, you're not required to file an annual return with Companies House. However, if you've formed a company, you must keep your information up to date and file the necessary documents.

Stay informed about any changes to digital filing requirements from both HMRC and Companies House. Both organisations update their procedures regularly, and failing to keep up can lead to delays or penalties. Here are some practical steps to help you stay on top of your obligations:

• Check HMRC's website regularly for updates on digital filing requirements and tax submission deadlines.
• Use the official HMRC tools and platforms for submitting your tax returns and other documents.
• If you're unsure about your status as a sole trader or company, seek advice from a qualified accountant or legal professional.
• Keep a record of all filings and submissions for your own reference and to ensure compliance.
• Sign up for email alerts from HMRC and Companies House to stay informed about any changes that may affect you.

Practical Steps to Check Your Website

• Use free tools like WAVE and AXE to test your website’s accessibility. These tools highlight issues like missing alt text on images, poor color contrast, and improper heading structure. Run these tests regularly, especially after making any changes to your site.

• For cookie compliance, use tools like Cookie Consent to ensure your website meets the requirements of the Privacy and Electronic Communications Regulations (PECR). These tools help you display a clear cookie notice and allow users to accept or reject cookies.

• Review your privacy policy to make sure it covers all necessary areas, such as data collection, usage, and user rights. If your website collects personal information, your policy must explain how you handle it and provide a way for users to contact you. Update it if your practices change or if new legislation affects your business.

• Check that all links and buttons on your site are functional and clearly marked. A broken link or unclear call-to-action can frustrate users and harm your credibility. Ensure that buttons have visible hover and active states, and that links open in new tabs where appropriate.

• Ensure your site is mobile-friendly and works well on different devices. Use tools like Google’s Mobile-Friendly Test to check how your site performs on smartphones and tablets. A responsive design that adapts to screen size is essential for user experience and search engine visibility.

Questions to Ask Yourself and Your Web Designer

Does my website meet UK accessibility standards? Start by checking if it's compatible with screen readers, keyboard navigation and has sufficient colour contrast. Ask your web designer if they use accessible coding practices and if they have experience with the Web Content Accessibility Guidelines. If you're unsure, consider running a free accessibility checker tool online.

Are my cookie settings and privacy policy up to date? Ensure your website has a clear cookie policy that explains what data is collected and how it's used. Make sure users can easily opt out of non-essential cookies. Your privacy policy should be easy to find, ideally in the footer of your site. If you're using third-party tools like Google Analytics or social media plugins, confirm they're compliant with UK data protection laws.

Can my web designer help me comply with HMRC and Companies House requirements? If you're a sole trader, you may need to file certain information online. Ask your web designer if they can help you set up a dedicated section on your website for tax and company information, ensuring it's secure and easy to access. They should also be able to advise on how to keep your website updated with any new legal requirements.

What steps can I take to improve my site's accessibility and user experience? Use clear and simple language, avoid flashing content, provide alt text for images, and ensure all links have descriptive text. Consider adding a feedback form so users can report accessibility issues. Regularly review your website's performance and usability, and don't hesitate to ask your web designer for updates or improvements.

How Dalton Digital approaches it

At Dalton Digital, we build websites by hand, ensuring they are accessible, compliant and built to last. We look after them with our own monitoring system, Pulse, so you can focus on your business. If you're in Sutton-in-Ashfield or anywhere else in the UK, we're here to help you stay online and stay in control.