Privacy Policy

Bookkeep Services Ltd
Effective Date: 13th June 2025

At Bookkeep Services Ltd ("we", "our", or "us"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you engage with our services, visit our website, or otherwise interact with us.

1. Who We Are

Bookkeep Services Ltd is a UK-based provider of professional bookkeeping and financial services to small and medium-sized businesses. We are registered in England and Wales, company reg. 15830457 with our registered office at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.

For the purposes of data protection law, we are the “data controller” of the personal information you provide to us.

2. Information We Collect

We may collect and process the following types of personal data:

Contact Information: Name, address, email, phone number
Financial Information: Bank details, payment information, tax records
Business Information: Company name, company number, financial statements, payroll records
Technical Data: IP address, browser type, and other usage data collected through cookies (when using our website)
Communication Records: Emails, messages, and notes from meetings or calls

3. How We Use Your Information

We use your personal data to:

Provide our bookkeeping and financial services
Manage client relationships
Process payments and invoices
Comply with legal obligations (e.g., HMRC requirements)
Communicate with you about our services
Improve our website and services

4. Legal Bases for Processing

We process your personal data under one or more of the following lawful bases:

Contract: To perform a contract with you or to take steps at your request before entering into a contract
Legal Obligation: To comply with a legal or regulatory obligation
Legitimate Interests: For our legitimate business interests, provided your rights don’t override those interests
Consent: When you give us explicit permission (e.g., for marketing emails)

5. How We Share Your Information

We do not sell your data. However, we may share your data with:

HMRC or other authorities as required by law
Trusted third-party service providers (e.g., accounting software platforms, IT support)
Professional advisors (e.g., accountants, solicitors)

All third parties are required to respect your data and comply with applicable data protection laws.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Typically, financial records are retained for at least 6 years in line with HMRC requirements.

7. Your Rights

Under the UK GDPR, you have the right to:

Access the personal data we hold about you
Request correction of inaccurate or incomplete data
Request erasure of your data (subject to legal limitations)
Object to or restrict processing of your data
Data portability
Withdraw consent at any time (if processing is based on consent)
Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise your rights, please contact us at:
📧 info@bookkeepservices.co.uk
📞 0800 772 0415

8. Security of Your Data

We take appropriate technical and organisational measures to protect your data from loss, misuse, or unauthorised access, including encryption, access controls, and regular security audits.

9. Cookies

Our website may use cookies to improve user experience and analyse website traffic. You can manage your cookie preferences through your browser settings. For more details, see our Cookie Policy

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Effective Date".

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Bookkeep Services Ltd
📧 info@bookkeepservices.co.uk
📞 0800 772 0415
🏢 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.