Draft policy for review before launch. It should be checked against the final form provider, cookie banner and advertising setup.
The Bookkeeping Co. ("we", "us") is committed to protecting your privacy. This policy explains what personal data we collect, how we use it, who we may share it with, and your rights under UK GDPR and the Data Protection Act 2018.
Who we are
The Bookkeeping Co. provides bookkeeping and related business support services. For privacy questions, please use the contact form on this website.
Personal data we collect
When you use this website or contact us, we may collect:
- Your name, email address and phone number
- Your website address, if you choose to provide it
- Information you include in your enquiry, such as your business type, software used, deadlines and services of interest
- Technical information such as IP address, browser, device, pages visited, referral source and approximate location
- Advertising and analytics information such as cookie IDs, pixel IDs, campaign source, page views, form events and conversion events, where consent is required and given
How we use your data
We use personal data to:
- Respond to enquiries and arrange consultations
- Provide bookkeeping services to clients
- Keep records for tax, accounting, anti-money-laundering and professional obligations
- Protect the website from spam, abuse and security threats
- Understand how the website is used and improve its content
- Measure advertising performance and, where permitted, show relevant adverts or remarketing adverts on platforms such as Google, Microsoft/Bing, Facebook, Instagram and TikTok
Lawful basis
Depending on the situation, we rely on:
- Consent when you submit an enquiry or accept non-essential cookies and advertising pixels
- Legitimate interests for basic website security, spam prevention, responding to business enquiries and improving our services
- Contract where we provide services to you or take steps before entering into a contract
- Legal obligation where we must keep records for tax, accounting, anti-money-laundering or regulatory reasons
Advertising, analytics and remarketing
We may use services such as Google Ads, Google Analytics, Google Tag Manager, Microsoft Advertising Universal Event Tracking, Meta Business Tools for Facebook and Instagram, and TikTok Pixel or TikTok Ads.
These tools may use cookies, pixels or similar technologies to measure visits, understand which adverts led to an enquiry, limit repeated adverts, build audiences and show relevant adverts to people who have visited this website. These tools may collect technical data such as IP address, browser, device, pages viewed, timestamps, cookie identifiers and event information.
Non-essential analytics and advertising cookies or pixels should only be used where required consent has been given. We do not intentionally send sensitive bookkeeping, tax or financial details to advertising platforms. Please avoid including sensitive account details, passwords, bank details or tax reference numbers in the contact form.
Who we share data with
We do not sell your personal data. We may share data with trusted providers, including:
- Website hosting and security providers
- Contact form and email delivery providers
- Cloud accounting, bookkeeping and client management systems, where you become a client
- Advertising and analytics platforms such as Google, Microsoft, Meta and TikTok, where their tools are used and consent rules apply
- Professional advisers or authorities where required by law
International transfers
Some providers may process data outside the UK. Where this happens, we expect appropriate safeguards to be used, such as UK adequacy regulations, standard contractual clauses or equivalent lawful transfer mechanisms.
How long we keep data
Enquiry details are kept only as long as needed to respond and manage the enquiry. Client records are kept for the period required by HMRC, professional rules, anti-money-laundering obligations and our legitimate business record-keeping needs. Website analytics and advertising data is retained according to the settings of the relevant platform.
Your choices and rights
You can choose whether to accept non-essential cookies and advertising technologies when the site asks for consent. You can also control cookies through your browser and platform advertising settings.
You have the right to access, correct, delete, restrict or object to the processing of your personal data, and the right to withdraw consent where processing is based on consent. To exercise these rights, use the contact form on this website. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Changes to this policy
We may update this policy when our website, services, form provider, analytics tools or advertising setup changes.