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Simple Bookkeeping

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Privacy Policy

How Simple Bookkeeping collects, uses and protects your personal data.

At Simple Bookkeeping, we take your privacy seriously. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, or use our bookkeeping, payroll, tax and related services.

We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as applicable.

Who we are

This Privacy Policy applies to personal data processed by Simple Bookkeeping in connection with:

  • Your use of the Simple Bookkeeping website;
  • Your enquiries and communications with us;
  • The provision of bookkeeping and accounting-related services;
  • Payroll and pension-related services;
  • Self Assessment and tax-return support;
  • Accounting software and bookkeeping-system support;
  • Administration of our client relationships;
  • Processing payments and issuing invoices;
  • Marketing communications, where permitted;
  • Recruitment and business administration, where applicable; and
  • Our legal and regulatory obligations.

For the purposes of applicable data protection legislation, Simple Bookkeeping may act as the data controller in relation to personal information collected and used for its own business purposes.

Business name: Simple Bookkeeping
Email: [email protected]
Telephone: 07447 853910 / 07568 273573
Legal entity: M Ali trading as Simple Bookkeeping

If you have any questions about how we use your personal information, please contact us using the details above.

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or applicable legal requirements. We encourage you to review this page periodically.

How we obtain your personal data

We may collect personal information directly from you when you:

  • Contact us by telephone, email or through our website;
  • Request a quotation or information about our services;
  • Become a client;
  • Provide documents or information required for us to perform our services;
  • Complete an enquiry or contact form;
  • Subscribe to receive communications from us;
  • Provide information in connection with payroll or tax services; or
  • Otherwise communicate with us.

We may also receive personal information indirectly from:

  • Your employer or business;
  • Company directors, partners or other authorised representatives;
  • Other professional advisers acting on your behalf;
  • Accounting, bookkeeping, payroll or banking software;
  • HMRC or other public authorities;
  • Service providers assisting us in delivering our services; and
  • Other third parties where they are legally entitled to provide us with your information.

Where you provide us with personal information relating to another individual, you should ensure that you are authorised to provide that information and that the individual has been informed where required by applicable law.

Types of personal data we collect

Depending on the services we provide and your relationship with us, we may collect the following categories of personal information.

Identification and contact information

This may include:

  • Name;
  • Business or trading name;
  • Email address;
  • Telephone number;
  • Postal or business address;
  • Date of birth where required for a service;
  • Company or business information; and
  • Other contact information you provide.

Financial and tax information

Where required to provide our services, this may include:

  • Bank account information;
  • Transaction information;
  • Income and expenditure information;
  • Invoices and receipts;
  • Tax information;
  • National Insurance information;
  • UTR or other tax identifiers;
  • PAYE information;
  • Payroll information;
  • Pension information;
  • Information relating to employees or workers; and
  • Other financial records supplied to us.

Business information

This may include:

  • Business structure;
  • Company information;
  • Accounting records;
  • Supplier and customer information;
  • Business expenses;
  • Sales information;
  • Payroll records; and
  • Other information necessary to provide our services.

Technical information

When you use our website, we may collect limited technical information, such as:

  • IP address;
  • Browser type;
  • Device type;
  • Operating system;
  • Website pages visited;
  • Date and time of visits;
  • General website usage information; and
  • Information collected through cookies or similar technologies, where applicable.

Why we process your personal data

We may process your personal information for the following purposes:

  • To respond to enquiries and requests;
  • To provide bookkeeping, accounting and related services;
  • To prepare and process Self Assessment information;
  • To provide payroll and pension-related services;
  • To maintain accounting and financial records;
  • To communicate with you about our services;
  • To prepare invoices and process payments;
  • To manage our client relationships;
  • To communicate important information regarding your account or services;
  • To provide customer support;
  • To maintain and improve our website and services;
  • To prevent fraud, misuse or unauthorised access;
  • To comply with legal, tax and regulatory obligations;
  • To establish, exercise or defend legal claims;
  • To obtain professional or technical support where necessary; and
  • To send marketing communications where we are legally permitted to do so.

Under the UK GDPR, we will generally rely on one or more of the following legal bases when processing personal information:

Contract

We may process personal information where it is necessary to enter into or perform a contract with you, including providing bookkeeping, payroll or other services.

We may process personal information where necessary to comply with a legal or regulatory obligation.

This may include obligations relating to taxation, accounting, employment, payroll, financial records or other applicable legislation.

Legitimate interests

We may process personal information where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms.

This may include:

  • Managing and improving our services;
  • Managing our business operations;
  • Communicating with clients;
  • Maintaining appropriate business records;
  • Protecting our business and systems;
  • Preventing fraud and misuse;
  • Establishing and defending legal claims; and
  • Managing our website.

Where required by law, we will rely on your consent to process personal information.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

When we share your data with others

We will only share personal information where reasonably necessary, where you have authorised us to do so, or where we are legally permitted or required to do so.

Depending on the circumstances, we may share information with:

  • HM Revenue & Customs (HMRC);
  • Pension providers and relevant payroll providers;
  • Accounting and bookkeeping software providers;
  • Banking and payment service providers;
  • IT, hosting and technical service providers;
  • Professional advisers;
  • Legal or regulatory authorities;
  • Auditors or insurers where applicable;
  • Suppliers and service providers supporting our business; and
  • Other third parties where you have instructed or authorised us to provide information.

Where we use a third party to process personal information on our behalf, we take reasonable steps to ensure that appropriate contractual, technical and organisational safeguards are in place.

We do not sell your personal information.

Accounting, payroll and third-party software

In providing our services, we may use or assist you with third-party accounting, bookkeeping, payroll, banking or other software platforms.

Information processed through these platforms may be subject to the privacy policies and terms of those providers.

Examples may include accounting and bookkeeping platforms such as Xero, QuickBooks, Sage or FreeAgent where relevant to the services we provide.

We will only use such services where reasonably necessary for providing the agreed services or operating our business.

When we transfer your data

We generally aim to process and store personal information within the UK or jurisdictions that provide an appropriate level of data protection.

Some of the technology and service providers we use may process personal information outside the UK.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable data protection legislation.

Where required, this may include using appropriate safeguards such as the UK International Data Transfer Agreement, UK Addendum to EU Standard Contractual Clauses, adequacy regulations or another lawful transfer mechanism.

You may contact us using the details in this Privacy Policy if you would like further information about relevant international data transfers.

How we protect your personal data

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access;
  • Unauthorised disclosure;
  • Loss;
  • Misuse;
  • Alteration; and
  • Accidental or unlawful destruction.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

You should not send passwords, online banking credentials or other highly sensitive security information to us through ordinary email or website contact forms unless we have specifically instructed you to do so using an appropriate secure method.

How long we keep your data

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The length of time we retain information will depend on:

  • The nature of our relationship with you;
  • The services we provide;
  • Our legal and regulatory obligations;
  • Tax and accounting requirements;
  • Our legitimate business needs;
  • Whether the information may be required in connection with a legal claim; and
  • Any other applicable legal requirements.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.

Certain financial, tax, accounting and business records may need to be retained for a specific period under applicable law.

Marketing

We may occasionally contact you about our services, offers, updates or other information that we believe may be relevant to you.

Where required by law, we will obtain your consent before sending direct electronic marketing communications.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option provided in the communication.

Opting out of marketing will not affect service-related communications that are necessary for our ongoing relationship with you.

Your rights

Subject to certain legal conditions and exceptions, you may have the following rights under UK data protection law:

Right of access

You may request a copy of the personal information we hold about you and information about how we process it.

Right to rectification

You may ask us to correct personal information that is inaccurate or incomplete.

Right to erasure

In certain circumstances, you may ask us to delete your personal information.

This right is not absolute and may not apply where we have a legal obligation or legitimate reason to retain the information.

Right to restrict processing

In certain circumstances, you may ask us to restrict how we use your personal information.

Right to object

You may have the right to object to certain types of processing, including processing based on legitimate interests and direct marketing.

Right to data portability

In certain circumstances, you may request that personal information you have provided to us is supplied to you or another controller in a structured, commonly used and machine-readable format.

Where we process your personal information based on consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact:

Email: [email protected]

We may need to verify your identity before processing certain requests.

We will normally respond to valid requests within one month, although this period may be extended where permitted by law for complex or multiple requests.

Children’s data

Our website and services are intended primarily for adults and businesses.

We do not knowingly collect personal information from children through our website unless this is necessary for a legitimate business or legal purpose.

If you believe that a child has provided personal information to us without appropriate consent, please contact us.

Cookies

Our website may use cookies and similar technologies to provide functionality, understand website usage and improve your experience.

Where required, we will request your consent before placing non-essential cookies on your device.

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, security or content of third-party websites.

We recommend that you review the privacy policy of any third-party website you visit.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes to our services;
  • Changes to our business;
  • Changes to applicable legislation;
  • Changes to technology; or
  • Changes to how we process personal information.

The latest version will always be made available on this page.

We encourage you to review this Privacy Policy periodically.

How to contact us

If you have questions about this Privacy Policy, how we process your personal information, or wish to exercise your data protection rights, please contact us:

Simple Bookkeeping
Email: [email protected]
Telephone: 07447 853910 / 07568 273573

How to contact the ICO

If you are unhappy with how we have handled your personal information, you have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

You can contact the ICO through its website or by telephone.

You should normally contact us first so that we have an opportunity to address your concerns, but you have the right to contact the ICO directly.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

Privacy Policy version

Effective date: 1 September 2026
Last reviewed: 1 September 2026