Privacy Policy

Last updated: 22/11/2025

1. Introduction

This Privacy Policy explains how The Lady Bookkeeper ("we", "us", "our") collects, uses, and protects your personal data when you visit our website or use our bookkeeping and related financial services. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or services, you agree to the practices described in this policy.

2. Who We Are

Business name: The Lady Bookkeeper
Address: 13b Victoria Crescent, Selkirk, TD7 5DE
**ICO Registration Number: ZC009187

3. What Data We Collect

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

a. Data you provide directly

Name
Business name
Address
Email address
Phone number
Financial records required for bookkeeping, payroll, VAT, or tax services
Any other information you share through our contact forms or when working with us

b. Data collected automatically

When you visit our website, we may automatically collect:

IP address
Browser type and version
Pages visited and time spent on the site
Cookies and tracking data (see "Cookies" section)

c. Special category data

We do not intentionally collect special category data unless required for legal compliance. If such data is provided, it will be handled with additional safeguards.

4. How We Use Your Data

We process your data for the following purposes:

To provide bookkeeping, payroll, VAT, and accountancy services
To respond to your enquiries
To maintain accurate financial and legal records
To improve our website and user experience
To comply with legal or regulatory obligations
To manage our business operations

5. Legal Basis for Processing

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

Contractual necessity – to provide services you have requested
Legal obligation – to comply with tax, accounting, or financial regulations
Legitimate interests – to run and improve our business
Consent – where you have explicitly given consent (e.g., for marketing communications)

6. How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect your information. These include:

Encrypted storage
Secure accounting software (e.g., Xero)
Restricted access only to staff who need the information
Secure devices and password protection

We retain data only for as long as necessary to meet legal and service requirements.

7. Sharing Your Information

We may share your data with trusted third parties, including:

Cloud accounting platforms such as Xero
Payroll or tax software providers
HM Revenue & Customs (HMRC), if legally required
Professional advisors (e.g., accountants)
IT service providers

We do not sell or rent your personal information.

9. Your Rights Under UK GDPR

You have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion (in certain circumstances)
Object to processing
Request restriction of processing
Data portability
Withdraw consent at any time (where relevant)

To exercise your rights, contact us using the details above.

10. Cookies

We use cookies to improve website functionality and performance. You can control or disable cookies through your browser settings.

12. 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 “last modified” date.

13. Contact Us

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

Email: pp@theladybookkeeper.co.uk