Privacy Policy
This policy explains what personal data Small Business Online Accountants & Bookkeepers Ltd. ("we", "our", "us") collects when you visit smallaccountants.co.uk or engage our services, how we use that data, and the rights you have under UK GDPR.
Who we are
Small Business Online Accountants & Bookkeepers Ltd. is a private limited company registered in England & Wales (Company No. 16659147), with its registered office at 128 City Road, London EC1V 2NX. We are the data controller for the personal data described in this policy.
For any privacy queries, please contact us at Accountants@smallaccountants.co.uk.
What data we collect
Information you provide to us
- Booking enquiries: when you book a consultation through Calendly, we receive your name, email address, and any information you choose to share in the booking form (business name, accounting software, what you need help with).
- Direct messages: when you contact us via email or WhatsApp, we receive your contact details and the contents of your message.
- Engagement information: if you become a client, we collect the information necessary to deliver bookkeeping and accounting services — typically business records, financial transaction data, software access credentials you choose to share, and identification documents required by anti-money-laundering regulations where applicable.
Information collected automatically
- Analytics data: we use Google Analytics to understand how visitors use our website. This includes your approximate location (country/city level), device type, browser, pages visited, and time spent. This data is collected via cookies and is anonymised in aggregate reports.
- Server logs: our hosting provider records standard web server logs (IP addresses, request timestamps) for security and technical maintenance.
How we use your data
We use your personal data only for legitimate purposes:
- To respond to enquiries and provide quotes
- To deliver the accounting and bookkeeping services you've engaged us for
- To prepare documentation required for filings such as VAT returns, accounts, and tax computations
- To meet our legal obligations under UK accounting, tax, and anti-money-laundering regulations
- To improve our website through aggregated analytics
- To send you occasional updates about our services if you've opted in (you can opt out anytime)
Legal basis for processing
Under UK GDPR, we process your personal data on the following legal bases:
- Contract: where processing is necessary to provide the services we've agreed to deliver.
- Legitimate interests: for analytics, website improvement, and responding to enquiries.
- Legal obligation: where we're required to retain or report data for tax, accounting, or anti-money-laundering compliance.
- Consent: for cookies that aren't strictly necessary, and for marketing communications.
Who we share your data with
We do not sell or rent your personal data. We share data only with:
- Service providers we use to operate the business: these include cloud accounting platforms (Xero, QuickBooks Online), our calendar booking system (Calendly), our email provider, and our website hosting provider (Namecheap). Each of these has its own privacy policy and processes data on our behalf under written agreements.
- Government bodies and regulators: where legally required, such as HMRC and Companies House for client filings, or in response to a valid legal request.
- Professional advisors: our own accountants, lawyers, or insurers where strictly necessary, under confidentiality.
We do not transfer your personal data outside the UK or EEA without ensuring appropriate safeguards are in place.
How long we keep your data
We retain your personal data only as long as necessary:
- Enquiries that don't lead to engagement: 12 months.
- Client records: at least 6 years from the end of the engagement, in line with HMRC retention requirements for accounting records.
- Analytics data: 14 months (Google Analytics default).
- Marketing contacts: until you unsubscribe, plus a short audit period.
Your rights under UK GDPR
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (subject to legal retention requirements)
- Restrict or object to certain processing
- Request a copy of your data in a portable format
- Withdraw consent for any processing based on consent
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk
To exercise any of these rights, please email Accountants@smallaccountants.co.uk. We'll respond within 30 days.
Data security
We take reasonable technical and organisational measures to protect your personal data, including encrypted connections (HTTPS), strong access controls, and limiting data access to those who need it for their work. However, no system is completely secure, and we cannot guarantee absolute security.
Cookies
For information about how we use cookies, please see our Cookies Policy.
Changes to this policy
We may update this Privacy Policy from time to time. The "last updated" date at the top will reflect the most recent change. Material changes will be communicated to active clients directly.
Contact us
For any privacy questions or to exercise your rights, contact:
Md. Nasir Uddin FCA
Small Business Online Accountants & Bookkeepers Ltd.
128 City Road, London EC1V 2NX
Email: Accountants@smallaccountants.co.uk