Privacy
Policy.

Who we are

Bookkeeping Legends Ltd is a private limited company registered in England and Wales.

• Company name: Bookkeeping Legends Ltd
• Company number: 17195549
• Registered office: 1 Phillips Close, Wokingham, England, RG41 4ER
• Contact: help@bookkeepinglegends.com

What we collect

We only collect what we need to provide our services and run our business properly.

• Information you give us: your name, email address, phone number, business name, trade, and anything else you choose to share when you contact us or become a client.
• Client financial information: if you become a client, we'll process bank transactions, invoices, receipts, payroll data, CIS records, VAT data, HMRC correspondence and similar records needed to deliver bookkeeping services.
• Identity verification: for anti-money laundering checks (a legal requirement), we may collect proof of identity and address.
• Technical information: when you visit our website, we don't use cookies or track you. See section 8.

Why we use it

Under UK data protection law we need a lawful basis for processing your data. Ours are:

• To deliver our services (legal basis: contract). Bookkeeping, invoicing, CIS, VAT, self assessment, and the rest.
• To respond to enquiries (legal basis: legitimate interest). If you email us or book a call, we'll process your message to reply.
• To meet our legal obligations (legal basis: legal obligation). HMRC, Companies House, the Money Laundering Regulations 2017, and similar.
• To send you service updates (legal basis: legitimate interest). Things like notifying you of changes to your service or our terms.
• Marketing (legal basis: consent). We'll only send marketing emails if you've opted in. You can unsubscribe any time.

Who we share it with

We do not sell your data. We share it only with parties who help us deliver our service to you, or where the law requires it.

• Xero (and any cloud accounting software you use with us), to record and process your bookkeeping data.
• HMRC and Companies House, where we file returns or correspondence on your behalf or where we're legally required to disclose information.
• Identity verification providers, to complete anti-money laundering checks.
• Email, document storage and IT providers who help us run the business, all bound by written data processing agreements.
• Your accountant or other advisors, where you've asked us to share data with them.
• Regulators, law enforcement or courts, where we are legally compelled to disclose.

All processors who handle your data on our behalf are required to provide UK GDPR-compliant safeguards.

International transfers

Some of our service providers (for example certain cloud platforms) process data outside the UK. Where they do, we rely on UK GDPR-approved safeguards such as UK Adequacy Decisions, International Data Transfer Agreements (IDTAs), or Standard Contractual Clauses (SCCs).

How long we keep it

We keep your data only as long as we need to, then we delete or anonymise it.

• Client financial records: 6 years from the end of the tax year they relate to (HMRC requirement).
• Anti-money laundering records: 5 years after the end of our business relationship.
• Enquiries that don't become clients: up to 12 months.
• Marketing data: until you unsubscribe, then a short period to record your opt-out.

Your rights

You have the right to:

• Access a copy of the personal data we hold about you.
• Correct any data that is inaccurate or out of date.
• Erase your data, subject to our legal obligation to retain certain records.
• Restrict or object to certain processing.
• Portability — receive your data in a structured, machine-readable format.
• Withdraw consent where processing is based on consent (such as marketing).

To exercise any of these, email help@bookkeepinglegends.com. We'll respond within one month.

Cookies and tracking

When you first visit the site, we show a cookie notice with two equally prominent options: Accept all or Reject non-essential. Your choice is stored in your browser's local storage (not a cookie) so we don't ask again on every visit.

You can change your mind at any time using the Cookie Settings link in the footer.

If we ever introduce non-essential cookies (for example, cookieless analytics like Plausible or Fathom, or any third-party widget that sets cookies), we will only load them after you've given consent, and we'll update this section to describe exactly what's used and why.

Security

We take reasonable, proportionate steps to keep your data safe. Encrypted connections, access controls, two-factor authentication on critical accounts, and reputable cloud providers with strong security records.

No system is 100% secure. If a breach occurred that affects your data, we'd notify you and the Information Commissioner's Office (ICO) as required by law.

Complaints

If you think we've handled your data poorly, please tell us first — we'd much rather have the chance to put it right. Email help@bookkeepinglegends.com.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. Their details are ico.org.uk or 0303 123 1113.

Changes to this policy

We may update this policy from time to time as the business or the law evolves. The Last updated date at the top of the page shows when it last changed. Material changes will be communicated by email to clients.

Contact us

Questions about this policy, or about how we handle your data?