Privacy Policy
TOP Bookkeeping Services Ltd (“TOP Bookkeeping”, “we”, “us” or “our”) is committed to protecting personal information and handling it lawfully, fairly and transparently.
This Privacy Policy explains how we collect, use, share and protect personal information when you visit our website, contact us or use our bookkeeping, accounting, tax or related professional services.
1. Information We Collect
Depending on your relationship with us and the services provided, we may collect:
- names and contact details;
- business and company information;
- identification and verification documents;
- ownership and beneficial ownership information;
- tax references and related information;
- accounting and financial records;
- bank transaction information;
- invoices, receipts and supporting records;
- information required for accounts and tax returns;
- communications and correspondence with us;
- information held within accounting software used for your engagement; and
- website and technical information, including IP address, browser, device and cookie data.
We seek to collect only information that is relevant and proportionate to the purpose for which it is required.
2. How We Use Information
We may process personal information to:
- provide outsourced bookkeeping services;
- maintain and reconcile accounting records;
- prepare management accounts and financial information;
- prepare year-end accounts;
- prepare Self Assessment tax returns;
- provide Corporation Tax services;
- support the use of cloud accounting platforms, including Xero, QuickBooks, Sage, FreshBooks and FreeAgent;
- respond to enquiries and manage client relationships;
- administer fees and payments;
- verify identity and carry out client due diligence;
- comply with tax, anti-money laundering, regulatory and professional obligations;
- prevent fraud and financial crime;
- protect our systems and business; and
- establish, exercise or defend legal rights.
We will not use personal information for an incompatible purpose unless permitted by law.
3. Lawful Bases
We process personal information only where we have a lawful basis to do so.
Depending on the circumstances, we may rely on:
- Contract — where processing is necessary to enter into or perform an engagement with you;
- Legal obligation — where processing is required by tax, accounting, anti-money laundering or other applicable law;
- Legitimate interests — where reasonably necessary to operate, protect and administer our professional practice, provided your rights do not override those interests; or
- Consent — where consent is the appropriate legal basis.
Where we rely on consent, you may withdraw it at any time.
4. Anti-Money Laundering and Compliance
We may be required to verify identity, ownership and other client information in accordance with applicable anti-money laundering, financial crime and professional requirements.
This may involve the use of identification documents, electronic verification services and publicly available information.
Where the law requires us to make a disclosure to a competent authority, we may be unable to notify you.
5. Sharing Personal Information
We do not sell personal information.
Where necessary and lawful, information may be shared with:
- HM Revenue & Customs;
- Companies House;
- professional and regulatory bodies;
- accounting and cloud software providers;
- IT, hosting, communications and security providers;
- identity verification and compliance providers;
- insurers and professional advisers; and
- courts, regulators, law enforcement agencies or public authorities where legally required.
We expect service providers acting on our behalf to use personal information only for authorised purposes and to maintain appropriate safeguards.
6. International Transfers
Some technology or service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will use an appropriate lawful transfer mechanism and safeguards required by applicable UK data protection law.
7. Data Retention
We retain personal information only for as long as reasonably necessary to:
- provide our services;
- maintain appropriate professional records;
- comply with legal, tax and regulatory requirements; and
- manage enquiries, disputes or legal claims.
Retention periods vary depending on the nature of the information and the relevant legal or professional requirements.
Information will be securely deleted, anonymised or otherwise disposed of when it is no longer required.
8. Security
We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to those who reasonably require it for legitimate business or professional purposes.
No electronic system can be guaranteed to be completely secure.
9. Cookies
Our website may use cookies and similar technologies for functionality, security, analytics and other purposes.
Strictly necessary technologies may operate where required for the website to function.
Where consent is legally required for non-essential cookies or tracking technologies, they will not be used until appropriate consent has been obtained.
Available cookie preferences can be managed through the controls provided on our website.
10. Your Rights
Subject to applicable law, you may have the right to:
- access personal information held about you;
- correct inaccurate or incomplete information;
- request deletion in certain circumstances;
- request restriction of processing;
- object to certain processing;
- request portability of certain information; and
- withdraw consent where processing relies on consent.
These rights are not absolute. We may be required to retain or process information where necessary to meet legal, regulatory or professional obligations.
11. Marketing
Where permitted by law, we may contact you about services that may be relevant to you.
You may opt out of marketing communications at any time.
This will not prevent us from sending communications necessary to administer an existing engagement or comply with legal or professional obligations.
12. Third-Party Services
Our website and professional services may involve third-party websites, software or platforms.
Those third parties operate independently and may process personal information under their own privacy policies.
We are not responsible for the privacy practices of independent third parties.
13. Complaints
If you have concerns about how we process personal information, please contact TOP Bookkeeping in the first instance so that we can investigate and respond.
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO) where applicable.
14. Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations or professional requirements.
The current version will be published on our website together with its latest revision date.
15. Contact
For privacy enquiries, data protection requests or questions about this Policy, please contact TOP Bookkeeping Services Ltd using the contact details published on our website.