Hamilton Bookkeeping Services
Last Updated: February 2026

Introduction

Hamilton Bookkeeping Services is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with UK data protection laws, including the Data Protection Act 2018 and UK GDPR.

Your privacy is important to us. We will only use your personal information to provide the bookkeeping services you have requested and to fulfill our legal obligations.

Who We Are

Data Controller:
Hamilton Bookkeeping Services
Chester, Cheshire
Email: Emma@HamiltonBookkeepingServices.com
Phone: 07841 060210

We are registered with the Information Commissioner’s Office (ICO) as required by UK data protection law.

For any questions about this Privacy Policy or how we handle your data, please contact us using the details above.

Information We Collect

When You Contact Us

When you enquire about our services or become a client, we collect:

• Your name and business name
• Contact details  emma@hamiltonbookkeepingservices.com, 07841 060210, postal address)
• Business structure (sole trader, partnership, limited company)
• Information about your bookkeeping needs

When You Become a Client

To provide bookkeeping services, we collect and process:

Business Financial Information:

• Bank statements and transaction records
• Sales invoices and purchase receipts
• Expense records and receipts
• VAT records (if applicable)
• Payroll information (if applicable)
• Financial accounts and reports

Employee Information (for payroll services):

• Employee names and contact details
• National Insurance numbers
• Tax codes and P45/P60 information
• Salary and payment information
• Pension details

Additional Information:

• Communications between us (emails, letters, phone call notes)
• Information required for HMRC submissions
• Any other information necessary to provide our services

How We Use Your Information

We use your personal information only for legitimate business purposes:

To Provide Our Services

• Maintaining your financial records
• Preparing VAT returns and submitting to HMRC
• Processing payroll
• Preparing management accounts
• Preparing year-end accounts for your accountant
• Responding to your queries and providing support

Legal Obligations

• Complying with HMRC requirements
• Meeting anti-money laundering (AML) regulations
• Fulfilling our professional obligations as an ICB member
• Maintaining records as required by law

Business Operations

• Sending service-related communications
• Improving our services
• Maintaining business records

We will never use your information for:

• Marketing purposes (unless you specifically consent)
• Selling or sharing your data with third parties for their marketing
• Any purpose unrelated to providing our bookkeeping services

Legal Basis for Processing Your Data

We process your personal data based on:

1. Contract Performance: To fulfill our bookkeeping services contract with you
2. Legal Obligation: To comply with HMRC, tax, and accounting regulations
3. Legitimate Interests: To operate our business efficiently and securely
4. Consent: Where you have specifically agreed (e.g., for marketing communications)

Who We Share Your Information With

We only share your information when necessary and with appropriate safeguards:

Essential Third Parties

HMRC and Government Bodies:

• We submit VAT returns, payroll information, and other required data to HMRC
• This is a legal requirement for providing bookkeeping services

Your Accountant:

• We may share information with your accountant to prepare annual accounts
• Only with your explicit permission

Cloud Software Providers:

• We use secure, GDPR-compliant cloud accounting ad client management software including Sage, Xero, Engager and Xama.
• These providers store data on secure servers and comply with UK data protection laws
• Data is encrypted and protected.

Pension Providers:

• For auto-enrolment pension administration (if applicable)

Professional Bodies:

• Institute of Certified Bookkeepers (ICB) for professional compliance purposes

We Will Never:

• Sell your personal data to anyone
• Share your information for marketing purposes
• Disclose your data to unauthorized parties

Legal Requirements

We may disclose your information if legally required to do so by:

• Court order
• Law enforcement authorities
• Regulatory bodies investigating fraud or money laundering

How We Protect Your Information

Security Measures

We take data security seriously and implement appropriate measures:

Digital Security:

• Password-protected computers and devices
• Encrypted file storage
• Secure cloud-based accounting software
• Regular software updates and security patches
• Firewall and anti-malware protection
• Regular data backups
• Secure email communication

Physical Security:

• Locked filing cabinets for paper documents
• Secure office environment
• Restricted access to sensitive information

Document Disposal:

• Paper documents are securely shredded when no longer needed
• Digital files are securely deleted when retention period expires

Staff Training:

• Confidentiality obligations in place
• Regular training on data protection
• Limited access to data on a need-to-know basis

How Long We Keep Your Information

We retain your personal data only as long as necessary:

Client Records

During Active Engagement:

• We keep all records for the duration of our working relationship

After Services End:

• Financial records: 6 years (HMRC requirement)
• Payroll records: 6 years (HMRC requirement)
• Correspondence and communications: 2 years

Enquiry Information

• If you enquire but don’t become a client: 2 years
• You can request deletion at any time

Legal Obligations

Some records must be retained for legal or regulatory reasons. We cannot delete these until the retention period expires.

Data Breach reporting and notification

• If we become aware of a data breach that could affect your rights or cause you harm, we will take immediate action to contain it and will notify you and the ICO as required by law.

Your Rights

Under UK data protection law, you have the following rights:

Right to Access

You can request a copy of the personal data we hold about you, free of charge.

Right to Correction

If any information we hold is inaccurate or incomplete, you can ask us to correct it.

Right to Erasure (“Right to be Forgotten”)

You can request we delete your personal data, subject to legal retention requirements (e.g., HMRC regulations require us to keep financial records for 6 years).

Right to Restrict Processing

You can ask us to limit how we use your data in certain circumstances.

Right to Data Portability

You can request your data in a commonly used electronic format to transfer to another service provider.

Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

If we process data based on your consent (e.g., marketing), you can withdraw that consent at any time.

How to Exercise Your Rights

To exercise any of these rights or if you have questions about your data:

Contact us:

• Email: emma@hamiltonbookkeepingservices.com
• Phone: 07841 060210
• Post: Hamilton Bookkeeping Services, Chester, Cheshire

We will respond:

• Within one month of receiving your request
• Free of charge (unless the request is excessive or unfounded)
• With clear information about what action we have taken

Cookies and Website

Our website uses minimal cookies necessary for basic functionality. These include:

• Essential cookies: Required for the website to function
• Analytics cookies: Anonymous data to help us improve the website (if used)

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

For more information, see our separate Cookies Policy.

Automated Decision Making

We do not use automated decision-making or profiling in our services. All decisions regarding your bookkeeping are made by qualified humans.

International Transfers

Your data is stored and processed within the United Kingdom.

If we use cloud software providers with servers outside the UK, we ensure:

• They comply with UK GDPR standards
• Appropriate safeguards are in place
• Your data remains protected

We will never transfer your data to countries without adequate data protection.

Children’s Privacy

Our services are intended for businesses only. We do not knowingly collect information from anyone under 18 years of age.

Changes to This Privacy Policy

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

• Changes in data protection laws
• Changes to our services or practices
• Improvements to our data protection measures

When we make changes:

• We will update the “Last Updated” date at the top of this policy
• We will notify clients of significant changes by email
• The current version will always be available on our website

Making a Complaint

We take data protection seriously and aim to resolve any concerns you may have.

If You’re Not Satisfied

First, contact us:

• We will investigate your concern promptly
• We will respond within one month
• We will work to resolve the issue

If you remain dissatisfied:

You have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Phone: 0303 123 1113
Website: www.ico.org.uk
Email: casework@ico.org.uk