MainS Bookkeeping is committed to protecting your privacy and handling your personal data responsibly, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, and protect personal data when you contact us through our website, and when you engage us as a client.

ICO Registration Number: ZC147908

What Data We Collect

Through our website contact form, we collect:

• Your name
• Business name
• Email address
• Phone number (if provided)
• Any information you include in your message

As a client, once onboarded, we may also collect and process:

• Business and financial records necessary to provide bookkeeping services
• Identity verification documents (as required under Anti-Money Laundering regulations)

Why We Collect This Data

We retain your data to:

• Respond to your enquiries and discuss your requirements
• Provide bookkeeping, VAT, MTD, and related services if you become a client
• Meet our legal and regulatory obligations, including Anti-Money Laundering (AML) supervision requirements
• Maintain accurate business records as required by law

Our Lawful Basis for Processing

• Contact form enquiries: processed under legitimate interest - responding to enquiries from prospective clients
• Client data: processed under contract (to deliver agreed services) and to comply with legal obligations (AML, tax, and regulatory compliance)

How We Store and Protect Your Data

Your personal data is stored securely, and access is restricted to authorised personnel only. We take appropriate measures to protect your data from loss, misuse, or unauthorised access

How Long We Keep Your Data

• Enquiry data (if you do not become a client): retained for 12 months, then deleted
• Client records: retained for the period required by HMRC and AML regulations (typically a minimum of 5-6 years after the end of the business relationship)

Who We Share Your Data With

We do not sell to nor share your personal data with third parties for marketing purposes

We may share data with:

• HMRC and other regulatory bodies, where legally required
• Our professional body (AAT) or AML supervisor, where required for compliance checks
• Software providers used to deliver our services (such as cloud accounting and bookkeeping platforms), who process data on our behalf under their own privacy and security terms

How We Protect Your Data

We take appropriate technical and organisational measures to protect your data, including secure password management, restricted access to client records, and use of reputable, secure cloud software providers

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 (where we are not legally required to retain it)
• Object to or restrict certain processing
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at info@mainsbookkeeping.co.uk

Third-Party Links

Our website may contain links to external websites. We are not responsible for their privacy practices or content. We recommend reviewing their policies separately.

Cookies

• Our website may use cookies to improve your browsing experience and gather analytics data
• You can manage your cookie preferences through your browser settings at any time

Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

Contact us

If you have any questions about this Privacy Policy, please contact:

MainS Bookkeeping
Email: info@mainsbookkeeping.co.uk