Privacy Policy

Last updated: 15/7/2026

Better Bookkeeping Solutions Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, become a client, or use our bookkeeping, payroll, VAT, CIS, reporting or accounting software support services.

1. Who we are

Better Bookkeeping Solutions Ltd is a UK bookkeeping and cloud accounting support business.

Company name: Better Bookkeeping Solutions Ltd
Registered office: Floor 0, Ealing Cross, 85 Uxbridge Rd, London W5 5BW
Company number: 13460017
Email: info@better-bookkeeping-solutions.co.uk
Telephone: 0208 629 3922

For data protection purposes, Better Bookkeeping Solutions Ltd is the controller of the personal information we collect and process, unless we are acting on behalf of a client as a processor.

2. Information we collect

We may collect and process the following types of personal information:

    • Name, job title and business contact details
    • Email address, phone number and postal address
    • Business details provided through website forms or enquiries
    • Information you provide when booking a consultation
    • Client information needed to provide bookkeeping, payroll, VAT, CIS or reporting services
    • Supplier, customer, employee, subcontractor or payroll information where supplied by clients
    • Accounting records, invoices, receipts, bank transaction information and supporting documents
    • Website usage information, including cookies and analytics data
    • Marketing preferences and communication history

We only collect information that is relevant to the services we provide or the enquiry you have made.

3. How we use your information

We use personal information to:

    • Respond to enquiries made through our website, email or phone
    • Book and manage consultations
    • Provide bookkeeping, VAT, payroll, CIS, management reporting and accounting software support services
    • Set up and manage cloud accounting software, apps and integrations
    • Communicate with clients, suppliers and professional contacts
    • Prepare proposals, engagement letters and service updates
    • Maintain business and accounting records
    • Meet legal, regulatory, tax and anti-money laundering obligations
    • Improve our website, services and client experience
    • Send relevant updates where you have requested them or where we have a lawful basis to do so

We do not sell personal information.

4. Lawful basis for using your information

We process personal information under one or more of the following lawful bases:

Contract
Where processing is needed to provide services to you or take steps before entering into a contract.

Legal obligation
Where we need to keep records or comply with tax, accounting, anti-money laundering, data protection or other legal duties.

Legitimate interests
Where we use information to run and improve our business, respond to enquiries, manage client relationships, maintain records, protect our business and provide relevant service information. We only rely on this where our interests do not override your rights.

Consent
Where you have given consent, for example for certain marketing activities or non-essential website cookies.

5. Website forms and enquiries

If you complete a contact form, book a consultation or email us, we use the information you provide to respond to your enquiry and, where relevant, discuss our services.

We may keep enquiry records for a reasonable period so we can manage follow-ups, maintain business records and respond to future queries.

6. Client information

When you become a client, we may process personal data contained within your accounting, payroll, bookkeeping, VAT, CIS or business records.

This may include information about directors, employees, subcontractors, suppliers, customers and other business contacts.

Where we process personal data on behalf of a client, we will do so in line with our engagement terms and data protection obligations.

7. Sharing your information

We may share personal information with trusted third parties where necessary, including:

    • Cloud accounting software providers such as Xero, QuickBooks, Sage or FreeAgent
    • Bookkeeping, receipt capture, payroll, payment or reporting apps where used by the client
    • Accountants, tax advisers, payroll providers or professional advisers
    • HMRC, Companies House or other authorities where required
    • IT, email, website, cloud storage and security providers
    • Payment providers and banking platforms
    • Anti-money laundering, compliance or insurance providers where relevant

We only share information where necessary and expect third-party providers to handle personal data securely.

8. International transfers

Some software providers or cloud services may store or process data outside the UK.

Where this happens, we expect appropriate safeguards to be in place, such as UK-approved contractual protections or equivalent data protection measures.

9. How long we keep your information

We keep personal information only for as long as necessary for the purpose it was collected.

Client accounting, tax, payroll and bookkeeping records are normally kept for at least the period required by law, regulation or professional practice.

Enquiry and marketing information is kept only for as long as needed for legitimate business purposes, unless you ask us to remove it sooner and we are able to do so.

10. How we protect your information

We take appropriate steps to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

This may include:

    • Password protection and access controls
    • Multi-factor authentication where available
    • Secure cloud systems
    • Limited access to client information
    • Staff and contractor confidentiality requirements
    • Regular review of systems and processes

No system can be guaranteed as completely secure, but we take data protection seriously and work to keep information safe.

11. Cookies and website tracking

Our website may use cookies and similar technologies to make the site work properly, understand how visitors use the site and improve user experience.

Some cookies are essential for the website to function. Others, such as analytics or marketing cookies, may require your consent.

You can manage cookie preferences through your browser settings or any cookie banner shown on our website.

12. Marketing

We may send business updates, service information or relevant content where you have asked to receive it, where you are an existing client, or where we have another lawful basis to contact you.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option where provided.

13. Your rights

Under data protection law, you may have the right to:

    • Access the personal information we hold about you
    • Ask us to correct inaccurate information
    • Ask us to delete information in certain circumstances
    • Ask us to restrict processing
    • Object to certain processing
    • Request data portability
    • Withdraw consent where processing is based on consent
    • Complain to the Information Commissioner’s Office

To make a request, please contact us using the details above.

14. Complaints

If you have any concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.

You can also contact the Information Commissioner’s Office, the UK data protection regulator, at ico.org.uk.

15. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.