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Legal

Privacy Policy for Britannia Ledger LTD

Effective Date: 7 August 2026

1. Introduction

Welcome to the Britannia Ledger LTD Privacy Policy.

Britannia Ledger LTD ("we", "us", or "our") respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website, use our services, or interact with us, and tell you about your privacy rights and how the law protects you.

We are registered in England and Wales and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Controller

Britannia Ledger LTD is the data controller and is responsible for your personal data.

Contact Details:

3. The Data We Collect About You

To provide our accounting, bookkeeping, payroll, and tax services, we may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

  • Identity Data: First name, last name, marital status, title, date of birth, National Insurance Number, Unique Taxpayer Reference (UTR), and identification documents (e.g., passport/driving license) for Anti-Money Laundering (AML) checks.
  • Contact Data: Billing address, residential address, email address, and telephone numbers.
  • Financial Data: Bank account details, payroll data, pension information, and business financial records.
  • Transaction Data: Details about payments to and from you and other details of services you have purchased from us (including Direct Debit mandates).
  • Technical & Usage Data: Internet protocol (IP) address, browser type, and information about how you use our website.

4. How We Use Your Personal Data and Our Lawful Basis

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you (e.g., preparing your accounts, filing tax returns, running payroll).
  • Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., fulfilling our Anti-Money Laundering obligations, submitting data to HMRC or Companies House).
  • Legitimate Interests: Where it is necessary for our legitimate interests (e.g., debt recovery, preventing fraud, updating our records) and your interests and fundamental rights do not override those interests.
  • Consent: We generally do not rely on consent as a legal basis for processing your personal data other than in relation to sending third-party direct marketing communications via email. You have the right to withdraw consent to marketing at any time.

5. Disclosures of Your Personal Data

We may have to share your personal data with the parties set out below for the purposes outlined in Section 4:

  • Government & Regulatory Bodies: HM Revenue & Customs (HMRC), Companies House, and the Information Commissioner's Office (ICO).
  • Service Providers: Third-party cloud accounting software (e.g., Xero, QuickBooks, FreeAgent), payment processors (e.g., GoCardless, Stripe), and secure cloud storage providers.
  • Professional Advisers: Including lawyers, bankers, auditors, and insurers based in the UK.
  • AML Verification Agencies: Third-party services used to electronically verify your identity to comply with UK Anti-Money Laundering regulations.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

7. Data Retention

How long will you use my personal data for?

By law, we have to keep basic information about our clients (including Contact, Identity, Financial, and Transaction Data) for a minimum of six years after they cease being clients for tax, regulatory, and legal purposes.

In some circumstances, you can ask us to delete your data (see "Your Legal Rights" below).

8. Your Legal Rights

Under the UK GDPR, you have rights under data protection laws in relation to your personal data, including the right to:

  • Request access to your personal data (a "data subject access request").
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data (note: this may be overridden by our legal requirement to retain accounting/tax records for 6 years).
  • Object to processing of your personal data where we are relying on a legitimate interest.
  • Request restriction of processing of your personal data.
  • Request the transfer of your personal data to you or to a third party.
  • Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact us.

9. Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.