Privacy Policy

Privacy Policy for Line by Line Accounting Last updated: 09/02/2026 This Privacy Policy explains how Line by Line Accounting (“we”, “us”, “our”) collects, uses, and protects your personal data when you use our bookkeeping and related services. We are committed to safeguarding your information and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 1. Who We Are Data Controller: Line by Line Accounting Queensferry, Wokingham, RG41 4DY   We provide bookkeeping, payroll, VAT, and financial administration services to clients across the UK. 2. What Personal Data We Collect We may collect and process the following types of personal data: Information you provide directly

Name, address, email, phone number

Business information (company name, registration number, VAT number)

Financial records (invoices, receipts, bank statements)

Payroll data (employee names, NI numbers, salaries, tax codes)

Any documents you share with us for bookkeeping purposes

Information collected automatically

Website usage data (cookies, analytics)

IP address and browser information

Special category data We do not intentionally collect special category data unless required for payroll or compliance purposes, and only with your explicit consent. 3. How We Use Your Personal Data We process your data for the following purposes:

To provide bookkeeping, payroll, and VAT services

To maintain accurate financial records

To comply with legal and regulatory obligations (e.g., HMRC requirements)

To communicate with you regarding your account or services

To improve our services and website

We only process personal data where we have a lawful basis, such as contractual necessity, legal obligation, or legitimate interest. 4. Sharing Your Data We may share your data with:

HM Revenue & Customs (HMRC)

Accountants or auditors (with your permission)

Payroll or accounting software providers

Professional advisers (e.g., legal or financial)

Cloud storage and IT service providers

We never sell your personal data. 5. International Transfers If we use cloud-based systems that store data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or equivalent protections. 6. Data Retention We retain your personal data only as long as necessary:

Financial records: 6 years (as required by HMRC)

Payroll records: 3 years

General correspondence: up to 2 years

After this period, data is securely deleted or anonymised. 7. Your Rights Under UK GDPR, you have the right to:

Access your personal data

Request correction of inaccurate data

Request deletion (in certain circumstances)

Restrict or object to processing

Data portability

Withdraw consent at any time (where applicable)

To exercise your rights, contact us at: jo.williams.active@gmail.com 8. How We Protect Your Data We use appropriate technical and organisational measures, including:

Encrypted storage

Secure password management

Access controls

Regular data backups

Staff confidentiality agreements

9. Cookies If our website uses cookies, we will provide a separate Cookie Notice explaining what they do and how you can manage them. 10. Complaints If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk 11. Updates to This Policy We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated “Last updated” date.