Privacy Policy – Vanguard Bookkeeping
Vanguard Bookkeeping (“I”, “me”, “my”, or “the business”) is committed to protecting and respecting your privacy. This policy explains how your personal data is collected, used, and stored when you engage with my bookkeeping and payroll services.
1. Who I Am
Vanguard Bookkeeping is a sole trader business providing bookkeeping and payroll services to sole traders, start-ups, and small businesses.
For the purpose of data protection legislation, I am the data controller of your personal information.
Contact details:
Email: danny@vanguard-bookkeeping.com
2. Information I Collect
I may collect and process the following data:
– Personal identification details (name, address, contact details)
– Business information (company name, registration details, financial records)
– Payroll data (employee names, NI numbers, Tax codes, salary details)
– Financial information (bank statements, invoices, receipts)
– Compliance and KYC documentation (ID verification, proof of address)
– Communication records (emails, messages, phone notes)
3. How Your Data Is Collected
Your data may be collected through:
– Direct communication (email, phone, onboarding forms)
– Documents and records you provide
– Accounting or payroll software systems
– Regulatory compliance checks (KYC/AML requirements)
4. How I Use Your Data
Your information is used to:
– Provide bookkeeping and payroll services
– Maintain accurate financial records
– Meet legal and regulatory obligations
– Communicate with you regarding services
– Process invoices and payments
– Conduct identity verification and compliance checks
5. Data Sharing
Your data may be shared with third parties where necessary to deliver services or comply with legal obligations.
6. Data Storage and Security
Your data is stored securely using appropriate technical and organisational measures, including:
– Password-protected systems
-2FA Logins
– Secure cloud-based platforms
– Limited access to data (sole operator only)
7. Data Retention
Your data will only be retained for as long as necessary to fulfil the purposes it was collected for, including legal, accounting, and regulatory requirements.
Typically, records are retained for 6 Years.
8. Your Rights
Under data protection law, you have the right to:
– Access the personal data I hold about you
– Request correction of inaccurate data
– Request erasure of your data (where applicable)
– Restrict or object to processing
– Request data portability
9. Cookies and Website Data
If you visit my website, limited data may be collected through cookies or analytics tools.
Third-party tools used may include:
– Microsoft
– WordPress
10. Legal Compliance
As a bookkeeping service provider, I may be required to retain and process personal data to comply with:
– Anti-Money Laundering (AML) regulations
– Know Your Customer (KYC) requirements
– Financial reporting obligations
11. Changes to This Policy
This privacy policy may be updated from time to time.
12. Contact
Vanguard Bookkeeping
Email: danny@vanguard-bookkeeping.com