Privacy Policy

Effective Date: 6 July 2026

At KB Bookkeeping and Payroll Solutions, we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Business Name: KB Bookkeeping & Payroll Solutions
Business Address: 45 Union Street Cheltenham
Email: info@kb-bookkeeping.co.uk
Telephone: 07751 697064

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

Information We Collect

Depending on the services we provide, we may collect:

Personal Information

Name
Home address
Email address
Telephone number
Date of birth
National Insurance number
Payroll and employment information
Bank account details
Tax information
Pension information
Identification documents where required

Business Information

Company name
Registered office address
Company registration number
VAT registration number
Financial records
Accounting information
Employee records
Supplier and customer information

Website Information

If you visit our website, we may collect:

IP address
Browser type
Device information
Cookies
Website usage statistics

How We Use Your Information

We use your information to:

Provide bookkeeping services
Process payroll
Prepare VAT returns
Maintain accounting records
Submit information to government agencies where authorised
Communicate with clients
Issue invoices and manage payments
Comply with legal and regulatory obligations
Improve our services
Respond to enquiries

We will only process your personal data where we have a lawful basis to do so.

Our Legal Basis for Processing

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

Performance of a contract
Compliance with legal obligations
Legitimate business interests
Your consent (where required)

Sharing Your Information

We only share your information where necessary.

This may include:

HM Revenue & Customs (HMRC)
Pension providers
Banking institutions
Software providers used to deliver our services
Professional advisers
Regulatory authorities where required by law

We do not sell your personal information to third parties.

Data Security

We take appropriate technical and organisational measures to protect your information against:

Unauthorised access
Loss
Misuse
Alteration
Disclosure

Security measures include secure passwords, encrypted systems where appropriate, antivirus protection, restricted access, and secure cloud-based accounting software.

Data Retention

We retain personal information only for as long as necessary.

Accounting and payroll records are generally retained for a minimum of six years after the end of the relevant financial year, or longer where required by law.

When information is no longer required, it is securely deleted or destroyed.

Your Rights

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

Access your personal information
Request correction of inaccurate information
Request deletion of your information (where applicable)
Restrict processing
Object to processing
Request transfer of your information where applicable
Withdraw consent where processing relies on consent

To exercise any of these rights, please contact us.

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Third-Party Services

We may use trusted third-party providers such as accounting software, payroll software, cloud storage providers, email services, and payment providers. These organisations process information on our behalf and are required to keep your information secure.

Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website and will include the date it was last updated.

If you have any questions regarding this Privacy Policy or your personal information, please contact:

KB Bookkeeping & Payroll Solutions
45 Union Street Cheltenham
Email: info@kb-bookkeeping.co.uk
Telephone: 07751 697064