Privacy Policy

Privacy Policy
Effective Date: 01 April 2025

1. Introduction
Ochil Bookkeeping Services Ltd ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you engage with us, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are
Company Name: Ochil Bookkeeping Services Ltd
Company Number:  SC838534
Registered Office: 8 Lawrence Court, Larbert FK5 4FS
Contact Email: hello@ochilbooks.co.uk
Data Controller: Ochil Bookkeeping Services Ltd

3. What Information We Collect
We may collect and process the following types of personal data:

Contact details (e.g., name, address, telephone number, email)

Financial information (e.g., bank details, payroll data, tax records)

Business information (e.g., company accounts, VAT returns, invoices)

Identification documents (e.g., National Insurance number, UTR)

Usage data from our website (e.g., IP address, browser type, and interactions)

4. How We Collect Your Data
We collect data through:

Direct interactions (e.g., email, phone, in-person meetings)

Our website or client portal

Third parties (e.g., HMRC, software providers, referrals)

5. How We Use Your Information
We use your data to:

Provide bookkeeping and related financial services

Communicate with you regarding your account or our services

Comply with legal obligations (e.g., HMRC requirements)

Improve our services and website

Maintain internal records

6. Legal Basis for Processing
We process your personal data based on one or more of the following grounds:

Your consent

The performance of a contract with you

Compliance with a legal obligation

Our legitimate interests (e.g., managing our business and improving services)

7. Sharing Your Data
We may share your data with trusted third parties, such as:

HMRC and other government agencies

Accountancy software providers (e.g., Xero, QuickBooks)

Professional advisers (e.g., accountants, legal consultants)

IT and cloud service providers

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

8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting, or reporting requirements.

9. Your Rights
Under the UK GDPR, you have the right to:

Access the personal data we hold about you

Request correction of inaccurate data

Request erasure of your data (in certain circumstances)

Object to or restrict processing

Data portability

Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, please contact us at [Insert Contact Email].

10. Security of Your Data
We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or destruction.

11. Cookies
Our website may use cookies to enhance user experience. You can manage your cookie preferences through your browser settings. Please refer to our Cookie Policy for more details.

12. Changes to This Privacy Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.

13. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO): https://ico.org.uk/