Privacy Policy

At VHK Bookkeeping, we are committed to protecting your privacy and ensuring the security of your personal information. This policy outlines how we collect, use, and safeguard your data.

Information we collect

We may collect the following information when you use our services or visit our website:

Personal details: name, email address, phone number.

Business information: business name, address, details of beneficial owners, financial data needed for bookkeeping.

Website usage data: IP address, browser type, pages visited, and similar technical information.

This information is collected only to provide our services, communicate with you, and improve our website.

Your Data, Our Priority

At VHK Bookkeeping, we take your privacy seriously. The personal information you provide to us is only used for clear and legitimate purposes. Specifically, we may use your data to:

  • Respond to your enquiries and provide our bookkeeping services
  • Enter into and manage contracts with you, including signing a letter of engagement or agreement
  • Comply with anti–money laundering (AML) regulations, which may require us to verify your identity
  • Communicate important updates about our services and your account
  • Meet our legal and regulatory obligations as a bookkeeping business

Data security measures

At VHK Bookkeeping, we take the protection of your personal data very seriously. We have strict procedures and safeguards in place to ensure your information is always handled securely and confidentially, including:

  • Breach detection & reporting: We maintain robust systems and internal procedures for detecting, managing, and reporting any potential data breaches.
  • Secure processing: Your personal data is always processed securely, protected against unauthorised or unlawful processing, and safeguarded against accidental loss, destruction, or damage.
  • Encryption: The content of our emails is encrypted and password-protected to ensure safe communication.
  • Confidential disposal: All confidential paper waste is securely shredded.
  • Ongoing confidentiality: We strictly follow the principle of confidentiality. Our duty of confidentiality does not end when our professional relationship with you ceases.

How Long We keep Your Data

We retain personal data only as long as necessary to provide our services or comply with legal obligations. In most cases, this is up to 6 years. After this period, your data will be securely deleted or destroyed.

Data sharing with third parties

We do not sell or rent your personal data. We may share it in the following circumstances:

  • Cloud-based accounting software – to securely provide bookkeeping services and manage your financial data
  • Legal and regulatory authorities – such as HMRC or other official bodies, where required by law
  • Professional advisors – including accountants, legal consultants, or other trusted professionals, but only with your explicit permission

All data is shared securely and only for legitimate purposes.

Your Rights Under UK GDPR

As a client, you have certain rights regarding the personal data we hold about you. These include the right to:

  • Access the personal data we hold about you.

  • Correct any inaccurate or incomplete data.

  • Request erasure of your data in certain circumstances.

  • Object to or restrict processing of your data.

  • Withdraw consent where we rely on your consent to process your data.

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

To exercise any of these rights, please contact us directly.

Need More Information?

If you have any questions or concerns about our privacy policy, please don't hesitate to contact us. We are here to help and ensure your data is protected.