Privacy Policy

1. Who we are

Booknex (“we”, “us” or “our”) provides bookkeeping and related financial services to individuals, sole traders and businesses.

Website: https://booknex.co.uk Email: hello@booknex.co.uk Business address: Newcastle Upon Tyne Legal business name: Booknex Ltd

We act as the data controller for personal information collected for our own business operations, website enquiries, client onboarding and administration. When we process personal information on behalf of a client as part of an agreed service, the client may be the data controller and Booknex the data processor.

2. What information we collect

Depending on how you interact with us, we may collect:

• Contact information: your name, business name, email address, telephone number and postal address.
• Enquiry information: messages, service requests, quotations, correspondence and consultation details.
• Financial information: invoices, transaction records, tax information, payroll details and other accounting records required to provide our services.
• Business information: details about your business, customers, suppliers and employees where relevant to your engagement.
• Website information: technical details such as IP address, browser type, device information and pages visited, where collected by our website or its tools.
• Information from other sources: information supplied by your authorised representatives, connected accounting software, banks, HMRC or other relevant sources where necessary and authorised.

Please do not send sensitive financial or identity documents through unsecured channels unless we have agreed that this is appropriate.

3. How we collect information

We may collect personal information when you:

• Complete a website contact or enquiry form.
• Email or telephone us.
• Request a quotation or consultation.
• Become a Booknex client.
• Provide accounting, tax or payroll records.
• Authorise us to access accounting software or other relevant systems.
• Communicate with us through a service provider or authorised representative.

We may also receive information from third parties where necessary to provide our services or meet legal obligations.

4. Why we use your information

We use personal information to:

• Respond to enquiries and provide quotations.
• Set up and manage client accounts.
• Deliver bookkeeping and other agreed services.
• Prepare or support accounting, tax, VAT and payroll work where agreed.
• Manage invoices, payments and business administration.
• Communicate with clients about their services.
• Maintain appropriate business and financial records.
• Meet applicable legal, regulatory and anti-money-laundering obligations.
• Protect our systems, prevent fraud and resolve disputes.
• Improve our website and services.
• Send permitted marketing communications where applicable.

5. Our lawful bases for processing

Under applicable UK data protection law, we rely on one or more of the following lawful bases, depending on the circumstances:

• Contract: where processing is necessary to enter into or perform a contract with you.
• Legal obligation: where we must process information to comply with applicable law.
• Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests do not override your rights.
• Consent: where you have given consent, such as where consent is required for certain cookies or marketing activities.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that took place lawfully before consent was withdrawn.

6. Accounting and client records

To deliver our services, we may handle financial and personal information relating to you, your business, employees, customers and suppliers.

We use this information only for the agreed services, associated administration and applicable legal or regulatory requirements.

Clients must ensure they are authorised to provide the information and that any necessary permissions or notices have been addressed. Where Booknex processes personal information on a client's behalf, the relevant engagement terms and any required data-processing agreement will govern that work.

7. Who we share information with

We do not sell your personal information.

Where necessary, we may share information with:

• Accounting, bookkeeping, payroll and tax software providers.
• Website hosting, email, document storage and secure file-sharing providers.
• Banks and payment service providers.
• Professional advisers, insurers and legal advisers.
• HMRC, regulators, law enforcement or other authorities where required or permitted by law.
• A successor or purchaser in connection with a business transfer, subject to appropriate safeguards.

We take reasonable steps to ensure that service providers handle personal information appropriately and only for authorised purposes.

8. International transfers

Some service providers may store or access information outside the United Kingdom. Where personal information is transferred internationally, we will ensure that an appropriate legal transfer mechanism and safeguards are in place where required by applicable data protection law.

You can contact us for further information about relevant safeguards.

9. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including legal, tax, accounting, regulatory and record-keeping requirements.

Retention periods vary depending on the type of information and the circumstances. For example, accounting and tax records may need to be retained for several years, while an enquiry that does not result in an engagement may be retained for a shorter period.

When information is no longer required, we will take reasonable steps to delete it securely or anonymise it, unless we have a lawful reason to retain it.

10. How we protect your information

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure systems, backups and limiting access to people who need the information to perform their duties.

No method of electronic transmission or storage is completely secure. We therefore encourage clients to use agreed secure channels when sharing financial or personal documents.

11. Your data protection rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to your personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information.
• Request restriction of certain processing.
• Object to processing based on legitimate interests.
• Request transfer of certain information to you or another organisation.
• Withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exceptions. For example, we may need to retain certain records to comply with legal obligations.

To exercise your rights, contact hello@booknex.co.uk. We may need to verify your identity before responding.

12. Marketing communications

We may contact you about services you have requested or information necessary to manage your engagement.

We will only send direct marketing communications where permitted by applicable law and will obtain consent where required. You can opt out of marketing at any time by using an unsubscribe link where available or emailing hello@booknex.co.uk.

Opting out of marketing will not prevent us from sending essential service or administrative communications.

13. Cookies and website analytics

Our website may use cookies and similar technologies.

Essential cookies may be needed for the website to function properly. If we use non-essential cookies, such as certain analytics or advertising cookies, we will provide appropriate information and obtain consent where required before using them.

You can also manage cookies through your browser settings. Blocking some cookies may affect website functionality.

Our actual cookie use depends on the website platform and any integrations enabled. Please see our cookie notice or cookie settings, where available, for further information.

14. Third-party websites

Our website may contain links to third-party websites or services. We are not responsible for their privacy practices. Please review the relevant privacy policy before providing personal information to another organisation.

15. Children's privacy

Our services are intended primarily for adults and businesses. We do not knowingly seek to collect children's personal information through our website. If you believe a child has provided personal information to us, please contact us so we can assess the matter.

16. Complaints

If you have a concern about how we use your personal information, please contact us first at hello@booknex.co.uk.

You also have the right to complain to the UK Information Commissioner's Office (ICO):

• Make a complaint to the ICO
• ICO website

17. Changes to this policy

We may update this Privacy Policy to reflect changes to our services, systems or legal obligations. The latest version will be published on our website with the updated date.