Introduction

ClearLedger UK (“we”, “us”, “our”) is committed to protecting your privacy and ensuring your personal information is handled securely and in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains how we collect, use, store, share, and safeguard your data when you visit our website, contact us, or use our accounting services.

Information We Collect

We act as a Data Controller and may collect personal information such as your name, email address, phone number, business details, financial documents, payroll information, tax details, and any other data you provide through forms or communication, as well as technical information automatically collected through cookies, IP addresses, browser types, and device usage.

How We Use Your Data

We use your data to provide professional accounting services including bookkeeping, VAT returns, payroll, CIS, year-end accounts, corporation tax filings, self-assessment tax returns, advisory support, communication, contract management, customer service, website optimisation, security, regulatory compliance, legal obligations including HMRC submissions and AML checks, and legitimate business interests such as improving user experience.

Legal Basis for Processing

We only process your data when legally permitted under contractual necessity, legal obligation, consent, or legitimate interests.

Sharing Your Information

We may share data with trusted third parties such as cloud accounting providers, IT service providers, payroll and tax platforms, auditors, professional advisers, and regulatory bodies including HMRC and Companies House, all of whom are required to protect your information under strict data protection agreements. We do not sell your data and will not transfer it outside the UK without appropriate safeguards.

Data Retention

Your data may be retained for legally required periods including six years for accounting records, five years for AML documentation, up to twelve months for contact enquiries, and as long as necessary for marketing where consent is provided, after which it will be securely deleted or anonymised.

Data Security

We apply strong technical and organisational security measures including encryption, secure servers, access controls, authentication protocols, and confidentiality agreements, although no system can guarantee full security.

Your Rights

Under UK GDPR, you have the right to access, correct, delete, restrict, or object to processing of your data, request data portability, and withdraw consent at any time by contacting Admin@ClearLedgerUK.co.uk.

Children’s Data

Our services are not intended for children and we do not knowingly collect data from individuals under 18.

Third-Party Links

We are not responsible for the privacy practices of third-party websites linked from our site.

Policy Updates

We may update this policy periodically, and the most recent version will always be published on our website.

Contact Information

For any questions, concerns, or data requests, please contact us at Admin@ClearLedgerUK.co.uk or, if necessary, raise a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.