We Use Data for Clear Purposes
We collect personal and business information to respond to enquiries, provide consultations, deliver bookkeeping services, maintain records and meet legal or regulatory duties.
Privacy Policy Summary
Last updated: 25 June 2026. This policy is written for visitors, prospective clients and clients of Seller Bookkeeping UK.
Important: This page is a practical privacy notice draft for website publication. Because privacy obligations depend on your exact systems, providers, services and client workflows, you should review it with a qualified legal or data protection adviser before going live.
Who This Policy Applies To
This policy applies when you:
- Visit sellerbookkeeping.co.uk or interact with our website forms.
- Book a free ecommerce bookkeeping consultation.
- Contact us by email, telephone, social media or another communication channel.
- Share business, bookkeeping, accounting, marketplace, VAT or tax-related information with us.
- Use our bookkeeping, reporting, reconciliation, VAT record support or related ecommerce finance services.
Contact for Privacy Questions
For privacy questions or data rights requests, contact us at info@sellerbookkeeping.co.uk. If you have a dedicated engagement contact, you may also contact that person directly.
Our Privacy Commitments
We Limit What We Ask For
We aim to request only the information reasonably needed for your enquiry, onboarding, bookkeeping workflow, client support or compliance requirements.
We Protect Confidential Records
Bookkeeping records can include sensitive commercial information. We use access controls, careful file handling and secure communication habits to reduce privacy and security risk.
We Do Not Sell Your Data
We do not sell personal information. We only share information where needed to provide services, use trusted providers, follow your instructions or comply with the law.
We Respect Your Data Rights
You can contact us about access, correction, deletion, restriction, objection, portability and consent withdrawal where those rights apply.
What Personal Data We Collect
The personal data we collect depends on how you interact with us. A website visitor will usually provide less information than a client who asks us to support bookkeeping, marketplace reconciliation, VAT records or monthly management reporting.
Contact and Enquiry Information
When you contact us or book a consultation, we may collect your name, email address, telephone number, business name, preferred contact method, sales platforms, approximate revenue range, VAT status, accounting software and details you choose to include in your message.
Business and Bookkeeping Information
If you become a client or ask for a detailed review, we may collect and process information about your ecommerce business, including sales channels, marketplace settlement reports, invoices, receipts, supplier records, bank transactions, payment gateway data, accounting software records, VAT records, tax-related records, stock and cost information, reports, emails and documents you provide.
Website, Cookie and Technical Information
When you use our website, we may collect technical information such as IP address, browser type, device information, approximate location, pages viewed, referral source, website interactions and cookie preferences. This helps us maintain website security, understand website performance and improve the user experience.
Special Category Data
We do not intentionally request special category personal data through our standard website forms. Please avoid sending health, biometric, political, religious or other highly sensitive personal data unless it is strictly necessary and we have agreed a secure method for receiving it.
How We Use Personal Data
Seller Bookkeeping UK uses personal data for practical bookkeeping, client service, website and compliance purposes. We aim to be transparent about why information is needed before we ask for it.
Main Purposes
- Responding to enquiries and arranging free ecommerce bookkeeping consultations.
- Understanding your business, sales platforms, VAT status, accounting software and bookkeeping challenges.
- Providing bookkeeping, reconciliation, reporting, VAT record support, tax preparation support and related ecommerce finance services.
- Setting up and managing client relationships, engagement letters, onboarding tasks, communication and service delivery.
- Reviewing Amazon, eBay, Shopify, Etsy, WooCommerce, payment gateway and accounting software data where you authorise access or provide records.
- Maintaining records for accounting, tax, audit, dispute, professional, insurance and legal purposes.
- Improving our website, resources, internal processes, client communication and service quality.
- Sending service-related updates and, where permitted, relevant information about bookkeeping, VAT, ecommerce finance or related resources.
Lawful bases we may rely on: contract or steps before entering a contract, legal obligation, legitimate interests, consent where required, and in limited cases vital interests or another lawful basis where the law permits it.
Examples of Lawful Basis by Activity
- Consultation requests: steps before entering a contract and legitimate interests.
- Client bookkeeping services: contract, legal obligation and legitimate interests.
- Accounting and tax record keeping: legal obligation and legitimate interests.
- Website analytics and cookies: consent where required and legitimate interests for necessary security or performance functions.
- Marketing emails: consent or legitimate interests, depending on the context and applicable rules.
Your Data Protection Rights
1
Access and Copies
You can ask whether we process your personal data and request a copy of the personal data we hold about you, subject to legal limits and identity checks.
2
Correction and Updates
You can ask us to correct inaccurate or incomplete personal data, such as contact details, business details or records that need updating.
3
Deletion or Restriction
You can ask us to delete or restrict personal data where the law allows. Some bookkeeping or tax records may need to be retained for legal, regulatory or dispute reasons.
4
Objection and Portability
You may have the right to object to certain processing or request portable copies of data you provided, depending on the purpose and lawful basis.
5
Withdraw Consent
Where we rely on consent, you can withdraw it at any time. This does not affect processing already carried out before withdrawal.
6
Complain to the ICO
If you are unhappy with how we handle your personal data, please contact us first. You also have the right to complain to the UK Information Commissioner’s Office.
Sharing, Retention and Security
Bookkeeping work often involves trusted systems and professional workflows. We only share personal data where it is necessary, proportionate and linked to our services, your instructions, our business operations or legal duties.
Who We May Share Data With
- Our staff, contractors or authorised team members who need access to deliver services.
- Accounting, bookkeeping, cloud storage, CRM, email, document signing, workflow and communication providers.
- Marketplace, payment gateway, bank feed or accounting software providers where you authorise access or integrations.
- Professional advisers such as accountants, tax advisers, legal advisers, insurers or compliance consultants.
- HMRC, Companies House, regulators, courts, law enforcement or public authorities where required by law or where you instruct us to submit information.
- Third parties involved in a business transfer, merger, restructuring or similar event, subject to appropriate confidentiality controls.
How Long We Keep Data
We keep personal data only for as long as reasonably necessary for the purpose it was collected, including service delivery, legal obligations, accounting requirements, tax records, dispute management, insurance and legitimate business administration.
- Website enquiries: normally kept for a reasonable follow-up period unless you become a client or ask us to keep information longer.
- Client bookkeeping and accounting records: kept for the period required by tax, accounting, professional, contractual or legal obligations.
- Marketing preferences: kept until you unsubscribe or ask us to update your preferences, with suppression records retained to respect opt-out requests.
- Legal or dispute records: kept for as long as needed to establish, exercise or defend legal claims.
Security Measures
We use reasonable technical and organisational measures to protect personal data. These may include access controls, password protection, secure file transfer habits, role-based access, limited sharing, staff confidentiality expectations, backups, device security and review of service providers.
International Transfers
Some software providers or cloud services may process data outside the UK. Where this happens, we aim to use providers that offer appropriate safeguards, such as UK adequacy arrangements, approved contractual terms or other lawful transfer mechanisms.
Cookies and Website Analytics
Our website may use cookies and similar technologies to make the website work, keep it secure, remember preferences, measure performance and understand how visitors use our pages. Some cookies are essential, while others may require consent depending on how they are used.
Types of Cookies We May Use
- Essential cookies: required for basic website functions, security and form operation.
- Analytics cookies: help us understand page visits, traffic sources and website performance.
- Preference cookies: remember settings such as form choices or cookie preferences.
- Marketing cookies: may be used only where enabled and permitted to measure or personalise relevant content.
You can usually control cookies through your browser settings. If a cookie banner or consent tool is available on the website, you can also use it to manage non-essential cookies.
Client Confidentiality and Ecommerce Bookkeeping Records
Ecommerce bookkeeping can involve commercially sensitive information, including product margins, marketplace performance, supplier costs, advertising spend, VAT records, bank transactions and cash-flow reports. We treat this information as confidential and use it only for agreed services, internal administration, legal compliance and related support.
Platform Access and Integrations
Where a service requires access to Amazon, eBay, Shopify, Xero, QuickBooks, PayPal, Stripe, bank feeds or other systems, we will normally ask you to provide the minimum access reasonably needed for the service. You remain responsible for managing your own platform permissions and removing access when it is no longer required.
Third-Party Links
Our website may link to third-party websites, including government guidance, software providers and ecommerce platforms. We are not responsible for the privacy practices of those third-party websites. Please review their privacy policies before providing personal data.
Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes in our services, systems, legal requirements or privacy practices. The latest version will be published on this page with an updated date.
Helpful UK Data Protection and Tax Record Resources
Use these external and internal links to understand the wider privacy, bookkeeping and compliance context:
ICO Privacy Notice Guidance
Official guidance on writing a privacy notice and explaining how personal data is used.
ICO Right to Be Informed
Guidance on providing clear privacy information to individuals.
ICO Controllers and Processors
Guidance on controller and processor responsibilities under UK GDPR.
GOV.UK Company Records
Official guidance for limited company accounting record keeping.
Terms & Conditions
Review website terms, service limitations and important conditions.
Contact Seller Bookkeeping UK
Contact us about privacy questions, data rights requests or bookkeeping support.
Privacy Policy FAQs
Is Seller Bookkeeping UK a data controller or processor?
This depends on the activity. For website enquiries, client administration and deciding how our own business records are handled, we may act as a controller. For some bookkeeping tasks performed on your instructions, we may act as a processor or provide services under agreed engagement terms. The exact role should be confirmed in your engagement documents.
Do you sell personal data?
No. We do not sell personal data. We share information only where needed for our services, trusted providers, professional advice, legal compliance or your instructions.
Can I request a copy of my personal data?
Yes. You can contact us at info@sellerbookkeeping.co.uk to request access to personal data we hold about you. We may need to verify your identity before responding.
Can you delete all my bookkeeping records immediately?
Not always. We will consider deletion requests carefully, but some records may need to be kept for tax, accounting, legal, regulatory, insurance, dispute or professional reasons.
Do you use cookies?
Our website may use cookies for essential functions, security, analytics, preferences and performance. You can manage cookies through your browser settings and any cookie consent tools available on the website.
How do you protect ecommerce bookkeeping data?
We use reasonable security controls such as limited access, secure storage habits, careful sharing, provider review, password protection and confidentiality expectations. No system is completely risk-free, but we take privacy and confidentiality seriously.
What should I avoid sending by normal email?
Avoid sending passwords, full bank login details, unnecessary identity documents or highly sensitive personal data by ordinary email. If sensitive files are needed, ask us for a secure sharing method.
Who can I contact about privacy concerns?
Contact info@sellerbookkeeping.co.uk first so we can review and respond to your concern. You also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how your personal data is handled.
Questions About Your Data or Bookkeeping Records?
Contact Seller Bookkeeping UK if you have questions about this privacy policy, your personal data, ecommerce bookkeeping records, platform access or secure document sharing.