Privacy Policy

Last Updated: September 2025

This Privacy Policy explains how SL Smart Books (“we”, “our”, or “us”) collects, uses, and protects your personal information when you use our website, services, or communicate with us.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Business Name: SL Smart Books
Email: [email protected]
Telephone: 07538382826

We act as the Data Controller, responsible for deciding how your personal data is collected, used, and stored.

Information We Collect

We may collect the following types of information:

Personal Information

Name, address, telephone number, and email address

Job title or business name

National Insurance number, tax reference numbers, and other identifiers required for payroll or HMRC submissions

Financial Information

Bank account details (for payroll or payment processing)

Accounting records, invoices, receipts, and financial statements

Technical Data

IP address, browser type, and usage data collected automatically through cookies or analytics tools when you visit our website

Communication Data

Records of emails, calls, and messages between you and our firm

How We Use Your Information

We use your information to:

Provide bookkeeping, payroll, tax, and accounting services

Communicate with you about your accounts and financial records

Prepare statutory filings and HMRC submissions

Manage invoicing, billing, and payments

Maintain accurate business and compliance records

Improve our website and client experience

We will only use your personal information where it is necessary to:

Perform our contract with you

Comply with legal or regulatory obligations

Pursue our legitimate business interests

Obtain your consent (for marketing or optional communications)

How We Store and Protect Your Data

We store your data securely using encrypted systems and cloud-based software compliant with UK GDPR.

We implement appropriate technical and organisational measures to prevent unauthorised access, disclosure, alteration, or destruction of your personal data.

Your data will only be accessed by authorised personnel and trusted third parties (e.g., accounting software providers or HMRC) when necessary to provide our services.

Sharing Your Information

We may share your data with:

HM Revenue & Customs and other regulators where required by law

Payroll and accounting software providers (e.g., Xero, QuickBooks, FreeAgent)

Subcontractors, consultants, or cloud service providers who assist in delivering our services

Our professional advisors (e.g., auditors, legal or IT support)

We do not sell or rent your personal information to any third parties.

All third parties we work with are required to respect the confidentiality and security of your data.

How Long We Keep Your Information

We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including:

Accounting and tax records: 6 years (as required by HMRC)

Payroll information: 3 years after employment ends

Client communications: 2 years after the relationship ends

After this period, data is securely deleted or anonymised.

Your Rights Under UK GDPR

You have the following rights:

Access: Request a copy of the personal data we hold about you

Correction: Ask us to correct or update inaccurate information

Erasure: Request deletion of your data (where legally permitted)

Restriction: Ask us to limit processing of your data

Portability: Request your data in a transferable format

Objection: Object to processing based on legitimate interests

Withdraw Consent: If we rely on consent for any processing (e.g. marketing), you can withdraw it at any time

To exercise any of these rights, contact us at [email protected].

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Cookies and Website Tracking

Our website uses cookies to:

Improve user experience

Track website traffic and performance via analytics tools (e.g., Google Analytics)

Remember your preferences

You can manage or disable cookies in your browser settings at any time.

Changes to This Policy

We may update this Privacy Policy occasionally. The latest version will always be available on our website, with the updated date displayed at the top of the page.

Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us:

SL Smart Books
[email protected]
07538382826