Online Privacy Statement
Who are we?
We are Swann Bookkeeping and Accountancy Ltd, a professional bookkeeping and accountancy service provider operating throughout the United Kingdom.
What is this privacy statement about?
To provide our clients with our services, we need to collect and use information about you, some of which may be personal or private. For example, we may need your name, address, and contact details such as your mobile number or email address.
This privacy statement explains what information we collect about you, why we collect it, what we use it for, and who we may share it with. It also outlines your rights regarding your information and how we protect it while it is in our care.
What information do we collect about you?
The information we collect about you depends on the services you use. Typically, we collect:
- Your name and address so we can identify you and provide our services.
- Your contact details (such as phone number and email) so we can communicate with you.
- Your financial or banking details to process payments and manage your account.
Depending on the level of service, we may also collect information such as:
- Employment and income details
- Assets and liabilities
- Tax or financial history relevant to bookkeeping or accounting services
We only collect the information necessary to deliver our services effectively and responsibly.
How do we collect information about you?
We usually collect information directly from you, ensuring accuracy and transparency. In some cases, we may receive information from third parties with your consent—for example, your employer, accountant, or other authorized representatives.
What do we do with the information we collect about you?
We use your information to:
- Deliver the services you have requested
- Manage your client account and records
- Comply with legal and regulatory obligations (e.g., anti-money laundering checks)
- Confirm your identity
- Prevent fraud and financial crime
- Keep our records accurate and up to date
- Inform you of services or updates that may be relevant to your business.
We process your data only when it is lawful and necessary for legitimate purposes.
Who do we share your information with?
We understand that your information is confidential. We only share it when necessary and lawful, for example with:
- Our employees are involved in delivering your services
- Trusted service providers or specialists assisting in service delivery
- Credit reference, fraud prevention, or regulatory agencies as required by law
- Any person or organization you have authorized us to share your data with
Occasionally, we may share data outside the UK (for example, with software providers based abroad). In such cases, we ensure that appropriate safeguards are in place in line with UK data protection laws.
How do we look after and secure your information?
We take appropriate measures—both technical and organizational—to protect your data from loss, misuse, or unauthorized access. This includes:
- Secure systems protected by encryption and password controls
- Access limited to authorized staff
- Regular employee training on data protection
- Secure disposal of information when it is no longer needed
We only keep your data as long as necessary and delete it securely when no longer required.
What are ‘Cookies’ and how does Swann Bookkeeping and Accountancy use them?
Cookies are small text files stored on your computer by your web browser. Our website may use cookies to ensure secure connections and improve your browsing experience.
You can adjust your browser settings to refuse cookies, but this may limit certain website features.
Third parties, such as analytics or advertising partners, may also use cookies on our site. We recommend reviewing their privacy policies, as Swann Bookkeeping and Accountancy Ltd is not responsible for their practices.
Other information regarding our website
Certain areas of our website use Secure Socket Layer (SSL) encryption to protect data transmitted online. However, as no internet transmission is fully secure, you should be aware that sending information is at your own risk.
Our website may contain links to external sites. We are not responsible for the privacy practices or content of those third-party sites.
By email and phone
If you contact us by email or phone, we may use these details to respond to your queries or communicate service updates.
Please note that email communications are not always secure. We recommend avoiding sending sensitive information via unsecured networks or public Wi-Fi.
Your rights
Under the UK General Data Protection Regulation (GDPR), you have rights regarding your personal data, including:
- Right to access: You can request a copy of the personal data we hold about you.
- Right to rectification: You can ask us to correct inaccurate or outdated information.
- Right to object: You can object to certain processing activities, such as direct marketing.
- Right to erasure: You can request that your data be deleted where appropriate.
Requests must be made in writing and accompanied by valid identification. We will respond within one calendar month.
To exercise any of these rights, don’t hesitate to get in touch with us using the details below.
How to contact us
If you have questions about this privacy statement or wish to exercise your rights, please contact:
Swann Bookkeeping and Accountancy Ltd
Address: 86-90 Paul Street, London EC2A 4NE
Phone Number: 01223 911103
Email: enquiries@swann-bookkeeping.co.uk
Swann Bookkeeping and Accountancy and data protection
Swann Bookkeeping and Accountancy Ltd is registered with the Information Commissioner’s Office (ICO) under the Data Protection Act.
You can find more information on data protection at:
Information Commissioner’s Office:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Reg: ZA336366
Tel: 0303 123 1113
Website: https://ico.org.uk
Changes to this statement
We may update this privacy statement from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available on our website. We encourage you to review it periodically.o time to make sure you are aware of the latest version.