Privacy Policy


Keeping your Books Ltd (‘our’, ‘us’, ‘I’, ‘me’) takes your privacy and security very seriously.


Keeping your Books Ltd (‘we’/’us’) of 10 Victoria Road South, Southsea, PO5 2DA are committed to protecting and respecting any personal information you share with us.


This statement explains what types of information we collect from you, how it is used by us, how we share it with other, how you can manage the information we hold and how you can contact us.  The contents of this statement may change from time to time so please check this page occasionally to ensure you are still happy to share your information with us.


If you have any questions regarding this privacy policy, please contact us:


In writing:  to the address above


By phone:  023 92 160 626


By email:





We collect information about you when you engage with use either via telephone through our website or other digital platforms.


Some of this information does not identify you personally, but provides us with information about how you use our services and engage with us (we use this information to improve our services and make them more useful to you).


The information we collect includes some or all of the following:


  1. Your personal details including name, address and contact details.

  2. Identifiers assigned to your computer or other devices, including your Internet Protocol (IP) address.

  3. Cookie information.

  4. Details of communications between us (i.e. emails)

  5. Any other information which you may provide to us.




We will only process information that is necessary for the purpose for which it has been collected.


The legal basis of processing will vary depending on the type of service you have requested, and we have listed some examples of our processing activities below:


  1. Responding to your queries.

  2. Using your payment details to process payments or refunds relating to a service provided by us (as is necessary for the performance of a contract you and us and/or as is necessary for our legitimate interests).


  1. Sending you information about our business services if requested.

  2. Undertaking market research and statistical analysis, including analysing your use of our website.  This allows us to develop new, or improve existing, products and services (as is necessary for our legitimate interests).


Our ‘legitimate interests’ as referred to in this document include our legitimate business purpose and commercial interests in operating our business in a customer-focused, efficient and sustainable manner, in accordance with all applicable legal and regulatory requirements.




We will not hold your personal information for any longer than is necessary.


If you are a customer or otherwise have a relationship with us, we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.


In any event, the retention period will be the statutory retention period unless there is a further legal or regulatory requirement to do so.




Under the data protection act you have certain rights in relation to the data we hold about you.  Under GDPR, these rights are extended and listed below:


  • To obtain access to, and copies of, the personal information that we hold about you.

  • To require that we cease processing your personal information if the processing is causing you damage or distress.

  • To require us not to send you marketing communications.

  • To require us to erase your personal information.

  • To require us to restrict or object to our data processing activities.

  • To receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal information to another data controller.

  • To require us to correct the personal information we hold about you, if it is incorrect.


Please note that these rights may be limited by data protection legislation, and we may be entitled to refuse requests where exceptions apply.




If you have a complaint regarding any aspect of how we handle your personal information, please write to us at the above address.


If you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner’s Office (ICO) at the following address:


Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.




You can also contact the Information Commissioner’s Office (ICO) using their online form:




In order to protect the personal data collected from you by Keeping your Books Ltd against accidental or deliberate manipulation, loss, destruction or the access of unauthorised persona, technical and organisational security measures are constantly improved as part of our technological development.


In additional, employees and any subcontractors are obligated to observe confidentiality and data privacy.


All computers used by Keeping your Books Ltd have Norton security enabled.




If at any time we become aware that your data has been compromised, or that a breach of our systems has occurred, which has an impact on the security of your data, we will notify the Information Commissioner’s Office (ICO), and you, without undue delay.




You have the right to request access to a copy of the personal information that we hold about you.

This is also known as a ‘Subject Access Request’.


This information is provided to you free of charge, however, we can refuse to respond or charge a ‘reasonable fee’ of £10 when a request is manifestly unfounded, excessive or repetitive.


We will provide this information in a structured, commonly used and machine-readable form such as a CSV file.


This allows you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.


If you would like to submit a Subject Access Request, please contact Admin:


In writing: to the address above


By phone: 023 92 160 626


By email:


We will respond to your request without delay and at the latest, within one month of receipt of your request.




If you believe the personal data, we hold about you is inaccurate or incomplete, you have the right to rectification.   You can let us know about any changes in writing at the above address.



You have the right to withdraw your consent for us to collect, process and store your data at any time.


If you wish to withdraw your consent, please confirm this in writing to Heidi Jenkins at the address above.


Please not, by withdrawing consent, Keeping your Books Ltd may be unable to execute the contract that you have entered into with us and will result in termination of our services.  The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.




This policy will be reviewed regularly and revised according to further direction from the ICO following the introduction of the EU GDPR regulations. 


Keeping your Books Ltd

Privacy Policy