Privacy Policy

Last Updated: May 2026

1. Introduction

CPLC Virtual Finance Assistant and Bookkeeping (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data when you visit our website or engage our services.

2. The Data We Collect

We may collect and process the following types of personal data:

Contact Information: Name, email address, phone number, and business address.

Financial Data: Information required for bookkeeping and VAT preparation, including bank statements, invoices, and expense receipts.

Technical Data: IP address and browser type (collected via cookies when you visit our website).

3. How We Use Your Data

We use your information based on the following legal grounds:

Contractual Necessity: To perform the services you have hired us to do.

Legal Obligation: To comply with UK tax laws and financial reporting requirements.

Consent: For responding to inquiries made through our contact form.

4. Data Retention

As a professional bookkeeping service, we are legally required to keep certain financial records (such as invoices and tax data) for at least 6 years to comply with HMRC requirements. All other personal data will be deleted when it is no longer necessary for the purpose it was collected.

5. Data Security

We take the security of your financial data very seriously. We use industry-standard encryption, secure cloud-based accounting software (such as Xero or Sage), and multi-factor authentication (MFA) to ensure your records are protected from unauthorized access.

6. Sharing Your Data

We do not sell your data. We only share information with third parties when necessary, such as:

HMRC: For VAT and tax submissions on your behalf.

Software Providers: Trusted cloud accounting and email platforms.

Legal Authorities: Only if required by law.

7. Your Rights

Under UK GDPR, you have the following rights:

The right to access the personal data we hold about you.

The right to request correction of inaccurate data.

The right to request deletion of data (where legal retention periods have expired).

The right to withdraw consent at any time.

8. Contact Us

If you have any questions about this policy or how we handle your data, please contact:

Caroline Clarke CPLC Virtual Finance Assistant and Bookkeeping

Email: info@cplcvirtualfinance.co.uk

Phone: 07583 052707