Last updated October 2026
Privacy notice
This notice explains what personal data I collect when you use this website (remote-bookkeeping.co.uk) or when I act for you, why, who I share it with, how long I keep it and what your rights are.
Who I am
Mike Chapman, trading as Remote Bookkeeping, is the data controller for the personal data described here. I am an AAT Licensed Accountant based in St Neots, Cambridgeshire, and I am registered with the Information Commissioner's Office (registration no. 00015369427).
Contact: mike@remote-bookkeeping.co.uk · 07494 252709
If you send an enquiry through this website
The enquiry form collects your name, business name, email, phone number if you give it, and your message. I use it only to reply to you and discuss working together (legitimate interests). The form is processed by Formspree, which forwards it to me by email, and this site is hosted by a web hosting provider that keeps standard server logs. The site loads its fonts from Google Fonts, which sees your IP address. I don't use analytics or advertising cookies. If your enquiry doesn't lead to working together, I delete it after 12 months.
What data I hold for clients
- Identity and contact details: names, addresses, dates of birth, phone numbers and email addresses of clients, partners, directors and owners.
- ID checks: copies of photo ID, proof of address and the results of electronic identity checks, which money laundering law requires me to carry out.
- Tax and financial details: National Insurance numbers, Unique Taxpayer References, VAT numbers, bank statements, income and expenses, and other financial records you give me or that I access through your accounting software or bank feeds.
- Other people's data in your records: your records will include personal data about your staff, customers and suppliers. I process it only to do the work you have engaged me for.
- Correspondence: emails, messages and notes of our calls and meetings.
Why I use it
| Purpose | Lawful basis under UK GDPR |
|---|---|
| Doing the work in your engagement letter: bookkeeping, accounts, VAT and tax returns | Performance of a contract |
| Identity checks, record keeping and suspicious activity reporting under the Money Laundering Regulations 2017 | Legal obligation |
| Filing returns and dealing with HMRC as your agent | Performance of a contract and legal obligation |
| Keeping professional records that AAT, my insurer and the law require | Legal obligation and legitimate interests |
| Handling your staff, customer and supplier data within your records | Legitimate interests (doing the work you have asked for) |
| Replying to website and email enquiries | Legitimate interests |
| Sending you occasional updates on deadlines or tax changes that affect you | Legitimate interests; you can opt out at any time |
I do not sell your data, use it for automated decision-making, or use it for any purpose not listed here. If you don't give me information that the law requires, such as ID for money laundering checks, I won't be able to act for you.
Who I share it with
- HMRC, when filing returns and acting as your agent.
- Software and service providers that hold data for me under contract, including accounting software (QuickBooks, Xero), an electronic identity check provider, email, secure cloud storage, website hosting and the website form service. Some of these providers store data outside the UK; where they do, they use safeguards approved under UK data protection law, such as the UK International Data Transfer Agreement.
- AAT, which supervises me for money laundering and may review my files for quality and compliance.
- A continuity alternate, if I appoint one in future, who would take over the care of your records only if I died or became unable to work. I will tell you before this happens.
- My professional indemnity insurer and advisers, if needed to handle a claim or complaint.
- The National Crime Agency or other authorities, where the law requires me to report or disclose.
How long I keep it
| Data | How long |
|---|---|
| Identity check records | 5 years after our relationship ends, as money laundering law requires |
| Working papers, accounts and tax return files | At least 6 years after the end of the period they relate to |
| Correspondence | 6 years after our relationship ends |
| Enquiries that don't become clients | 12 months |
After that, I delete or securely destroy it. Your own original records are yours, and I will return them when our relationship ends.
Keeping it secure
I keep data in password-protected, encrypted systems with two-factor authentication, work in your software rather than copying data out where I can, and never send ID documents or tax details by unencrypted email attachment. If a breach happens that puts your rights at risk, I will tell you and, where required, the ICO.
Your rights
You have the right to ask for a copy of the personal data I hold about you; ask me to correct anything inaccurate or incomplete; ask me to delete your data, or restrict how I use it, where I'm not required by law to keep it; object to my use of your data based on legitimate interests, including any updates I send; and receive data you gave me in a format you can pass to another provider. To use any of these rights, contact me using the details above. I will respond within one month, and there is normally no charge.
Complaints
If you're unhappy with how I handle your data, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this notice
I review this notice at least once a year and will tell you about any significant change.