Privacy Policy

Effective Date: 1 July 2025

At Zen Bookkeeping & Advisory, we are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our services, including any communications conducted via phone calls.

Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

Who We Are

Zen Bookkeeping & Advisory is an accounting and advisory firm offering bookkeeping, business advisory, and financial consulting services. We can be contacted at 01752 42 72 80 or info@zenbookkeepingandadvisory.co.uk.

Information We Collect

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

• Personal Identification Information: Name, address, phone number, email address, and other contact details.
• Financial Information: Bank account details, tax file numbers (TFNs), business financials, and other related data required for bookkeeping and advisory services.
• Communication Data: Records of your communications with us, including emails, forms submitted via our website, and phone call recordings.
• Website Usage Data: IP address, browser type, device identifiers, pages visited, and time spent on our site (collected through cookies or similar technologies).

Call Recording Policy

All incoming and outgoing telephone calls are recorded for quality assurance, training, and compliance purposes. These recordings may capture any personal or business-related information you share during the call.

Call recordings are securely stored.

Retention period: Recordings are retained for a period of 12 months from the date and time of the call.

After 12 months, recordings are automatically deleted unless required for legal, regulatory, or contractual reasons.

How We Use Your Information

Your information is used to:

• Provide our bookkeeping and advisory services.
• Manage client relationships.
• Respond to enquiries or support requests.
• Comply with legal and regulatory obligations.
• Improve the quality of our services, including training staff.
• Send relevant communications (you can opt out at any time).

Sharing Your Information

We do not sell or rent your personal data. We may share it with:

• Government and regulatory bodies (e.g., ATO), where required by law.
• Third-party service providers (e.g., cloud accounting platforms, CRM tools) who help us operate our business, under strict confidentiality agreements.
• Legal or professional advisers, if necessary for the provision of services or compliance.

Data Security

We take data protection seriously and have implemented appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.

This includes:

• Secure storage and encryption of data.
• Access controls for staff.
• Regular audits and security reviews.

Your Rights

You have the right to:

• Request access to your personal data.
• Request correction of inaccurate or incomplete data.
• Request deletion of data (where applicable).
• Object to or restrict certain processing activities.
• Withdraw consent (if processing is based on consent).

To exercise these rights, please contact us using the details provided at the bottom of this policy.

Cookies and Website Analytics

Our website may use cookies to enhance user experience and collect information about how visitors use the site. You can choose to disable cookies through your browser settings.

We may also use third-party tools such as Google Analytics to help us understand website traffic and usage.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this page periodically.

Contact Us

If you have any questions or concerns about this Privacy Policy or the way your data is handled, please contact:

Ann Williams

Zen Bookkeeping & Advisory

Email: info@zenbookkeepingandadvisory.co.uk

Phone: 01752 42 72 80