Privacy Policy

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Last updated: September 2026

Who we are

CSS Bookkeeping is a bookkeeping and accounting practice based in East Riding of Yorkshire, United Kingdom.

For the purposes of UK data protection law, CSS Bookkeeping is the data controller for personal information we collect and use in connection with our business.

ICO Registration Reference: ZC077320

If you have any questions about this Privacy Policy, how your personal information is used, or wish to exercise your data protection rights, please contact:

Email: info@cssbookkeeping.co.uk

Information we may collect

The personal information we collect will depend on the services you use and may include:

• your name, address, email address and telephone number;
• date of birth and other identification information;
• National Insurance number, Unique Taxpayer Reference (UTR) and other tax references;
• information required to carry out identity verification and anti-money laundering checks;
• financial information, including bank transactions, income, expenses and accounting records;
• tax, VAT and payroll information;
• employment and pension information;
• information relating to your business, directors, employees, customers or suppliers where relevant to the services we provide;
• correspondence and information you provide when contacting us by email, telephone, WhatsApp, our website or other means; and
• technical information collected when you use our website, where applicable.

Where necessary to provide our services, the information we process may also include personal information relating to other individuals, such as employees, directors, business partners, customers or suppliers.

How we obtain your information

We may obtain personal information:

• directly from you;
• from businesses or individuals who have authorised us to act on their behalf;
• from previous accountants or bookkeepers where you have authorised the transfer of information;
• from HM Revenue & Customs (HMRC), Companies House and other government bodies;
• from accounting, payroll, pension and other systems that you have authorised us to access; and
• from publicly available sources where appropriate.

Why we use your information

We may use your personal information to:

• respond to enquiries and provide information about our services;
• provide bookkeeping, payroll, VAT, tax, accounts preparation and other agreed services;
• communicate with you about the services we provide;
• maintain accurate business and accounting records;
• carry out client identification, verification and anti-money laundering checks;
• meet our legal, regulatory and professional obligations;
• make submissions to HMRC, Companies House and other relevant authorities where we are authorised to do so;
• administer our client relationship, including engagement, invoicing and record keeping;
• establish, exercise or defend legal claims; and
• operate, protect and improve our business and website.

Our lawful bases for using your information

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

Contract – where processing is necessary to provide services you have asked us to provide or to take steps at your request before entering into a contract.

Legal obligation – where we need to process information to comply with a legal or regulatory requirement, including anti-money laundering, tax and record-keeping obligations.

Legitimate interests – where processing is necessary for the legitimate operation and administration of CSS Bookkeeping, provided those interests are not overridden by your rights and interests.

Consent – where we have specifically asked for your consent to use your information for a particular purpose. Where we rely on consent, you may withdraw it at any time.

The appropriate lawful basis depends on the purpose for which the information is being processed. Information Commissioner's Office

Who we may share information with

Where necessary for the services we provide, or where required by law, information may be shared with appropriate third parties including:

• HM Revenue & Customs (HMRC);
• Companies House;
• workplace pension providers;
• accounting and bookkeeping software providers, including Xero and QuickBooks;
• payroll software providers, including BrightPay;
• tax, accounts production and practice-management software providers, including TaxCalc and Engager;
• anti-money laundering and identity-verification providers, including Xama;
• Making Tax Digital and bridging software providers, including 123 Sheets;
• Microsoft and cloud-based IT, email and document-storage services;
• Adobe and electronic document/signature services;
• professional advisers, regulatory or professional bodies where appropriate; and
• law enforcement, regulators, courts or other authorities where we are legally required to disclose information.

We only share personal information where there is an appropriate reason to do so and only to the extent necessary for the relevant purpose.

International transfers

Some of the technology and cloud-service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate protections are in place in accordance with UK data protection law. These may include UK adequacy regulations or approved contractual safeguards.

Information about the safeguards used for a particular transfer can be requested by contacting us.

How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet our legal, regulatory, professional and contractual obligations.

Different records may therefore be retained for different periods. In determining the appropriate retention period, we consider the nature of the information, the services provided, relevant legal and regulatory requirements and whether the information may be required to establish or defend legal claims.

When information is no longer required, it will be securely deleted or disposed of where appropriate.

Keeping your information secure

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Where third-party systems are used to process or store information, we take reasonable steps to use reputable service providers and appropriate security measures.

Your data protection rights

Depending on the circumstances and the lawful basis being relied upon, you may have rights including:

• the right to request access to your personal information;
• the right to ask us to correct inaccurate or incomplete information;
• the right to request deletion of your information in certain circumstances;
• the right to request restriction of processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability in certain circumstances; and
• the right to withdraw consent where we rely on consent.

These rights are not absolute and exemptions may apply depending on the circumstances and our legal or regulatory obligations.

To exercise your rights, please contact info@cssbookkeeping.co.uk.

Data protection complaints

If you have concerns about the way CSS Bookkeeping has collected, used, stored or shared your personal information, you can make a data protection complaint by emailing:

info@cssbookkeeping.co.uk

We will acknowledge and handle data protection complaints in accordance with applicable data protection law.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

The ICO recommends raising concerns with the organisation first so that it has an opportunity to address them.

Website and cookies

Our website may use cookies and similar technologies that are necessary for the website to operate and, where applicable, to understand how the website is used.

Where non-essential cookies or similar technologies are used, appropriate information and choices will be provided where required by law.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems or legal and regulatory requirements. The latest version will be published on this website.