Privacy Policy

01

Overview & Privacy Commitment

KnightLedger respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how KnightLedger collects, uses, stores and protects personal information when you visit our website, contact us, become a client, use our accountancy services, or otherwise interact with us.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable privacy and electronic communications legislation.

02

Who We Are (Data Controller)

For the purposes of data protection legislation, the organisation responsible for your personal information is:

KnightLedger Limited

66 Paul Street, London, EC2A 4NA

Company registration number: 17069865

Email: contact@knightledgeruk.com

KnightLedger is an accountancy practice providing services including bookkeeping, payroll, taxation, year-end accounts, financial reporting, company secretarial services and related accounting and compliance services.

Where KnightLedger provides services to a business client, we may process personal information relating to the client, its directors, employees, customers, suppliers and other individuals as part of providing those services.

03

What Personal Information Do We Collect?

Depending on how you interact with us, we may collect and process the following categories of information:

Personal and Contact Information

• Name

• Address

• Email address

• Telephone number

• Job title or position

• Business contact details

Identification and Compliance Information

Where required for accountancy, tax, anti-money laundering or other regulatory purposes, we may collect:

• Date of birth

• Nationality

• Identification information

• Proof of identity

• Proof of address

• Beneficial ownership records

• Other information required to meet legal and regulatory obligations

Financial and Accounting Information

When providing accountancy services, we may process:

• Bank account information

• Income and expenditure information

• Invoices and receipts

• Payroll information

• Tax information

• Accounting records

• Company and business information

• Financial statements

• Details of assets and liabilities

• Pension information

• Information relating to employees

• Information relating to customers & suppliers

Website and Technical Information

When you use our website, we may collect:

• IP address

• Browser type & version

• Device information

• Operating system

• Pages visited

• Approximate location

• Usage & cookie technologies

Information You Provide to Us Directly

• Contacting us through our website

• Requesting a quotation

• Making an enquiry

• Becoming a client

• Signing up for our services

• Communicating by email or phone

• Completing forms or submitting records

• Applying for employment opportunities

04

How We Collect Your Information

We may obtain personal information:

• Directly from you;
• From your business or organisation;
• From your employer or another authorised representative;
• From accounting, payroll or financial systems you authorise us to access;
• From Companies House and other public registers;
• From HM Revenue & Customs and other government or regulatory bodies where permitted;
• From professional advisers or other organisations acting on your behalf;
• From third-party service providers;
• Through our website and online forms; and
• Through our communications with you.

Where we obtain personal information from another source rather than directly from you, we will provide appropriate privacy information where required by law.

05

How We Use Your Personal Information

1. Providing Our Services

To provide bookkeeping and accounting services; prepare accounts and financial statements; provide payroll services; prepare and assist with tax returns and tax compliance; provide company secretarial services; maintain accounting records; communicate with clients; respond to enquiries; provide quotations and proposals; manage client relationships; and deliver other services agreed with you.

2. Legal and Regulatory Compliance

To comply with legal and regulatory requirements, including anti-money laundering requirements; tax legislation; Companies Act requirements; accounting and professional standards; regulatory requirements; fraud prevention; legal and regulatory reporting; and responding to lawful requests from government or regulatory authorities.

3. Managing Our Business

To manage client relationships; maintain business records; process payments; manage invoices and accounts; improve our services; maintain information security; manage our website; resolve complaints or disputes; and protect our legal rights.

4. Marketing Communications

Where permitted by law, we may use your contact information to provide information about KnightLedger's services, news, updates or relevant information. Where consent is required, we will obtain it before sending direct marketing communications. You can unsubscribe from marketing communications at any time.

06

Our Lawful Bases for Processing

We only process personal information where we have a lawful basis to do so under UK GDPR:

Contract

Where it is necessary to enter into or perform a contract with you, including providing accountancy, payroll, bookkeeping, tax or company secretarial services.

Legal Obligation

Where necessary to comply with a legal or regulatory obligation, such as taxation statutes, anti-money laundering regulations, and Companies Act rules.

Legitimate Interests

Where necessary for our legitimate business interests (managing operations, maintaining security, preventing fraud, client communications) without overriding your rights.

Consent

In certain circumstances, we may rely on your specific consent. Where we rely on consent, you have the right to withdraw that consent at any time.

07

Financial and Accounting Records

As an accountancy practice, KnightLedger may process information that is necessary to provide professional services and meet statutory and regulatory requirements.

This may include information relating to: clients, directors, shareholders, employees, customers, suppliers, contractors, pension arrangements, payroll, tax affairs, and business transactions.

You should only provide personal information to KnightLedger where you are authorised to provide it and where it is necessary for the services we provide.

08

Who We Share Personal Information With

We may share personal information where necessary to provide our services, comply with legal obligations or operate our business. This may include sharing information with:

• HM Revenue & Customs (HMRC)

• Companies House

• Government departments & regulatory bodies

• Banks & financial institutions (authorised)

• External auditors or professional advisers

• Legal advisers

• IT and technology providers

• Accounting & payroll software providers

• Cloud storage providers

• Payment service providers

• Professional bodies & regulators

• Authorised client representatives

We require service providers who process personal information on our behalf to handle that information appropriately and securely.

Important: We do not sell personal information to third parties. We will only disclose personal information where there is a lawful basis for doing so.

09

International Data Transfers

Some of our technology and service providers may process information outside the United Kingdom. Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with applicable data protection legislation.

These safeguards may include:

• An adequacy decision by UK authorities;
• Appropriate contractual safeguards;
• International Data Transfer Agreements (IDTA) or UK Addendums; or
• Other legally recognised transfer mechanisms.

10

How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, accounting and reporting requirements.

The length of time we retain information depends on:

• The type of information;
• The nature of the services provided;
• Our contractual relationship with you;
• Legal and regulatory requirements;
• Professional obligations; and
• Any potential or actual legal claims.

Some accounting, tax and statutory records may need to be retained for a number of years after the end of a client relationship. When personal information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

11

How We Protect Your Information

We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorized access, accidental loss, destruction, misuse, alteration, and unauthorized disclosure.

• Access controls

• Password protection

• Multi-factor auth (MFA)

• Secure cloud systems

• Robust encryption

• User permissions

• Secure backups

• Staff awareness training

• Security policies

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

12

Cookies and Website Technologies

Our website may use cookies and similar technologies. Cookies are small files placed on your device that help websites operate, remember preferences and, where applicable, understand how visitors use a website.

We may use:

• Essential cookies: Necessary for the website to operate cleanly and securely;

• Functional cookies: Used to remember user preferences;

• Analytics cookies: Used to understand how visitors use our website;

• Marketing cookies: Where applicable, to assess communication effectiveness.

Where consent is required for non-essential cookies, we will ask for your consent before placing them on your device. You can manage your cookie preferences through your browser settings.

13

Third-Party Websites

Our website may contain links to third-party websites. These websites operate independently from KnightLedger and have their own privacy policies and terms. We are not responsible for the privacy practices, content or security of third-party websites. We recommend that you review the privacy policy of any third-party website before providing personal information.

14

Your Data Protection Rights (UK GDPR)

Subject to applicable legal conditions and exemptions, you have the following rights under UK data protection legislation:

Right to be Informed You have the right to understand how your personal information is being collected and used.

Right of Access You may request a copy of the personal information we hold about you (Subject Access Request).

Right to Rectification You may ask us to correct inaccurate or incomplete personal information.

Right to Erasure In certain circumstances, you may ask us to delete your personal information ("Right to be Forgotten").

Right to Restrict Processing You may ask us to restrict how we use your personal information in certain situations.

Right to Data Portability You may request your information in a structured, commonly used and machine-readable format.

Right to Object You may object to certain types of processing, including processing based on legitimate interests or direct marketing.

Automated Decisions & Profiling You have rights relating to decisions made solely on automated processing.

Where we rely on your consent, you may withdraw that consent at any time. These rights are subject to certain legal exceptions and may not apply in every circumstance (for instance, where statutory retention obligations apply).

15

How to Exercise Your Rights

If you would like to exercise any of your data protection rights, please contact us:

Email: contact@knightledgeruk.com

Postal Address: KnightLedger Limited, 66 Paul Street, London, EC2A 4NA

We may need to request additional information to verify your identity before responding to a request. We will normally respond to valid requests within the statutory timeframe (normally one calendar month) required by applicable UK data protection legislation.

16

Complaints & ICO Supervisory Authority

If you have concerns about how KnightLedger handles your personal information, please contact us first so that we can investigate and attempt to resolve your concerns directly.

You also have the right to complain to the UK's independent data protection regulator:

Information Commissioner's Office (ICO)

You can find information about making a complaint or lodging an inquiry through the ICO's official website:

Information Commissioner's Office (ico.org.uk)

17

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, changes in technology, changes to applicable laws or regulations, or changes to how we process personal information.

The latest version will always be published on our website with the relevant effective or updated date. We recommend reviewing this Privacy Policy periodically.