Privacy Notice

Who we are

Cloudkeepers London Ltd (“Cloudkeepers”, “we”, “us”) is the data controller for the personal information described here. We are a company registered in England, number 11047263, at 124 City Road, London EC1V 2NX.

For any question about your information, email info@cloud-keepers.co.uk, call 020 7118 9799, or write to us at the address above.

What we collect

When you use this website. Our hosting provider records technical information such as your IP address, browser type and the pages requested, to keep the site running and secure. We do not use analytics or advertising cookies; see our cookie policy.

When you send an enquiry. Your name, email address, and anything else you choose to give: phone number, business name, business type, the service you are interested in and your message.

When you book a call. Your name, email address, telephone number, any guests you add, and your answers about your business, such as turnover, industry, entity type and how you heard about us.

When you message us on WhatsApp, email or phone. Your contact details and what you tell us.

When you become a client. What we need to act for you and meet our legal duties, which may include: identity documents and proof of address for anti-money laundering checks; your date of birth, National Insurance number and Unique Taxpayer Reference; financial and tax information; bank details; and, if we run your payroll, details about your employees.

How we use it, and our lawful basis

• To reply to enquiries and arrange calls. Our legitimate interest in responding to people who contact us, or steps you ask us to take before entering a contract.
• To provide our services. Performing our contract with you: bookkeeping, accounts, tax returns, payroll and advice.
• To meet our legal obligations. Including customer due diligence under the Money Laundering Regulations 2017, reporting to HMRC and Companies House, and keeping records required by law.
• To run and protect our business. Our legitimate interests in managing our practice, keeping our systems secure and dealing with complaints or claims.
• To send you updates. We may email clients about tax changes and deadlines that affect them. You can opt out at any time. We only send marketing to non-clients with their consent.

Who we share it with

We never sell personal information. We share it only where needed:

• HMRC, Companies House and other authorities, when filing on your behalf or where the law requires.
• Software providers that process data for us under contract, such as Google Workspace (email, calendar and booking), Xero, Intuit QuickBooks, Dext, Cloudflare (which delivers our website form emails), and our website host Vercel.
• WhatsApp (Meta), if you choose to message us there.
• Our professional body and anti-money laundering supervisor, our insurers and our professional advisers, where necessary.
• Other parties you ask us to deal with, such as your bank, mortgage lender or a new accountant.

Transfers outside the UK

Some of our providers store or access data outside the UK, for example in the United States or the European Economic Area. Where they do, we rely on UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, or the UK International Data Transfer Agreement or Addendum, so your information keeps an equivalent level of protection.

How long we keep it

• Enquiries and bookings that do not lead to work: up to two years, then deleted.
• Client records: for six years after the end of the tax year or accounting period they relate to, or after our engagement ends, so we can answer HMRC enquiries and meet legal limitation periods.
• Anti-money laundering records: five years after our business relationship ends, as the Money Laundering Regulations require.

Keeping it secure

We use cloud systems with encryption, two-factor authentication and access limited to the people who need it. Please do not send documents, bank details or passwords through the website forms; we will give you a secure way to share them once we are working together.

Your rights

Under UK data protection law you can ask us to:

• give you a copy of the personal information we hold about you;
• correct information that is wrong or incomplete;
• delete it, where we no longer need it or the law does not require us to keep it;
• restrict or object to how we use it, including objecting to marketing at any time;
• give it to you, or another organisation, in a portable format;
• withdraw consent, where we rely on consent.

Contact us using the details above. We normally reply within one month and there is no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

We will update this notice when our services or the law change. The date at the top shows when it was last revised.