Privacy Policy

Data Controller

Barn Bookkeeping Privacy Policy

Barn Bookkeeping is a bookkeeping business with a payroll bureau that collects information from you our client under a contract, to provide you with bookkeeping and payroll services. We keep your personal information secure and are compliant with the General Data Protection Regulation (GDPR) that came into effect on 25 th May 2018.

What information do we collect?

Our Client’s furnish us with the information in various formats to be able to complete the required format for book-keeping and payroll. 

The bookkeeping will require sales and purchase invoices/receipts, bank statements, credit card and payroll information to complete the accounts to the statutory requirements with HMRC and your accountant. This is provided by the client.

If the bookkeeping service is provided in your office then all the paperwork will remain in your office along with the software that you provide. From time to time a backup of your system may be required to be taken off site to our office but this will be only uploaded onto our system and not used for any other purpose elsewhere.

For payroll we collect the statutory data that is required to do so by the HMRC, to report payments and deductions for each pay period of your employees. 

If you have instructed us to make payments to your workers, we have asked you to provide the bank details for those workers only.

We will have asked you for full details of your business, your personal passport and proof of address as required by law under the money laundering act, before we started providing bookkeeping and payroll services to you in order, to set up your accounts and payroll on your/our computer software.

If you have granted us access to your bank accounts to make payments on your behalf then we will use our own log-ins and only access with your permission.

How do we use the information that you give us?

The information that you provide us for bookkeeping and payroll purposes is used to complete information for HMRC and provide information for you as a client and the accountants. Data is not only stored on our own servers but we also have encrypted stored in cloud as a backup.

We are legally required to process your payroll using the information you have given us to submit payments and deductions data to the HMRC each pay period. This information is sent over a secure portal via our payroll software.

If you have asked us to process your pension payments on your behalf, we will send data to the pension provider you have contractually signed up with. This data is uploaded via the pension site secure portal.

We do not use or share any of your personal data for any other reason.

How we communicate with you?

There are various ways we will contact you. This is usually either email or telephone or face to face. Your email addresses supplied to Barn Bookkeeping will not be distributed to third parties and used only by Barn Bookkeeping to yourself. 

Access to your information

You and your workers have a right to request a copy of the information that we hold and we will provide this without undue delay. We request that if you have any changes to your workers information such as names, addresses, e-mail addresses and bank account details that you notify us as soon as possible to ensure we maintain accurate records.

How long are we required to keep your information?

Barn Bookkeeping is required by the HMRC to keep bookkeeping and payroll records for 6 years. Most of the time book-keeping records are handed back to the client once the Accountant has completed the year end accounts. The only information we would then hold are records held on our own accounting and payroll software.

Integrity and confidentiality

Our staff are trained bookkeeping & payroll professionals who adhere to confidentiality clauses and are trained to follow best practice to keep your information secure. We conduct regular checks to ensure our payroll process meets the ICO guidelines using the ICO data protection self-assessment.

Changes to our Privacy Policy

We will review our privacy policy to ensure it is up to date and alert you to any changes. This version is dated 1st January 2025.

How to contact us

Please e-mail us rachel@barnbookkeeping.co.uk Or write to us at:

Barn Bookkeeping
TheBarn
Cheldon
Chulmleigh
EX18 7JB

Supervising authority: Institute of Accountants and Bookkeepers

Breaches in our data protection are taken seriously and reported in a timely manner.

Complaints can be reported to the Information Commissioners Office via https://ico.org.uk

Rachel Page F.I.A.B. FICB CB.Dip PM.Dip.