Privacy Policy
We believe in being clear and transparent about how we handle your data. This page explains what we collect, why we collect it, and how we keep it secure.
1. Who we are
Zen Accounting Ltd is a UK-based accounting and bookkeeping firm.
Registered address:
3rd Floor, 86–90 Paul Street, London, United Kingdom
If you have any questions about this policy or your data, you can contact us at:
📧 hello@zen-accounting.com
2. What data we collect
We collect personal data in the following ways:
🔹 Website visitors
- Name and email address (via contact forms or downloads)
- Technical data such as IP address and browser information
- Website usage data (via cookies and analytics tools)
🔹 Marketing subscribers
- Name and email address
- Engagement data (such as email opens and clicks)
🔹 Clients and prospective clients
- Contact details (name, email, phone number, address)
- Company information (including registration numbers and VAT details)
- Financial information required to provide our services
- Records of communication
🔹 Identity verification (AML compliance)
To meet legal obligations, we may collect:
- Identification documents (e.g. passport or driving licence)
- Proof of address
- Verification data obtained through third-party providers (such as SmartSearch)
- Information from publicly available sources
3. How we collect your data
We collect data through:
- Forms on our website (WordPress/Elementor)
- Email sign-up forms (MailerLite)
- Direct communication (email, phone, meetings)
- Client onboarding processes
- Third-party verification services (e.g. SmartSearch)
4. How we use your data
We use your data for the following purposes:
🔹 To provide our services
- Managing bookkeeping and accounting work
- Communicating with you
- Delivering reports and advice
Legal basis: Contract
🔹 For legal and regulatory compliance
- Anti-money laundering (AML) checks
- Identity verification
- Record keeping
Legal basis: Legal obligation
🔹 For marketing
- Sending updates, insights, and service information
- Providing resources you have requested
Legal basis: Consent (You can unsubscribe at any time)
🔹 To improve our website and services
- Understanding how users interact with our website
- Improving content and user experience
Legal basis: Legitimate interest
5. Third-party services we use
We use trusted third-party providers to support our business, including:
- MailerLite – email marketing and subscriber management
- Google Workspace – email, document storage, and internal systems
- QuickBooks Online – accounting software
- Dext – document and receipt processing
- SmartSearch – identity verification and AML checks
- GoDaddy / WordPress hosting – website hosting
- Google Analytics – website usage tracking
These providers may process your data on our behalf.
6. Data sharing
We do not sell your personal data.
We only share data where necessary:
- With service providers listed above
- Where required by law or regulation
- Where necessary to deliver our services
7. International data transfers
Some of our providers may process data outside the UK.
Where this happens, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses (SCCs)
- Working with providers that meet UK GDPR requirements
8. How long we keep your data
We retain data only as long as necessary:
- Marketing data → until you unsubscribe or become inactive
- Client records → typically 6 years after the end of the relationship
- AML/identity data → as required by law
9. Your rights
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion (where applicable)
- Restrict or object to processing
- Request transfer of your data
To exercise your rights, contact us at:
📧 hello@zen-accounting.com
10. Cookies
Our website uses cookies to:
- Ensure the site functions properly
- Understand how visitors use the site
- Improve user experience
You can control cookies through your browser settings.
11. Changes to this policy
We may update this policy from time to time.
The latest version will always be available on our website.
12. Complaints
If you have concerns about how your data is handled, you can contact us first.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): https://www.ico.org.uk
13. Contact us
If you have any questions about this privacy policy or how we handle your personal data, please contact us using the details below.
Zen Accounting Ltd
3rd Floor
86–90 Paul Street
London
United Kingdom
Email: hello@zen-accounting.com
We will aim to respond to your enquiry as soon as possible.