Privacy Policy of Keystone Ledger Services

Keystone Ledger Services is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, and process your personal data when you use our online platform or engage with our tax consulting services, including Corporate Tax Planning, Personal Tax Returns, VAT Compliance, Inheritance Tax Advice, Capital Gains Tax, HMRC Inquiries, Financial Advisory, and Payroll Services.

1. Information We Collect

We collect various types of information in connection with the services we provide:

• Personal Identification Information: This includes your name, date of birth, national insurance number, UTR (Unique Taxpayer Reference), passport details, and other government-issued identifiers.
• Contact Information: Your postal address, email address, and telephone number.
• Financial Information: Bank account details, income details, expenditure details, asset and liability information, investment details, and other financial records necessary for tax planning and return preparation.
• Business Information: For corporate clients, this may include company registration details, VAT numbers, financial statements, payroll records, and other relevant business data.
• Technical Data: Information about your visits to our site, including IP address, browser type, operating system, referral source, length of visit, and page views. This is primarily for analytical purposes to improve our platform's performance and user experience.
• Information from Third Parties: In some cases, we may receive information from third-party sources (e.g., HMRC, financial institutions) where it is necessary for the provision of our services and legally permissible.

2. How We Use Your Information

Your information is used for the following purposes:

• To provide and manage our tax consulting services, including preparing and filing tax returns, offering financial advice, and managing payroll.
• To fulfil our legal and regulatory obligations, such as anti-money laundering (AML) checks and compliance with HMRC requirements.
• To communicate with you regarding your services, inquiries, and important updates.
• To improve our services, understand client needs, and enhance the functionality and security of our online platform.
• For internal record-keeping and administrative purposes.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds under GDPR:

• Performance of a Contract: Processing is necessary for the performance of our contract with you or to take steps at your request before entering into a contract (e.g., providing tax advice, preparing returns).
• Legal Obligation: Processing is necessary for compliance with a legal or regulatory obligation to which Keystone Ledger Services is subject (e.g., tax laws, anti-money laundering regulations).
• Legitimate Interests: Processing is necessary for the purposes of the legitimate interests pursued by Keystone Ledger Services or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms (e.g., improving our services, preventing fraud).
• Consent: In specific situations, we may ask for your consent to process your personal data. Where consent is the basis for processing, you have the right to withdraw it at any time.

4. Data Sharing and Disclosure

We do not sell or rent your personal data to third parties. We may share your information with:

• HMRC and Other Regulatory Bodies: As required by law for tax compliance, inquiries, and reporting.
• Service Providers: Third-party service providers who assist us in operating our business and providing our services (e.g., IT support, cloud hosting providers, secure communication platforms, payment processors). These providers are contractually bound to protect your data and only process it according to our instructions.
• Professional Advisers: Such as lawyers or auditors, where necessary for legal or professional advice.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your data may be transferred as part of that transaction.

5. International Data Transfers

Your personal data is primarily stored and processed within the United Kingdom. In the event that data needs to be transferred to or processed in a country outside the UK or European Economic Area (EEA), we will ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission, to guarantee the protection of your data.

6. Data Security

We implement robust technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption of data in transit and at rest.
• Access controls and strict internal policies for staff.
• Regular security assessments and penetration testing.
• Secure data backup and recovery procedures.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Typically, we retain client data for a minimum of seven years after the completion of services, in line with UK tax and accounting regulations.

8. Your Data Protection Rights

Under data protection laws, you have the following rights regarding your personal data:

• The Right to Be Informed: About how your personal data is collected and used.
• The Right of Access: To request a copy of the information we hold about you.
• The Right to Rectification: To correct data that is inaccurate or incomplete.
• The Right to Erasure ( "Right to be Forgotten"): To request the deletion of your personal data where there is no compelling reason for its continued processing.
• The Right to Restrict Processing: To limit the way we use your data.
• The Right to Data Portability: To obtain and reuse your personal data for your own purposes across different services.
• The Right to Object: To processing based on legitimate interests or direct marketing.
• Rights in Relation to Automated Decision Making and Profiling: To safeguards against the risk that a decision is taken without human intervention.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

9. Cookies

Our online platform uses cookies to enhance user experience, analyze site usage, and support basic functionality. Cookies are small text files stored on your device. You can control or delete cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and we encourage you to review it periodically.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Keystone Ledger Services

2847 Bishopsgate, Floor 7

London, Greater London, EC2M 4NR

United Kingdom

If you are not satisfied with our response or believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for upholding information rights.