Last updated: 24 September 2026

This document explains how Ledgerly Business Solutions Ltd handles your personal information, and it sets out the terms on which we provide our services and run this website. Part A is our Privacy Policy, and Part B sets out our Terms and Conditions. The detailed commercial terms, such as our fees and service levels, are set out separately in your service agreement with us.

Company and contact details

We are Ledgerly Business Solutions Ltd, referred to in this document as Ledgerly or we. Our registered details and how to reach us are set out below.

·        Legal name: Ledgerly Business Solutions Ltd

·        Registered in: England and Wales, company number 17361831

·        Registered office: 26 Peverel Green, Gillingham, England, ME8 9UP

·        ICO registration: ZC207663 (Information Commissioner’s Office)

·        Anti-money-laundering supervision: the International Association of Bookkeepers (IAB)

·        Contact: Natalie Parsons, Co-Founder

·        Email: natalie@lbsltd.com

·        Telephone: 07961 735802

·        Opening hours: Monday to Friday, 9:00am to 5:00pm, excluding bank holidays

Any reference to you or your means the client, prospective client or website visitor whose information we hold or with whom we contract.

Part A: Privacy Policy

We take the privacy of your information seriously, as our work gives us access to sensitive financial and personal records. This policy explains what we collect, why we hold it, who we share it with and how long we keep it. It applies to visitors to lbsltd.com and to our clients and their staff.

Our role: controller and processor

Our position under data protection law depends on whose information is involved, so it helps to set this out clearly.

●        For your own contact details, our client records and the identity checks we run on you, we act as a data controller. We decide why and how that information is used.

●        When we run payroll or provide HR support, we handle personal data about your employees. For that information we usually act as a data processor on your behalf, as you remain the controller of your own staff data. Where we act as your processor, a separate data processing agreement under Article 28 of the UK GDPR governs that work.

The legislation we follow includes the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The information we collect

The information we hold depends on the service you use. We group it into the categories below.

Identity and contact information. Your name, business name, job title and contact details.

Client due diligence and anti-money-laundering records. As a supervised firm, we must verify who you are before we act. This can include your identity documents and proof of address. We also record who owns and controls your business, and we may run an electronic identity check through a provider.

Financial and accounting records. Your invoices, receipts, bank and card statements, and the ledgers we keep for you in Xero. Where we handle VAT, we also hold the figures behind each return and the submissions made to HMRC.

Payroll and employee information. When we run payroll or support your HR, we process personal data about your staff, such as their contact details, National Insurance numbers, pay and pension details. Some of this is special category data under the UK GDPR, for example health information within a sickness record, and we treat it with corresponding care.

Website and technical information. When you visit lbsltd.com, the site may record limited technical data such as your IP address and browser type. Cookies are covered under the cookies heading below.

Correspondence. Records of your messages to us and our replies.

How we use your information and our lawful bases

We only use your information for the purposes below, and each has a lawful basis under the UK GDPR.

·        To provide the services you have engaged us for, which relies on the performance of our contract with you.

·        To verify your identity and meet our anti-money-laundering duties, which is a legal obligation under the Money Laundering Regulations 2017.

·        To prepare and submit the returns and filings HMRC requires from you, relying on our legal obligations and our contract with you.

·        To raise invoices and collect payment, relying on our contract and our legitimate interest in being paid.

·        To keep records for the periods the law requires, which is a legal obligation.

·        To answer your enquiries and manage our working relationship, relying on our contract or our legitimate interest in running the business.

·        To send occasional service updates and, where you have agreed, marketing, relying on your consent or our legitimate interest in keeping clients informed.

Where we process special category data, such as health information inside a sickness record, we rely on the conditions in Article 9 of the UK GDPR that cover employment and social security. Much of this is carried out on your behalf as your data processor.

Where we rely on legitimate interests, we have checked that our use of your information is proportionate and does not override your rights.

Sharing your information

We never sell your information. We share it only where the work needs it or the law compels it, and with the recipients below.

·        HM Revenue and Customs, for the returns and filings we submit on your behalf.

·        Software and technology providers, including but not limited to Xero, which we use to keep your records and prepare your payroll and submissions. They process data on our instructions under their own security terms.

·        Your accountant, so they can complete your statutory accounts and tax return.

·        Pension providers, where we administer auto-enrolment for your workplace scheme.

·        Our insurers and professional advisers, where they need access for a lawful purpose.

·        Our anti-money-laundering supervisor, the IAB, which may review our files as part of its oversight.

·        Law enforcement and regulators, where the law requires a report or disclosure, including a suspicious activity report under the anti-money-laundering rules. In some cases the law prevents us from telling you that a report has been made.

We put appropriate safeguards in place with the providers who process data for us.

Storage, security and how long we keep your information

Where your information is stored

Your information is held in Xero and in the other services we use to run our business. Some providers may store data outside the United Kingdom, and where that happens we make sure it stays protected to the standard UK data protection law requires.

Keeping your information secure

We apply appropriate measures to keep your information safe from unauthorised access and from accidental loss or misuse. No system can be completely secure, though we reduce the risk as far as we reasonably can.

How long we keep it

We keep your information only for as long as we need it, or for as long as the law requires. The main periods are set out below.

·        Client due diligence and anti-money-laundering records: five years after our relationship ends, then deleted, up to a ten-year maximum (MLR 2017, reg 40).

·        Limited company accounting records: at least six years from the end of the financial year (GOV.UK).

·        Sole trader and partnership records: at least five years after the 31 January Self Assessment deadline (GOV.UK).

·        Payroll and PAYE records: at least three years after the end of the tax year, with some employment records kept for six years (GOV.UK).

·        General correspondence and contracts: usually up to six years after our relationship ends.

·        Website and technical data: a short period only, set by our website platform.

Where we act as your data processor, for example on payroll, retention follows your instructions as the controller.

Your rights, cookies and complaints

Your rights under data protection law

You have rights over the personal information we hold about you. Depending on the situation, you can ask us to:

·        give you a copy of your information

·        correct anything inaccurate or incomplete

·        delete information where we no longer have a lawful reason to keep it

·        restrict or object to how we use it

·        move certain information to another provider

·        withdraw your consent, where we relied on it

Some rights are limited where the law requires us to keep the information, such as our anti-money-laundering and tax duties. To make a request, please contact Natalie Parsons using the details above. We will respond within one month, and there is no charge for a routine request.

Cookies

Our website runs on Squarespace. Some cookies are set by Squarespace so the site works, and where analytics tools such as Google Analytics are in use, they may set cookies to measure how the site is used. We do not use cookies ourselves to profile you or to advertise to you. You can manage non-essential cookies through the banner on the site and through your browser settings.

Marketing

We only send marketing where you have agreed to it or the law allows it, and you can ask us to stop at any time.

Children

Our services and website are meant for businesses and adults, and we do not knowingly collect information about children.

Changes to this policy

We may update this policy as our services or the law change, and the current version is always the one on lbsltd.com. The date at the top shows when it was last revised.

How to complain

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

Part B: Terms and Conditions

These terms govern our services and your use of this website. By engaging us, or by continuing to use lbsltd.com, you accept them. The detailed commercial terms, such as our fees and service levels, sit in a separate service agreement with you, and that agreement takes precedence if the two ever conflict.

Definitions

·        Ledgerly, we, us, our: Ledgerly Business Solutions Ltd, company number 17361831.

·        You, your, the client: the person or business we provide services to.

·        Services: the work we carry out for you, as described below.

·        Service agreement: the separate agreement or SLA that sets out your specific services and the fees and service levels for them.

The services we provide

We provide three lines of service, and each is charged for the time actually spent.

·        Bookkeeping. We keep your ledgers current in Xero and reconcile your accounts, and we prepare your VAT returns and run your payroll. At the year end we hand a complete pack to your accountant.

·        Making Tax Digital. We keep your digital records in the required form and prepare your VAT and any Income Tax submissions. You review and approve every return before it is filed.

·        HR support. We prepare employment contracts and offer documents, and we support you with staff handbooks and everyday HR questions.

The precise services we carry out for you are set out in your service agreement, and we can vary them by agreement in writing.

What the services do not include

Our work stops at a clean set of books and the submissions you approve. It does not include the items below, which stay with your accountant or another qualified adviser.

·        Preparation and filing of statutory annual accounts

·        Corporation tax and Self Assessment tax returns

·        Tax planning and tax advice

·        Statutory audit

·        Investment, pensions or other regulated financial advice

We are not authorised to give investment or regulated financial advice, and nothing we provide should be taken as such.

Identity checks and anti-money-laundering

Before we act, we must verify your identity and carry out anti-money-laundering checks, as the law requires. We may ask for identity documents and information about your business, and we can decline to act, or stop acting, if we cannot complete these checks or if the law requires it. We are bound by the Money Laundering Regulations 2017, so we may have to report knowledge or suspicion of money laundering, and the law may prevent us from telling you if we do. How onboarding works in practice is set out in your service agreement.

Fees

Our fees are set out in your service agreement. We reserve the right to change our prices when we see fit, and we will let you know of any change in advance where we can.

Your responsibilities and approvals

We rely on the information you give us, so please keep your records accurate and complete and send them to us in good time. You remain responsible for your own duties as a taxpayer and, where relevant, as an employer. We put every return and submission in front of you before it is filed, and nothing goes to HMRC until you have approved it.

Confidentiality

We treat the information you give us as confidential and use it only to provide the services. We will not pass it to anyone else without your consent, unless the law requires or permits it, and this duty continues after our work ends.

Data protection

We handle personal data in line with Part A of this document. Where we act as your data processor, for example when running payroll, we do so under a separate data processing agreement that meets Article 28 of the UK GDPR.

Intellectual property

Any templates and working papers we create remain our property, though you may use the deliverables we hand over for your own business. Your own records and data remain yours, and content on lbsltd.com may not be copied without our permission.

Our liability to you

Nothing in these terms limits our liability where the law does not allow it to be limited, such as for fraud or for death or personal injury caused by our negligence. Beyond that, our liability is limited as set out in your service agreement. As our service is bookkeeping and support, not the work of an accountant or tax adviser, we are not responsible for the work of your accountant, nor for loss arising from records you gave us late or incompletely.

Complaints about our service

If something is wrong, please tell Natalie Parsons first, and we will look into it and try to put it right. If you are still not satisfied, you can raise it with our professional body, the International Association of Bookkeepers, which supervises us for anti-money-laundering purposes.

Anti-bribery and tax evasion

We comply with the Bribery Act 2010 and do not tolerate the criminal facilitation of tax evasion under the Criminal Finances Act 2017.

Events outside our control

We are not liable for any failure or delay caused by events outside our reasonable control, such as the failure of a software platform or action by HMRC.

General

·        These terms, together with your service agreement, form the whole agreement between us on the services.

·        We may update these terms as our services or the law change, and the current version is the one on lbsltd.com.

·        If any part of these terms cannot be enforced, the rest continues to apply.

·        You may not transfer your rights or obligations under these terms without our written consent.

·        Someone who is not a party to these terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.