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EveryBean
Bookkeeping

Privacy notice

How EveryBean Bookkeeping Ltd uses personal information  ·  Last updated 24 August 2026
 

This notice explains how EveryBean Bookkeeping Ltd ("EveryBean", "we", "us") uses personal information when we are the data controller. It is for clients (including sole traders, partners, and company directors), people who enquire about our services, and people whose details we hold for anti-money laundering, our contract, and billing.

1.  Who we are

EveryBean Bookkeeping Ltd is a company registered in England and Wales with company number 17322268. Registered office: 42 Greenfarm Road, Cardiff, CF5 4RH. Website: www.everybean.co.uk. Email: everybeanbookkeeping@gmail.com.

We are registered with the Information Commissioner's Office as a data protection fee payer. Registration number: ZC194248. We do not have a Data Protection Officer. For privacy questions, email everybeanbookkeeping@gmail.com.

2.  Two different roles

When we use your own information to take you on as a client, complete anti-money laundering checks, send invoices, collect Direct Debit, and deal with complaints, EveryBean is the controller. This notice covers that.
 

When we keep your books, personal data in those books (for example your customers, suppliers, or subcontractors) is yours. You are the controller and EveryBean is the processor. That work is described in our Professional Services Agreement (including Schedule 2), not in this notice. We do not use this notice to speak to your customers. That is your responsibility.

3.  What we collect

We may collect:

  • name, trading name, address, email, and phone number;

  • company number, VAT number, UTR, and similar identifiers you give us;

  • identity and address documents, and (for a limited company, LLP, or partnership) who owns or controls it, for anti-money laundering checks;

  • bank details for Direct Debit, collected through GoCardless — we do not take card payments;

  • records of our contract, fees, invoices, and emails;

  • your accountant's details, if you have one; and

  • complaints and how we handled them.
     

We do not offer payroll. We do not seek special category data (for example health or ethnicity). Please do not send it unless we have asked and it is strictly required. We will not use your Government Gateway or GOV.UK One Login details.

4.  Why we use it

We use personal information only as needed:

  • Contract — to take you on, provide bookkeeping, invoice you, and collect the Direct Debit.

  • Legal obligation — anti-money laundering and customer due diligence; keeping records the law, ICB, or HMRC require; acting as your HMRC agent where you have authorised us.

  •  Legitimate interests — running a regulated bookkeeping practice securely, dealing with insurers, and using a locum or continuity nominee if we cannot work. You can object to legitimate-interests processing.
     

We do not sell your information. We do not use automated decision-making that produces legal or similarly significant effects. We do not run marketing lists, cookie tracking, or an app. If you are a client or have asked for a quote, we may email you about our service. You can tell us to stop.

5.  Where it comes from

Usually from you. We may also receive information from Companies House, your accountant, your bank (read-only access or feeds you authorise), and HMRC where we are your agent.

6.  Who we share it with

Only as needed to run the service or comply with the law:

  • Intuit (QuickBooks / Intuit Accountant Suite);

  • GoCardless Limited (Direct Debit);

  • HMRC, where you have authorised us as agent;

  • your accountant, if you ask us to work with them;

  • the Institute of Certified Bookkeepers (ICB), which supervises our anti-money laundering compliance;

  • our professional indemnity insurer and professional advisers;

  • a locum or continuity nominee if we cannot work, on the same confidentiality terms; and

  • police, HMRC, or other authorities where the law requires it.

7.  Transfers outside the UK

Some providers (including Intuit) may store or access information outside the UK. Where that happens we rely on a lawful transfer mechanism, such as the UK's approved contracts or an adequacy decision.

8.  How long we keep it

  • Records relating to the services: six years from the end of the engagement, or longer if the law, the Money Laundering Regulations, ICB, or our insurers require it.

  • Anti-money laundering records: at least five years after the business relationship ends, or as those Regulations then require.

  • Enquiries that do not become a client: up to 12 months, unless we must keep them longer.
     

If you ask us not to email you, we keep enough information to respect that request.

9.  Your rights

You can ask us for a copy of your information, to correct it, to delete it, to restrict or object to certain processing, and to receive information you gave us in a portable form. Some rights do not apply where we must keep data for a legal obligation (including anti-money laundering). We will respond within one month. Email Aaron@everybean.co.uk.

10.  Website

Our website is www.everybean.co.uk. This notice does not claim that we use marketing cookies or analytics. If we add those later, we will say so on the site.

11.  How to complain

Email Aaron Atkins, Director, at Aaron@everybean.co.uk.. If you are still unhappy about how we have used your information, you can complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline: 0303 123 1113. Website: www.ico.org.uk/make-a-complaint

12.  Changes

We will update this notice when our processing changes. The date at the top is the current version.

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