Privacy notice

Who we are

Valtera Books Ltd (trading as Valtera Bookkeeping) is the data controller for the personal information described in this notice. We are registered with the Information Commissioner's Office under reference ZC253656.

Address: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. Email: info@valterabooks.co.uk.

What we collect

• Enquiries: your name, email address, telephone number, business details and any other information you choose to provide when you contact us.
• Clients: contact details, business and financial records needed to provide our services (such as bank statements, invoices, receipts and accounting software data), and correspondence.
• Identity checks: as required under the Money Laundering Regulations, we collect identification and verification information about clients and, where relevant, their directors and beneficial owners.

How we use it and our lawful bases

• To respond to enquiries and arrange introductory calls: legitimate interests, or steps you have asked us to take before entering into a contract.
• To provide our bookkeeping services: performance of a contract.
• To carry out anti-money laundering checks and keep required records: legal obligation.
• To manage our business, including billing and record-keeping: legal obligation and legitimate interests.

We do not sell your personal information. We will only use your personal information to send marketing communications if you have given your consent. You can withdraw that consent at any time.

Who we share it with

We share personal information only where necessary with:

• service providers who support our business, including Microsoft (Microsoft 365, including email, Teams, file storage and Microsoft Forms) and Intuit (QuickBooks Online);
• identity verification providers, where used for anti-money laundering checks;
• your accountant or tax adviser, where you ask us to;
• HM Revenue & Customs, law enforcement or other authorities, where we are required to do so by law.

If you follow a link from our website to our enquiry form, Microsoft Forms processes your submission so that we can review and respond to your enquiry. Please do not submit sensitive financial records or identity documents through the form.

International transfers

Some of our service providers may process data outside the UK. Where this happens, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or Addendum.

How long we keep it

• Enquiries that do not lead to an engagement: up to 12 months.
• Client records: for the duration of our engagement and six years after it ends.
• Anti-money laundering records: five years after our business relationship ends, as required by the Money Laundering Regulations.

Keeping it secure

We use access controls and appropriate technical and organisational safeguards to help protect personal information, and limit access to those who need it.

Cookies

The main website does not set its own analytics cookies. Our enquiry form opens separately on Microsoft Forms, where Microsoft’s privacy and cookie policies apply. Fonts are loaded from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google in order to display them.

Your rights

You have the right to access your personal information, to ask us to correct or erase it, to restrict or object to how we use it, and to request a copy to transfer elsewhere. Some rights are limited where we must retain information by law. To make a request, please email info@valterabooks.co.uk.

If you are unhappy with how we have handled your information, please contact us in the first instance. You may also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.