About Outbooks Company Privacy Policy

1. Introduction

This is our privacy policy. It explains how personal data is collected, used, stored, and protected when you interact with our website, services, and communications. Please read this policy carefully to understand how your data is handled.

2. Who We Are

For the purposes of UK data protection law, Outbooks acts as:

A Data Controller when determining the purposes and means of processing personal data through our website, marketing activities, and business operations.
A Data Processor when processing client data on behalf of accounting firms and business clients as part of service delivery.

Where we act as a processor, we process personal data only in accordance with documented client instructions.

Our company details are as follows:

Outbooks

Suite 18, Winsor & Newton Building

Whitefriars Avenue

Harrow

HA3 5RN

London

Phone: +44 330 057 8597

3. What We May Collect

We may collect and process the following personal data depending on how you interact with us:

Name and contact details
Business or professional information
Information submitted through enquiry or contact forms
Newsletter subscription details
Communication records
Website usage data collected through cookies and analytics tools
Client data required to deliver bookkeeping, accounting, and payroll services

We collect only personal data that is relevant and necessary for defined purposes.

We do not knowingly collect special category data unless required for legal or regulatory reasons. Our services are not directed at children, and we do not knowingly collect personal data relating to children.

4. Cookies

Our website may use cookies and similar technologies to collect information about how the site is used.

Cookies help us:

Improve website functionality
Understand user behaviour through analytics tools
Enhance user experience

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

5. How We Use What We Collect

We use personal data for legitimate business purposes, including to:

Respond to enquiries
Deliver bookkeeping, accounting, and payroll services
Manage client relationships
Provide service updates
Send newsletters where consent has been provided
Improve website performance and user experience
Meet legal, regulatory, and contractual obligations
Prevent fraud and protect business operations

We do not sell personal data or share it for third-party marketing purposes.

6. Where We Store Your Data

Personal data is stored in secure systems and controlled environments.

We take appropriate measures to protect data against unauthorised access, loss, alteration, or disclosure. These include secure infrastructure, controlled access, and monitored processing environments.

Personal data is retained only for as long as necessary to meet service, legal, and business requirements. When no longer required, it is securely deleted or anonymised.

7. Disclosing Your Information

We may share personal data where necessary for operational and service delivery purposes.

This may include:

Authorised internal personnel
Third-party service providers supporting business operations

These providers process data under written agreements and are required to maintain appropriate security safeguards.

Personal data may also be disclosed where required by law, regulation, or to protect legal rights.

8. Your Rights

Under UK GDPR, you have the right to:

Request access to personal data
Request correction of inaccurate data
Request erasure where legally permitted
Restrict or object to processing
Request data portability
Withdraw consent where applicable
Lodge a complaint with the Information Commissioner’s Office

Requests are handled securely and within applicable timeframes.

9. Links to Other Sites

Our website may contain links to external websites.

This privacy policy does not apply to those websites. We recommend reviewing their privacy policies before providing any personal data.

10. Changes

We may update this privacy policy from time to time to reflect changes in legal requirements or business practices.

The latest version will always be available on this page.

11. Data Protection Laws We Follow

We process personal data in accordance with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR)

The supervisory authority responsible for data protection in the UK is the Information Commissioner’s Office.

Individuals have the right to lodge a complaint with the Information Commissioner’s Office if they believe their rights have been infringed.

12. Scope of This Policy

This privacy policy applies to:

Website visitors
Prospective clients
Clients
Newsletter subscribers
Individuals who contact us directly

It covers personal data collected through our website, enquiry forms, service delivery, email communications, and marketing activities.

13. How We Collect Personal Data

Personal data may be collected when:

You submit an enquiry form
You contact us by phone or email
You subscribe to our newsletter
You engage our services
You interact with our website
A client provides data necessary for service delivery

Where required, consent mechanisms are used and recorded.

14. Lawful Basis for Processing

We process personal data only where a lawful basis applies, including:

Performance of a contract
Compliance with legal obligations
Legitimate business interests
Consent, where required

Where processing is based on consent, it may be withdrawn at any time.

15. Sharing of Personal Data and Sub-Processors

Personal data may be shared internally with authorised personnel where required.

We also engage third-party service providers for:

Website hosting
Analytics and performance monitoring
Communication and email delivery
Cloud-based infrastructure

All providers operate under written data processing agreements and appropriate safeguards.

Where data is transferred outside the UK, appropriate legal safeguards are applied in line with UK GDPR.

16. Data Retention

Personal data is retained only for as long as necessary to:

Fulfil the purpose for which it was collected
Meet legal and regulatory obligations
Support legitimate business needs

Retention periods are reviewed regularly. When no longer required, data is securely deleted or anonymised.

17. Data Security

We implement appropriate technical and organisational measures to protect personal data.

These include secure systems, controlled access, and monitored environments.

Further details are available in our Data Security Policy.

18. Legal Disclosure

Personal data may be disclosed where required by law, court order, regulatory authority, or where necessary to protect legal rights or prevent fraud.

19. Contact Details

If you have any questions regarding this Privacy Policy or your personal data, please contact: