Privacy Policy

This page explains what personal information MRS Bookkeeping collects, why it is used, how it is protected, and what rights you have.

On this page:

1. Who this Privacy Policy applies to

This Privacy Policy applies to personal information collected through:

  • this website;
  • website contact forms;
  • enquiry forms;
  • email, telephone or other direct contact;
  • prospective client enquiries;
  • client onboarding;
  • records organisation and bookkeeping-readiness work;
  • practical admin support, education and clarity work;
  • complaints or feedback;
  • newsletter, resource or marketing sign-ups, where used;
  • business-to-business contact with accountants, suppliers, advisers and other contacts.

This policy may be updated as MRS Bookkeeping’s services, tools, supervision status or legal obligations change.

2. Who is responsible for your personal information

MRS Bookkeeping is the trading name of Martin Richard Schmalenbach, operating as a sole trader.

Business address:

Muffins, West Lane, Dolton, Devon, EX19 8QU

Contact:

Email: martin@mrsbookkeeping.co.uk (Contact page)
Telephone: 07427 931 179
Website: mrsbookkeeping.co.uk

Registered with the ICO — registration number ZC104719.

For the purposes of data protection law, Martin Richard Schmalenbach, trading as MRS Bookkeeping, is the data controller for personal information collected and used by MRS Bookkeeping.

3. Current service and AML status

HMRC AML registration has been submitted and paid for and is currently awaiting confirmation. Confirmation is currently expected in the late July to early August 2026 timeframe, though this depends on HMRC’s processing time and is not guaranteed. MRS Bookkeeping is not a money service business, or a trust or company service provider, so HMRC’s own guidance confirms it can trade while that application is being processed.

Alongside records organisation, bookkeeping readiness, practical admin support, education and clarity work, I now also offer bookkeeping for client use, accounts preparation, VAT return preparation, MTD submissions and tax return preparation. Payroll services and formal tax advice will be added once AML supervision is confirmed.

For more detail, please see the AML / Service Scope page.

4. Personal information MRS Bookkeeping may collect

MRS Bookkeeping may collect and use the following types of personal information, depending on how you interact with the business.

4.1 Contact and enquiry information

This may include:

  • your name;
  • business name;
  • email address;
  • telephone number;
  • postal address;
  • general location;
  • preferred contact method;
  • details included in an enquiry form, email or message;
  • notes of conversations or calls.

4.2 Business information

This may include:

  • business type;
  • trading status;
  • sector or activity;
  • approximate size of business;
  • whether you are a sole trader, small business, community organisation or other entity;
  • whether you already have an accountant;
  • the broad nature of the records or admin issue you are asking about;
  • relevant deadlines or concerns you mention.

Where relevant and agreed, MRS Bookkeeping may receive information about:

  • the types of financial records you hold;
  • the years or periods involved;
  • whether records appear complete or incomplete;
  • whether physical or digital records exist;
  • missing-record concerns;
  • practical information needed to plan records organisation or bookkeeping-readiness work.

Please do not send bank statements, ID documents, tax records, payroll information or other confidential documents until I have confirmed the appropriate secure handover method.

A separate Data Handling / Client Records Notice explains how financial records, paperwork and digital files are handled once a secure handover process has been agreed.

4.4 Payment and transaction information

If you buy a service, digital product, consultation, membership or fixed-fee package, MRS Bookkeeping may collect or receive information relating to:

  • the service purchased;
  • invoice details;
  • payment status;
  • payment reference;
  • amount paid;
  • date of payment;
  • billing details.

MRS Bookkeeping does not normally need to store full card details. Card or online payments, if used, will normally be processed by a third-party payment provider.

4.5 Website and technical information

When you visit the website, some technical information may be collected automatically or through cookies, depending on your cookie settings and the tools used on the website.

This may include:

  • IP address;
  • browser type;
  • device type;
  • pages visited;
  • date and time of visit;
  • referring website or link;
  • approximate location derived from technical data;
  • cookie consent choices;
  • analytics information, where analytics are used.

For more information, please see the Cookie Policy.

4.6 Marketing and resource sign-up information

If you choose to sign up for updates, resources, newsletters, guides or similar content, MRS Bookkeeping may collect:

  • your name;
  • email address;
  • business type or area of interest;
  • sign-up date;
  • consent preferences;
  • email engagement information, where available.

You can unsubscribe or ask to stop receiving marketing emails at any time.

4.7 Complaints and feedback information

If you make a complaint or provide feedback, MRS Bookkeeping may collect:

  • your name and contact details;
  • details of the complaint or concern;
  • relevant communication history;
  • notes of any review;
  • outcome or resolution details.

For more information, please see the Complaints Policy.

5. Sensitive or confidential information

Some financial records and business documents may contain sensitive or confidential information.

You should not send sensitive, confidential or unnecessary personal information unless MRS Bookkeeping has asked for it and has confirmed the appropriate secure handover method.

This includes, for example:

  • bank statements;
  • ID documents;
  • tax records;
  • payroll information;
  • National Insurance numbers;
  • medical or health-related information;
  • benefit information;
  • employee information;
  • information about third parties;
  • passwords or login details.

MRS Bookkeeping will only ask for information that appears relevant to the agreed purpose.

6. How MRS Bookkeeping collects personal information

Personal information may be collected when:

  • you visit the website;
  • you submit a contact form;
  • you submit an enquiry form;
  • you email, call or message MRS Bookkeeping;
  • you ask about a service;
  • you agree a written scope of work;
  • you provide information for records organisation or clarity work;
  • you buy a service, digital product, consultation or membership;
  • you sign up for a resource, guide or mailing list;
  • you make a complaint;
  • an accountant, adviser, supplier or third party contacts MRS Bookkeeping in connection with your enquiry or agreed work.

7. Why personal information is used

MRS Bookkeeping may use personal information for the following purposes:

  • responding to enquiries;
  • deciding whether MRS Bookkeeping may be able to help;
  • arranging calls or follow-up contact;
  • preparing a written scope or indicative price;
  • providing agreed services;
  • managing client relationships;
  • issuing invoices and keeping payment records;
  • maintaining business records;
  • complying with legal, tax, accounting, data protection and regulatory obligations;
  • handling complaints;
  • improving website content and services;
  • sending updates or resources where you have signed up for them or where otherwise allowed by law;
  • protecting the business, website, systems and clients from misuse, error, fraud or security issues.

8. Lawful bases for using personal information

MRS Bookkeeping will only use personal information where there is a lawful basis to do so.

Depending on the situation, the lawful basis may be one or more of the following.

8.1 Contract

This applies where personal information is needed to take steps before entering into a contract, or to provide a service that has been agreed.

For example:

  • responding to a service enquiry;
  • preparing a scope of work;
  • delivering agreed records organisation or clarity work;
  • managing payment and service communication.

This applies where personal information is needed to comply with a legal duty.

For example:

  • keeping tax and accounting records;
  • responding to lawful requests;
  • complying with data protection law;
  • complying with AML obligations once applicable;
  • maintaining records required by law.

8.3 Legitimate interests

This applies where MRS Bookkeeping has a legitimate business reason to use personal information, provided this does not override your rights and interests.

For example:

  • responding to general enquiries;
  • keeping business records;
  • improving services;
  • protecting the website and systems;
  • managing business relationships;
  • handling complaints;
  • maintaining evidence of communications and agreed scope.

This applies where you have given clear consent for a particular use.

For example:

  • signing up for certain marketing emails;
  • agreeing to receive specific resources or updates;
  • accepting non-essential cookies, where used.

You can withdraw consent where processing is based on consent.

9. Who personal information may be shared with

MRS Bookkeeping will not sell your personal information.

Personal information may be shared where necessary with:

  • website hosting providers;
  • email providers;
  • form and website plugin providers;
  • cloud storage or document-management providers;
  • payment processors;
  • accountants, bookkeepers, tax advisers or professional advisers, where relevant and authorised;
  • insurers or legal advisers;
  • IT support providers;
  • HMRC or another authority where required by law;
  • AML supervision or compliance bodies once applicable;
  • other third parties where you have authorised sharing or where the law requires it.

Only information that is necessary for the relevant purpose will be shared.

10. International transfers

Some service providers used by MRS Bookkeeping may process or store information outside the United Kingdom.

Where this happens, MRS Bookkeeping will take reasonable steps to use providers and arrangements that are intended to protect personal information in line with applicable data protection requirements.

This may include relying on adequacy arrangements, contractual safeguards or other lawful transfer mechanisms where required.

11. How personal information is protected

MRS Bookkeeping takes practical steps to protect personal information.

These may include:

  • password-protected devices and accounts;
  • access controls;
  • limiting access to those who need it;
  • secure storage of digital records;
  • secure handling of physical documents;
  • use of appropriate business systems;
  • avoiding unnecessary collection of sensitive information;
  • using secure handover methods for confidential documents where required;
  • keeping systems and software reasonably up to date;
  • deleting or returning information when it is no longer needed, subject to legal and business retention requirements.

No method of electronic communication or storage is completely risk-free. Please do not send confidential documents until MRS Bookkeeping has confirmed the appropriate secure handover method.

12. How long personal information is kept

MRS Bookkeeping will keep personal information only for as long as reasonably needed for the purpose for which it was collected, including legal, accounting, tax, regulatory, insurance and business record-keeping purposes.

Retention periods may vary depending on the type of information and the reason it is held.

As a general guide:

  • enquiry information that does not become client work may be kept for a limited period so that the enquiry can be followed up and a record of communication maintained;
  • client and service records may be kept for longer where needed for tax, accounting, legal, insurance or regulatory reasons;
  • invoices and accounting records are kept for at least 5 years from the 31 January online Self Assessment submission deadline of the relevant tax year, in line with HMRC’s record-keeping requirements;
  • complaint records may be kept for a reasonable period after resolution;
  • marketing sign-up information may be kept until you unsubscribe or ask for it to be removed, unless a limited record is needed to show that you opted out;
  • ID and AML-related records, once AML supervision is confirmed, will be kept for 5 years from the end of the business relationship (or completion of a one-off transaction), in line with the Money Laundering Regulations 2017, and deleted after that period unless a longer retention is legally required.

A more detailed retention schedule may be developed as MRS Bookkeeping’s services and systems develop.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

  • ask whether MRS Bookkeeping holds personal information about you;
  • request a copy of your personal information;
  • ask for inaccurate information to be corrected;
  • ask for information to be deleted in certain circumstances;
  • ask for use of your information to be restricted in certain circumstances;
  • object to certain uses of your information;
  • ask for certain information to be transferred to another provider, where applicable;
  • withdraw consent where processing is based on consent;
  • complain to the Information Commissioner’s Office.

These rights are not absolute and may depend on the reason the information is held.

14. How to make a data protection request

You can make a data protection request by contacting:

martin@mrsbookkeeping.co.uk (Contact page)

Please include enough information to identify you and understand the request.

MRS Bookkeeping may need to ask for further information to confirm your identity before responding to a request, especially if the request involves confidential information.

Data protection requests will normally be answered without undue delay and within one month. If a request is complex or if several requests are made, the response period may be extended where permitted by law.

15. Marketing communications

MRS Bookkeeping may send marketing, updates, resources or newsletters where you have signed up to receive them, or where otherwise allowed by law.

You can unsubscribe or ask to stop receiving marketing emails at any time.

MRS Bookkeeping will not sell your contact details to third-party marketers.

16. Cookies and website analytics

The website may use cookies or similar technologies.

Some cookies may be necessary for the website to work properly. Others, such as analytics or marketing cookies, may require your consent.

You can manage your cookie preferences through the website’s cookie banner or cookie settings where available.

For more information, please see the Cookie Policy.

17. Children’s information

MRS Bookkeeping’s services are intended for adults, sole traders, small businesses, community organisations and business contacts.

The website is not intended for children.

MRS Bookkeeping does not knowingly collect personal information from children through the website.

This website may contain links to external websites.

MRS Bookkeeping is not responsible for the privacy practices, security or content of external websites.

You should read the privacy information provided by any external site you visit.

19. Complaints about personal information

If you are unhappy with how MRS Bookkeeping handles your personal information, please contact:

martin@mrsbookkeeping.co.uk (Contact page)

MRS Bookkeeping will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.

You may also find these pages useful:

21. Review and updates

This page is reviewed periodically and may be updated as MRS Bookkeeping’s services, supervision status, tools, processors, data-handling arrangements or legal obligations change.

This page will be reviewed when HMRC AML supervision is confirmed.

22. Last updated

July 2026