Privacy Policy 2026
This Seller Bookkeeping UK Privacy Policy explains how sellerbookkeeping.uk collects, uses, stores, shares, and protects personal data when you visit our website, use our ecommerce bookkeeping tools, read our UK seller guides, or contact us about Shopify, Amazon, eBay, VAT, bookkeeping, or accounting support.
Contents
- Plain English Summary
- Who We Are
- Scope of This Privacy Policy
- Personal Data We Collect
- Calculator & Tool Data
- How We Collect Data
- How We Use Your Data
- Legal Basis for Processing
- Cookies & Similar Technologies
- Email Marketing
- Third-Party Services
- International Transfers
- Data Retention
- Your UK GDPR Rights
- Data Protection Complaints
- Data Security
- Children's Privacy
- Policy Changes
- Related Legal Pages
- Contact & ICO Complaints
Plain English Summary
We collect only the personal data we need to operate Seller Bookkeeping UK, improve our ecommerce bookkeeping content, respond to enquiries, run analytics, keep the website secure, and send updates where you have opted in. We do not sell your personal data. You can ask to access, correct, delete, restrict, or object to the way we use your data by emailing privacy@sellerbookkeeping.uk.
Important 2026 Update
From 19 June 2026, organisations must provide a clear way for individuals to raise data protection complaints directly. This policy includes our internal privacy complaints process, acknowledgement timeline, investigation approach, and escalation route to the Information Commissioner's Office (ICO).
1. Who We Are — Seller Bookkeeping UK
Seller Bookkeeping UK operates the website https://sellerbookkeeping.uk. For the purposes of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable privacy rules, we are the data controller for personal data collected through this website unless we explain otherwise.
Our website provides ecommerce accounting articles, bookkeeping resources, VAT explainers, marketplace accounting guides, and seller tools for UK-based online businesses using platforms such as Shopify, Amazon, eBay, Etsy, OnBuy, TikTok Shop, WooCommerce, Xero, QuickBooks, A2X, Link My Books, and similar ecommerce systems.
This Privacy Policy is designed to be transparent and practical. It explains what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have if your personal information is handled by Seller Bookkeeping UK.
Data Controller Details
If you have any questions about this UK GDPR Privacy Policy or how we handle your data, please contact us:
2. Scope of This UK GDPR Privacy Notice
This Privacy Policy applies when you use sellerbookkeeping.uk, including our homepage, blog articles, ecommerce accounting guides, Shopify bookkeeping pages, Amazon seller resources, VAT calculators, profit margin tools, break-even calculators, downloadable templates, contact forms, newsletter forms, and any other pages that link to this policy.
This policy does not control how third-party websites handle your data. For example, if you click an external link to ICO, GOV.UK, Shopify, Xero, Google, or an accounting app provider, their own privacy policy will apply.
3. Personal Data We Collect on sellerbookkeeping.uk
We collect different categories of personal data depending on how you interact with our website. We aim to collect the minimum amount of information needed for a clear, lawful, and useful purpose.
| Category | Examples of Data | Why We Use It |
|---|---|---|
| Identity Data | First name, last name, business name, role, trading name, marketplace seller name | To identify who contacted us, personalise replies, and understand the type of seller or ecommerce business requesting information. |
| Contact Data | Email address, phone number, website URL, social media handle, contact preferences | To respond to enquiries, send requested resources, schedule calls, and provide service information when requested. |
| Business Context Data | Platform used, country of sale, VAT status, rough turnover band, bookkeeping software, preferred accounting app | To understand whether our ecommerce bookkeeping resources or services may be relevant to your query. |
| Technical Data | IP address, device type, browser type, operating system, referring URL, approximate location, server logs | To secure the website, prevent spam, diagnose errors, analyse performance, and maintain reliable service. |
| Usage Data | Pages visited, articles read, time on page, clicks, internal search terms, tool interactions | To improve our website structure, SEO content, calculators, internal links, and user experience for UK sellers. |
| Communications Data | Contact form messages, email correspondence, support requests, privacy enquiries, complaints | To answer questions, keep records of requests, investigate issues, and comply with data protection obligations. |
| Marketing Preference Data | Newsletter opt-in, consent timestamp, unsubscribe record, email engagement | To send only requested updates and maintain evidence of consent or opt-out preferences. |
| Cookie & Consent Data | Cookie IDs, analytics IDs, consent preferences, cookie banner choices | To remember preferences, run consented analytics, and comply with UK cookie rules under PECR and UK GDPR. |
We do not intentionally collect special category personal data such as health data, biometric data, racial or ethnic origin, religious beliefs, political opinions, trade union membership, or sexual orientation through this website. Please do not include sensitive personal data in contact forms unless it is strictly necessary for your request.
4. Calculator, Tool & Ecommerce Resource Data
Seller Bookkeeping UK may provide free calculators and ecommerce tools, such as VAT calculators, profit margin calculators, Shopify fee calculators, break-even tools, or downloadable templates. These tools are designed to help UK sellers understand accounting concepts and plan bookkeeping decisions.
- Browser-based calculations: Where possible, calculations are performed inside your browser and are not stored by us as named personal data.
- Session-level tool data: Some tools may temporarily remember input values, preferences, or results during the same browsing session so the tool works properly.
- Analytics on tool usage: We may use aggregated analytics to understand which tools are popular, where users encounter errors, and which guides need improvement.
- No financial account credentials: We do not ask for bank passwords, marketplace passwords, credit card PINs, or accounting software login credentials through public website calculators.
- Submitted enquiries: If you choose to send us your results or details through a contact form, that information becomes Communications Data and may be processed to respond to your request.
Calculator Privacy Tip
For best privacy, avoid entering customer names, order IDs, bank details, or confidential client records into any free online calculator unless the tool clearly requires it and explains why.
5. How We Collect Personal Data
We collect personal data in the following ways:
- Directly from you — when you complete a contact form, request a quote, subscribe to updates, download a resource, ask a question, or email us.
- Automatically through the website — when technical data is captured through cookies, server logs, analytics tools, security tools, or similar technologies.
- From your device or browser — such as language settings, browser type, approximate region, page views, and consent choices.
- From third-party service providers — such as analytics providers, spam protection services, email marketing platforms, hosting providers, or form tools.
- From public sources — if you contact us using a public business profile, website, marketplace page, LinkedIn profile, or company listing.
6. How We Use Your Personal Data
We use personal data only where we have a lawful reason to do so. Our main uses are to run the website, respond to users, improve ecommerce bookkeeping resources, protect the site, and meet legal obligations.
- To operate and maintain sellerbookkeeping.uk, including pages, guides, calculators, forms, and internal links.
- To respond to ecommerce bookkeeping enquiries about Shopify, Amazon, eBay, VAT, Xero, QuickBooks, A2X, Link My Books, or similar services.
- To send requested newsletters, updates, or downloadable resources where you have opted in.
- To analyse website performance, improve SEO content, update old articles, and make our pages easier to navigate.
- To protect the website from spam, malware, scraping, abuse, fraud, unauthorised access, or other security threats.
- To manage privacy rights requests, data protection complaints, unsubscribe requests, and cookie preferences.
- To comply with legal obligations, including UK GDPR, the Data Protection Act 2018, PECR, and other applicable UK laws.
7. Legal Basis for Processing Under UK GDPR
UK GDPR requires us to identify a lawful basis when processing personal data. Depending on the activity, we rely on consent, legitimate interests, contract, legal obligation, or another appropriate basis.
| Processing Activity | Legal Basis | Explanation |
|---|---|---|
| Responding to contact form enquiries | Legitimate Interests or Pre-contract Steps | We need to read and reply to messages from users who ask about bookkeeping content, tools, or services. |
| Sending newsletters and email updates | Consent | We send marketing emails only where you have opted in or where another lawful basis clearly applies. |
| Website analytics and content improvement | Consent for non-essential cookies; Legitimate Interests for limited aggregated statistics where allowed | We use analytics to understand which pages help UK sellers and how to improve our guides. |
| Security monitoring and spam prevention | Legitimate Interests | We protect the website and users from abuse, bots, malware, and unauthorised access. |
| Cookie consent records | Legal Obligation and Legitimate Interests | We keep records of your cookie choices to respect them and demonstrate compliance. |
| Handling data rights requests and complaints | Legal Obligation | We must respond to UK GDPR rights requests and operate a data protection complaints process. |
| Keeping business records | Legal Obligation or Legitimate Interests | We may keep records needed for legal, tax, accounting, or dispute purposes. |
Our Legitimate Interests
Where we rely on legitimate interests, our interests include running a secure website, responding to genuine enquiries, improving ecommerce bookkeeping guides, preventing fraud, understanding content performance, and protecting our legal rights. We balance these interests against your privacy rights and do not use legitimate interests where your rights override our interests.
8. Cookies & Similar Technologies Policy
Our website uses cookies and similar technologies, such as local storage, pixels, tags, and analytics identifiers. Cookies are small files stored on your device that help websites work, remember preferences, measure traffic, and improve the user experience.
Under UK cookie rules and PECR, non-essential cookies normally require clear information and consent. Essential cookies may be used where they are necessary to provide the website or a service you requested.
Types of Cookies We May Use
| Cookie Type | Purpose | Consent? | Typical Duration |
|---|---|---|---|
| Strictly Necessary Cookies | Security, page loading, form protection, cookie consent storage, session management. | No — required for operation | Session to 12 months |
| Analytics Cookies | Helps us measure visits, popular guides, traffic sources, and website performance. | Yes — opt-in required where applicable | Up to 26 months, depending on settings |
| Functional Cookies | Remembers calculator preferences, display choices, form progress, or content settings. | Usually yes, unless strictly necessary | Session to 12 months |
| Marketing / Advertising Cookies | May be used to measure campaigns, prevent repeated ads, or understand referral performance. | Yes — opt-in required | Varies by provider |
| Embedded Content Cookies | May be set by embedded videos, maps, forms, or third-party widgets if enabled. | Depends on the service and purpose | Varies by provider |
Managing Your Cookie Preferences
When you first visit our website, you may be shown a cookie banner or preference centre. You can accept, reject, or customise non-essential cookies. You can also change your choices later by using the cookie settings link in the footer if available, clearing cookies in your browser, or adjusting your browser privacy settings.
Helpful external resources include the ICO guide to cookies and similar technologies, aboutcookies.org, and the Google Analytics opt-out browser add-on.
9. Email Marketing, Newsletters & Seller Updates
We may send email updates about ecommerce accounting, VAT deadlines, Shopify bookkeeping tips, Amazon seller bookkeeping, accounting software guides, new calculator tools, and website resources if you subscribe or otherwise request those updates.
- We do not add you to a newsletter list simply because you visited our website.
- Every marketing email should include a way to unsubscribe or manage preferences.
- You can withdraw consent by clicking an unsubscribe link or emailing privacy@sellerbookkeeping.uk.
- We may keep an unsubscribe record so we do not accidentally contact you again.
- Service messages, privacy replies, and direct responses to your enquiry are not the same as marketing emails.
10. Third-Party Services & Data Sharing
We do not sell, rent, or trade your personal data. We may share personal data with trusted service providers who help us operate this website, communicate with users, host content, analyse website performance, secure forms, or deliver requested resources.
| Provider Type | Example Services | What They May Process |
|---|---|---|
| Website Hosting | Hosting company, CDN, security firewall | IP address, server logs, security events, page requests. |
| Analytics | Google Analytics or privacy-focused analytics tools | Usage data, device data, approximate location, pages viewed, referral source. |
| Email Platform | Newsletter or CRM provider | Email address, name, opt-in status, unsubscribe status, campaign engagement. |
| Form & Spam Protection | Contact form, CAPTCHA, anti-spam tools | Form submissions, IP address, browser/device signals, anti-abuse checks. |
| Professional Advisers | Legal, accounting, compliance or IT advisers | Limited records where needed for advice, compliance, legal claims, or security support. |
| Authorities | ICO, courts, HMRC, regulators or law enforcement | Information we are legally required to disclose or disclose to protect legal rights. |
Third-Party Links on Our Website
Our articles may link to external resources such as GOV.UK, ICO, Shopify, Amazon, Xero, QuickBooks, A2X, and Link My Books. Those websites are responsible for their own privacy practices.
11. International Data Transfers
Some website and software providers may process data outside the United Kingdom. For example, analytics, email, security, or cloud infrastructure providers may use servers in the United States, European Economic Area, or other countries.
Where personal data is transferred internationally, we aim to use appropriate safeguards such as UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), the UK Addendum to EU Standard Contractual Clauses, processor contracts, or other legally recognised safeguards where required.
You can request more information about international transfer safeguards by emailing privacy@sellerbookkeeping.uk.
12. Data Retention — How Long We Keep Personal Data
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security, dispute resolution, and compliance purposes.
| Data Type | Typical Retention Period | Reason |
|---|---|---|
| Contact form enquiries | Up to 3 years from last meaningful interaction | To respond to follow-up questions, manage business records, and resolve disputes. |
| Privacy rights requests | Up to 6 years after final response | To demonstrate compliance and defend legal rights if needed. |
| Data protection complaints | Up to 6 years after resolution | To show how the complaint was handled and preserve evidence of outcome. |
| Email subscriber data | Until you unsubscribe or your data is deleted; suppression record may remain | To send requested updates and prevent unwanted future marketing. |
| Analytics data | Usually 14 to 26 months, depending on tool settings | To understand trends and improve website performance. |
| Server logs and security records | Usually 30 to 180 days, longer if needed for security investigation | To detect abuse, diagnose incidents, and protect the website. |
| Cookie consent records | Usually up to 12 months, then refreshed | To remember and respect your cookie choices. |
| Legal and financial records | Usually up to 6 years, or longer if legally required | To comply with legal, tax, accounting, and regulatory obligations. |
When data is no longer needed, we delete, anonymise, or securely archive it according to the relevant purpose and legal requirement.
13. Your Rights Under UK GDPR
UK data protection law gives you rights over your personal data. These rights are not always absolute, but we will consider every valid request fairly and respond within the applicable timeframe.
Right of Access
You can ask for a copy of personal data we hold about you, commonly called a Subject Access Request or SAR.
Right to Rectification
You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to Erasure
You can ask us to delete personal data where there is no overriding reason for us to keep it.
Right to Restriction
You can ask us to restrict processing in certain circumstances, such as while accuracy is disputed.
Right to Object
You can object to processing based on legitimate interests or to direct marketing.
Right to Portability
You may request certain data in a structured, commonly used, machine-readable format where this right applies.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw that consent at any time.
Right to Complain
You can complain to us first and may escalate unresolved concerns to the Information Commissioner's Office.
How to Exercise Your Rights
Email privacy@sellerbookkeeping.uk with your request. We may need to verify your identity before releasing or changing data. We normally respond within one calendar month, although complex or multiple requests may take longer where the law allows.
14. Data Protection Complaints Process — 2026 Update
If you believe Seller Bookkeeping UK has handled your personal data incorrectly, you can make a data protection complaint directly to us. This includes concerns about access requests, direct marketing, cookies, retention periods, security, transparency, lawful basis, or any other alleged infringement of UK data protection law.
How to Make a Data Protection Complaint
Please email privacy@sellerbookkeeping.uk with the subject line Data Protection Complaint. To help us investigate quickly, include:
- Your full name and preferred contact email.
- A clear description of the issue.
- The page, form, email, cookie, or data activity your complaint relates to.
- Any relevant dates, screenshots, correspondence, or reference numbers.
- What outcome you would like, such as correction, deletion, explanation, unsubscribe, or restriction.
How We Handle Data Protection Complaints
| Step | What We Do | Expected Timing |
|---|---|---|
| 1. Acknowledge | We confirm receipt and may ask for information needed to identify you or understand the complaint. | Within 30 days of receiving the complaint. |
| 2. Investigate | We review relevant systems, emails, forms, logs, cookies, consent records, or supplier activity. | Without undue delay. |
| 3. Keep You Updated | If the issue is complex, we may provide progress updates and explain why more time is needed. | During the investigation where appropriate. |
| 4. Outcome | We explain the result, action taken, or reason why no further action is required. | Without undue delay after investigation. |
| 5. Escalation | If you remain unhappy, you may contact the ICO using the details in this policy. | After our internal process or where legally appropriate. |
15. Data Security & Personal Data Breaches
We use appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. No website is completely risk-free, but we design our processes to reduce risk and respond quickly to issues.
- HTTPS encryption to protect information sent between your browser and our website.
- Secure hosting and updates to reduce vulnerability risk.
- Access controls so only authorised people can access personal data when needed.
- Spam and abuse prevention to reduce malicious submissions and automated attacks.
- Data minimisation so we do not collect unnecessary information.
- Supplier checks where service providers process personal data on our behalf.
- Breach response procedures to identify, contain, assess, document, and report incidents where required.
If a personal data breach is likely to result in a risk to individuals, we will consider whether it must be reported to the ICO within 72 hours of becoming aware of it. Where a breach is likely to result in a high risk to affected individuals, we will also notify those individuals without undue delay.
16. Children's Privacy
Seller Bookkeeping UK is intended for adults, business owners, freelancers, accountants, ecommerce sellers, and professionals. Our website is not designed for children, and we do not knowingly collect personal data from children through this website.
If you believe a child has provided personal data to us, please email privacy@sellerbookkeeping.uk so we can investigate and take appropriate action.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our website, services, tools, cookies, suppliers, legal obligations, or data protection guidance. When we make changes, we will update the Last Updated date at the top of this page.
If a change is significant, we may provide a more prominent notice on the website or contact subscribers by email where appropriate. We encourage you to review this privacy notice periodically, especially before submitting personal data through a form.
18. Related Legal Pages & Useful Resources
These internal and external links help you understand how Seller Bookkeeping UK handles privacy, cookies, and ecommerce website terms.
19. Contact Us & How to Complain to the ICO
If you have questions about this Privacy Policy, want to exercise a data protection right, or want to make a privacy complaint, please contact us first using the details below.
Privacy Enquiries & Data Protection Complaints
We aim to respond to privacy-related enquiries promptly and handle UK GDPR rights requests within the legally required timeframe.
Complaints to the Information Commissioner's Office
If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.
- ICO Website: https://ico.org.uk/make-a-complaint/
- ICO Helpline: 0303 123 1113
- ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Legal Note
This page is a privacy notice for Seller Bookkeeping UK. It is not legal advice. If your business needs a privacy policy, cookie banner, data processing agreement, or UK GDPR compliance review, consider taking professional advice for your specific circumstances.
Questions About Seller Bookkeeping UK?
Explore ecommerce accounting guides, VAT calculators, Shopify bookkeeping resources, and UK seller tools.