How we look after your information

1. Who we are

SignedLedger is a trading name of PEMAK Consulting Ltd, Warren House, London, W14 8TT, United Kingdom. We provide bookkeeping and reconciliation services and are certified and licensed by The Institute of Certified Bookkeepers (licence no. 25211).

For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, PEMAK Consulting Ltd is the controller of the personal information described in this policy. You can contact us about anything in this policy at [email protected].

2. Information we collect

Information you give us

• Enquiry form: your name, work email, company name, country of business, accounting software, approximate monthly transactions and anything else you choose to tell us.
• WhatsApp, email and phone: your name, phone number or email address, and the content of your messages and calls.
• If you become a client: contact and billing details, identity documents we must check under anti-money laundering rules, and the business records you share with us so we can keep your books.

Information collected automatically

• Technical data: when you visit our website, our hosting provider and font provider receive your IP address, browser type and the pages requested. This is needed to deliver the website securely.

We do not use advertising trackers or sell your personal information.

3. How we use it and why

We will not send marketing to people who have only made an enquiry unless they have asked us to.

4. Client bookkeeping data

When you become a client, we process the financial records in your accounting software and bank feeds, which may include personal information about your customers, suppliers and staff. Our agent platform, VERA, processes this information to prepare entries and reconciliations, and a qualified bookkeeper reviews and signs off the work.

How we handle that data, including our role and responsibilities under data protection law, is set out in the engagement letter and terms we agree with each client. If there is any conflict, the engagement letter applies to client bookkeeping data.

5. Who we share it with

We share personal information only with trusted providers who help us run our business, and only as far as they need it:

• Website hosting and security: Cloudflare, which hosts and protects this website.
• Form delivery: FormSubmit, which delivers enquiry form submissions to our inbox.
• Messaging: WhatsApp (Meta), if you choose to contact us on WhatsApp.
• Fonts: Google Fonts, which supplies the typefaces used on this website.
• Email and business software: the providers of our email and office systems.
• Accounting and banking platforms: for clients, the accounting software and bank-feed services you ask us to work in, such as Xero, QuickBooks or Sage.
• Professional and regulatory bodies: our professional body, auditors, insurers, advisers, and law enforcement or regulators where the law requires it.

6. International transfers

Some of our providers process information outside the UK. Where they do, we make sure the transfer is protected, for example because the country has been found by the UK to provide adequate protection, or because the provider has agreed to the UK International Data Transfer Agreement or an equivalent safeguard.

7. How long we keep it

• Enquiries that do not lead to an engagement: up to 24 months, then deleted.
• Client records: for the length of our engagement and then for at least five years after it ends, as anti-money laundering rules require, and generally six years for accounting and tax-related records.
• Website technical data: kept by our providers for short periods for security purposes.

8. How we protect it

We use secure, access-controlled systems, encrypted connections and the security features of the platforms we work in. Only people who need your information to do their work can access it, and they are bound by confidentiality.

9. Cookies

Our website does not use advertising or analytics cookies. Our hosting provider may set strictly necessary security cookies to protect the website from abuse. If we ever introduce analytics or other optional cookies, we will update this policy and ask for your consent first.

10. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, or to restrict how we use it;
• object to our use of your information where we rely on legitimate interests, and to direct marketing at any time;
• ask us to transfer information you gave us to another organisation.

To use any of these rights, email [email protected]. We will respond within one month. Some rights have limits, for example where the law requires us to keep records.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.

12. Contact us

PEMAK Consulting Ltd, trading as SignedLedger
Warren House, London, W14 8TT, United Kingdom
Email: [email protected]
Phone: 020 7371 3946