Brickbooks and Payroll Ltd — last updated 22 September 2026
1. Who we are
Brickbooks and Payroll Ltd (“we”, “us”, “our”) is an accountancy and payroll practice specialising in the trades and construction industry. We are the controller of the personal information described in this notice, except where we say otherwise.
- Company: Brickbooks and Payroll Ltd, registered in England and Wales, company number 14528647
- Address: Bedford Heights, Brickhill Drive, Bedford MK41 7PH
- Email: info@brickbooksandpayroll.com
- Telephone: 01234 413751
- Website: brickbooksandpayroll.com
We are an AAT-licensed accountancy practice, membership number 10327848. The Association of Accounting Technicians is our supervisory authority for anti-money laundering purposes. We are also registered with Companies House as an Authorised Corporate Service Provider (ACSP).
We have not appointed a Data Protection Officer, as we are not required to. Data protection is the responsibility of the Managing Director, who can be contacted using the details above.
2. What this notice covers
This notice explains what personal information we collect, why we use it, who we share it with, how long we keep it and what rights you have. It applies to:
- visitors to our website
- people who enquire about our services, including through our online quote tool
- our clients, and the directors, partners, owners and contacts within them
- employees and subcontractors of clients for whom we run payroll or CIS
- our suppliers and their staff
- applicants for jobs with us
3. The information we collect
Website visitors
When you visit our website we collect technical information such as your IP address, device and browser type, the pages you view and how you arrived at the site. This is collected through cookies and similar technologies — see section 12.
Enquiries and the online quote tool
If you contact us, book a meeting, or use the quote tool on our website, we collect the details you give us. This typically includes your name, email address, telephone number, business name and information about your business such as your trade, turnover, number of employees or subcontractors, and whether you are VAT registered. Our quote tool asks for your contact details before showing you a price.
Clients
To act for a client we collect and hold a wider set of information, which may include:
- name, address, date of birth, contact details and National Insurance number
- identity documents such as a passport or driving licence, and proof of address
- Unique Taxpayer Reference, VAT number, PAYE and CIS references, and Government Gateway details where you provide them
- bank statements, invoices, receipts and other accounting records
- company and shareholding information
- income, expenditure, tax and payroll information
- correspondence with us by email, telephone, WhatsApp, our portals and our website
Payroll and CIS
Where we run payroll or CIS for a client, we process information about that client’s employees and subcontractors — including names, addresses, dates of birth, National Insurance numbers, pay, tax codes, pension contributions, absence and statutory payments. In respect of that information we generally act as a processor on the client’s instructions, except where we must act as a controller to meet our own legal or regulatory obligations.
Telephone calls and messages
Our telephone system may record or log calls for training, quality and record-keeping purposes. Messages sent to us through WhatsApp are delivered into our telephone system and handled in the same way as other client correspondence.
Information from other sources
We also receive information about clients from HMRC, Companies House, a client’s previous accountant, banks and accounting software, electronic identity verification and anti-money laundering screening services, and publicly available sources.
4. Why we use it, and our legal basis
We must have a lawful basis for using personal information. Ours are:
| Purpose | Lawful basis | Notes |
| Responding to enquiries and providing quotes | Legitimate interests | Our interest in answering people who approach us |
| Providing accountancy, payroll, bookkeeping, VAT, CIS and tax services | Contract | Performing our engagement with you |
| Client due diligence and ongoing AML monitoring | Legal obligation | Money Laundering Regulations 2017 |
| Identity verification as an ACSP | Legal obligation | Companies House requirements |
| Filing returns and accounts with HMRC and Companies House | Legal obligation | |
| Keeping records, raising invoices and collecting payment | Legal obligation and legitimate interests | |
| Defending our position in a complaint, dispute or claim | Legitimate interests | |
| Marketing to existing clients about similar services | Legitimate interests | You can opt out at any time |
| Marketing to people who are not clients | Consent | |
| Non-essential cookies and website analytics | Consent | See section 12 |
5. Special category and criminal offence information
Some of our work means we handle more sensitive information. Payroll can involve health information, for example in connection with statutory sick pay or a pension. Our anti-money laundering checks screen clients against sanctions lists and for politically exposed person status, and can produce information relating to criminal offences or alleged offences.
Where we process this information we rely on the conditions in Schedule 1 to the Data Protection Act 2018, including the conditions for employment and social security purposes, for the prevention or detection of unlawful acts, and for the establishment, exercise or defence of legal claims. We maintain an Appropriate Policy Document setting out how we comply, which is available on request.
6. Who we share it with
We do not sell personal information. We share it only where we need to, with:
- HMRC and Companies House, to make filings and deal with your affairs
- Software and service providers who process information on our behalf, including our accounting, payroll, pension, practice management, client portal, document storage, anti-money laundering screening, email, telephony and messaging providers, and our outsourced IT provider
- Pension providers, where we operate auto-enrolment for a client
- Your other advisers — for example a bank, solicitor, insurer or previous or incoming accountant — where you ask us to or where we are professionally required to
- Our professional body, insurers and advisers, including in connection with practice assurance reviews, complaints or claims
- Law enforcement and regulators, where we are legally required to. This includes reporting suspicions of money laundering to the National Crime Agency, which we may be prohibited by law from telling you about
All of our processors are bound by written terms requiring them to keep information secure and to use it only on our instructions.
7. Sending information outside the UK
Some of our providers store or process information outside the United Kingdom. Where that happens we make sure the transfer is covered by UK adequacy regulations or by appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
8. How long we keep it
We keep personal information only as long as we need it.
| Information | Retention | Reason |
| Client files, accounting records and tax papers | 6 years after the end of the engagement | Limitation periods and HMRC enquiry windows |
| Payroll and CIS records | 6 years after the end of the tax year they relate to | PAYE and CIS record-keeping requirements |
| Anti-money laundering records and identity documents | 5 years from the end of the business relationship | Money Laundering Regulations 2017 |
| Enquiries that do not become clients | 12 months from last contact | To answer follow-up questions and show how an enquiry was handled |
| Call recordings and message threads | Held with the client file for the same period | Record of what was advised |
| Job applications from unsuccessful candidates | 6 months after the decision | To deal with any query about the decision |
| Website analytics | As set out in our cookie settings |
9. How we keep it safe
We hold information on systems protected by access controls, multi-factor authentication where available, encryption in transit and staff training. Our IT is supported by an external provider. Access to client information is limited to those in the practice who need it to do their job. If a breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours and tell you where we are required to.
10. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- have inaccurate information corrected
- ask us to delete information, where we do not have to keep it
- ask us to restrict how we use it, or object to our using it
- receive certain information in a portable format
- withdraw consent at any time, where we rely on consent
- object to direct marketing at any time
To exercise any of these rights, email info@brickbooksandpayroll.com. We will respond within one month. There are limits: much of what we hold we are legally required to keep, so we may not be able to delete it on request.
11. Complaints
If you are unhappy with how we have used your personal information, please tell us first — email info@brickbooksandpayroll.com or write to us at the address above. We will acknowledge your complaint, look into it and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office at any time: ico.org.uk, or 0303 123 1113. We would ask you to raise it with us first so that we have the chance to put it right.
12. Cookies and similar technologies
Our website uses cookies and similar technologies. Some are strictly necessary — they make the site work, keep it secure and remember what you have entered into a form. Others are loaded through a tag manager on our site and are used to understand how visitors find and use the website.
We are currently reviewing the tags running on our website and putting in place a consent tool that will let you accept or reject non-essential cookies before they are set. Until that is in place you can control or block cookies through your browser settings — every major browser allows this, and its help pages explain how. Blocking cookies may affect how parts of the site work.
If you have a question about the cookies on our site, or you want to object to non-essential cookies in the meantime, email info@brickbooksandpayroll.com and we will action it.
13. Changes to this notice
We review this notice regularly and will update it when our services or systems change. The date at the top shows when it was last updated. Where a change materially affects how we use your information, we will tell you directly.