Last updated: 22 April 2026

 

Ian and Co Financial Services is committed to protecting your personal information and handling it in a clear and responsible way.

​

1. Who we are

​

Ian and Co Financial Services provides bookkeeping and financial support services to businesses in the UK.

​

If you have any questions about this policy or how your data is used, you can contact us at:
Email: info@iancofinancial.com

2. What information we collect

​

We may collect and process the following information:

​

Enquiry information

• Name

• Email address

• Any information you include in your message

 

Client information

• Name and contact details (including telephone number and address)

• Business information (including ownership and trading details)

• Financial information required for bookkeeping services

• Bank details (account number and sort code)

• Date of birth

• Annual turnover and business activity

• Identification documents for Anti-Money Laundering (AML) checks

3. How we collect your information

​

We collect information when:

• You contact us directly via email

• You engage us as a client

• You provide information during onboarding

4. How we use your information

​

We use your information to:

• Respond to enquiries and arrange initial calls

• Provide bookkeeping and related services

• Meet legal and regulatory obligations (including AML checks)

• Communicate with you about your services

•  Send occasional marketing communications (where appropriate)

5. Lawful basis for processing

​

Under UK GDPR, we rely on the following lawful bases:

• Contract:  to provide agreed services

• Legal obligation: to comply with AML and financial regulations

• Legitimate interests: to manage enquiries and business operations

• Consent: for marketing communications where required

6. How your information is stored

​

We take appropriate steps to keep your information secure.

 

Your data may be stored using:

• PrivateEmail (via Namecheap) for email communications

• Google Drive for temporary storage of onboarding documents

• An encrypted external hard drive for secure long-term storage

• FreeAgent, QuickBooks, and Xero for bookkeeping and financial record management

 

Onboarding documents are transferred from Google Drive to encrypted storage and then removed from cloud storage.

​

Some of these providers may process data outside the UK, but they are required to apply appropriate safeguards.

7. How long we keep your information

​

• Enquiries: up to 3 months

• Client records: 6 years after the end of the client relationship

• Emails: up to 3 years after the end of the client relationship

 

We only keep information for as long as necessary for the purposes outlined above.

8. Sharing your information

​

We do not sell or share your personal data with third parties for marketing purposes.

 

Your data may be shared with:

• Software providers listed above, where necessary to deliver services

• Authorities or regulators, where required by law

9. Marketing communications

​

We may occasionally send updates or relevant information about our services.

 

You can opt out of marketing communications at any time by contacting us.

10. Cookies

​

This website is hosted on Wix and may use basic cookies to ensure the site functions correctly.

 

We do not currently use analytics or marketing cookies.

 

For more information, please see our Cookie Policy.

11. Your rights

​

You have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate information

• Request deletion of your data (where appropriate)

• Object to or restrict processing

• Withdraw consent (where applicable)

 

To exercise any of these rights, please contact us.

12. Children’s data

​

Our services are not intended for individuals under the age of 18, and we do not knowingly collect data from children.

13. Changes to this policy

​

We may update this policy from time to time. Any changes will be posted on this page.