Privacy Policy

Last updated: 6 January 2026

LedgerWise ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share and safeguard your personal data when you visit our website, contact us, or use our budget allocation, bookkeeping and financial planning services.

LedgerWise acts as the data controller for the personal data described in this policy. We are registered in the United Kingdom and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller and Contact Details

The data controller is:

• Company: LedgerWise
• Address: 42 Colmore Row, Birmingham, B3 2BF, United Kingdom
• Email: [email protected]
• Phone: +44 121 7331 4825

If you have any questions about this policy, wish to exercise your data protection rights, or wish to make a complaint, please contact us at [email protected] or by post at the address above.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity and contact data: your name, email address, phone number, company name and job title, provided when you complete a contact form, request a quote, subscribe to updates or communicate with us.
• Financial data: financial statements, expense reports, budgets and accounting records that you provide to us for the purpose of delivering our services. This may include information relating to your business and, where relevant, its directors or employees.
• Technical data: IP address, browser type and version, device type, operating system, referring pages, pages visited, time spent on pages and other usage data collected through cookies and similar technologies.
• Marketing and communications data: your preferences for receiving marketing communications and records of your consent, and your correspondence with us including notes from consultations.

3. How We Collect Your Data

We collect personal data through:

• Information you provide directly via forms on this website, by email, by telephone or in meetings;
• Documents and files you share with us during the onboarding and delivery of our services;
• Automated technologies such as cookies, analytics tools and server logs when you interact with our website;
• Third parties, such as business partners or referrers, where they have a lawful basis to share your details with us.

4. Lawful Bases for Processing

We process your personal data only where we have a lawful basis under the UK GDPR:

5. How We Use Your Personal Data

We use your personal data to:

• Respond to enquiries and provide requested quotes and consultations;
• Deliver, manage and improve our financial services;
• Maintain accurate client records and comply with professional and legal obligations;
• Send service updates and, with your consent, marketing communications;
• Monitor and analyse website usage to improve functionality and content;
• Detect, prevent and investigate fraud, misuse or security incidents.

6. Cookies and Similar Technologies

Our website uses cookies to function correctly, remember your preferences and analyse site traffic. Essential cookies are required for the operation of the site. Analytics and marketing cookies are only set where you have given consent via our cookie banner. You can manage or change your cookie preferences at any time, and full details are set out in our Cookies Policy.

7. Data Sharing and Recipients

We do not sell your personal data. We may share it only with:

• Service providers: trusted suppliers such as cloud hosting providers, secure data storage providers, accountancy software vendors and IT support, who process data on our behalf under written data processing agreements;
• Professional advisers: auditors, lawyers and insurers where reasonably necessary;
• Authorities: HM Revenue & Customs, law enforcement or regulators, where we are legally required or permitted to disclose;
• Business transfers: a buyer or successor in the event of a merger, acquisition or sale of assets, subject to this policy continuing to apply.

Where we transfer personal data outside the UK, we ensure an adequate level of protection by relying on UK adequacy regulations or International Data Transfer Agreement documentation together with appropriate safeguards.

8. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting and reporting requirements. As a financial services provider, we are generally required to retain client financial records for a minimum of six years after the end of the relevant financial year. Enquiry correspondence is typically retained for up to 24 months, and marketing consent records are retained until consent is withdrawn plus a reasonable period for evidential purposes.

9. Data Security

We apply appropriate technical and organisational measures to protect your personal data, including 256-bit encryption in transit, secure cloud infrastructure, strict role-based access controls, staff confidentiality obligations and regular review of our security practices. Despite these measures, no transmission over the internet is entirely secure, and any transmission is at your own risk.

10. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

• Right to be informed — to know how we process your data (this policy);
• Right of access — to request a copy of the personal data we hold about you;
• Right to rectification — to correct inaccurate or incomplete data;
• Right to erasure — to request deletion of your data where there is no overriding legal requirement to retain it;
• Right to restrict processing — to ask us to suspend processing in certain circumstances;
• Right to data portability — to receive your data in a structured, commonly used, machine-readable format;
• Right to object — to object to processing based on legitimate interests or for direct marketing;
• Rights relating to automated decision-making — we do not make decisions based solely on automated processing that produce legal effects concerning you.

To exercise any of these rights, please email us at [email protected] or write to LedgerWise, 42 Colmore Row, Birmingham, B3 2BF. We will respond within one month of receiving a verified request. We may ask for proof of identity to protect your information.

11. Marketing Communications

We will only send you marketing emails where you have consented or where we have an existing business relationship with you in line with UK electronic marketing rules. Every marketing message includes an unsubscribe option, and you can also withdraw consent at any time by emailing [email protected].

12. Complaints

If you are unhappy with how we handle your personal data, please contact us first at [email protected] so we can try to resolve the matter. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, at ico.org.uk or by telephone on 0303 123 1113.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology or our business practices. The current version will always be published on this page with an updated revision date. Where changes are significant, we will provide a more prominent notice or seek renewed consent where required.

14. How to Contact Us

For any privacy-related matters, please contact:

LedgerWise
42 Colmore Row, Birmingham, B3 2BF, United Kingdom
Email: [email protected]
Phone: +44 121 7331 4825