Privacy Policy

Last Updated: 10 October 2025

Leapman & Co Limited (trading as “Leapman & Co”, “we”, “us”, or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

1. Information We Collect

We collect information that you provide directly to us, including:

  • Personal Identification Information: Name, email address, telephone number, postal address, date of birth, and National Insurance number
  • Financial Information: Bank account details, income information, tax records, investment details, and other financial data necessary to provide accounting services
  • Business Information: Company details, VAT registration, business structure, and related commercial information
  • Communication Records: Correspondence via email, phone, post, or in-person meetings
  • Website Usage Data: IP addresses, browser type, pages visited, and time spent on our website (collected via cookies and similar technologies)

2. How We Use Your Information

We use the information we collect to:

  • Provide professional accounting, tax, and advisory services
  • Prepare accounts, tax returns, and other statutory filings
  • Comply with legal and regulatory obligations, including anti-money laundering requirements
  • Communicate with you about our services and respond to your inquiries
  • Improve our website and services
  • Send periodic newsletters or updates (where you have consented)
  • Prevent fraud and maintain the security of our systems

Under UK GDPR, we process your personal data based on:

  • Contract Performance: Processing necessary to fulfill our professional services agreement with you
  • Legal Obligation: Compliance with statutory requirements including HMRC regulations, Companies House filings, and anti-money laundering legislation
  • Legitimate Interests: Improving our services, maintaining client relationships, and protecting our business interests
  • Consent: Where you have explicitly agreed to receive marketing communications or cookies

4. How We Share Your Information

We may share your information with:

  • HMRC and Other Tax Authorities: To file tax returns and fulfill statutory obligations
  • Companies House: For company formation and annual filings
  • Professional Advisors: Including solicitors, financial advisors, or other specialists when required for your services
  • Third-Party Service Providers: Cloud accounting software providers (such as Xero, QuickBooks), secure document storage services, and IT support providers who assist in delivering our services
  • Regulatory Bodies: ICAEW and other professional bodies for compliance purposes
  • Legal Authorities: When required by law or to protect our legal rights

We ensure all third parties are bound by confidentiality obligations and data protection agreements.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

  • Encrypted data transmission (SSL/TLS)
  • Secure cloud storage with restricted access
  • Regular security assessments and updates
  • Staff training on data protection and confidentiality
  • Secure physical storage for paper documents
  • Multi-factor authentication and password protection

While we take reasonable precautions, no method of transmission over the internet is completely secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your personal data for as long as necessary to:

  • Fulfill our contractual obligations and provide ongoing services
  • Comply with legal and regulatory requirements (typically a minimum of 6 years from the end of our professional relationship, in accordance with HMRC and ICAEW guidelines)
  • Resolve disputes and enforce our agreements

After the retention period expires, we securely delete or anonymize your personal information.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of the personal data we hold about you
  • Rectification: Request correction of inaccurate or incomplete data
  • Erasure: Request deletion of your personal data (subject to legal obligations)
  • Restriction: Request limitation on how we process your data
  • Portability: Receive your data in a structured, machine-readable format
  • Object: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent for marketing communications at any time

To exercise these rights, please contact us using the details below. We will respond within one month.

Please note that we may be unable to delete certain information due to legal and professional obligations to maintain records.

8. Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience and analyze website traffic. We use:

  • Essential Cookies: Required for website functionality
  • Analytics Cookies: Google Analytics to understand how visitors use our site
  • Preference Cookies: To remember your settings and preferences

You can control cookies through your browser settings. For more information, see our Cookie Policy.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

10. Children’s Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Use of AI Tools

We may use artificial intelligence (AI) tools and technologies to improve our services, enhance efficiency, and provide better insights. This may include:

  • AI-powered accounting software features for data categorisation and analysis
  • Document processing and data extraction tools
  • Client communication and support systems
  • Research and technical guidance tools

When using AI tools, we:

  • Never share personally identifiable client information with AI systems without appropriate safeguards and data protection agreements
  • Ensure AI providers comply with UK GDPR and data protection requirements
  • Maintain human oversight and professional judgment in all client matters
  • Use AI to support, not replace, professional accounting expertise
  • Regularly review and assess AI tools for data security and accuracy

Our use of AI is designed to enhance service delivery while maintaining the highest standards of confidentiality, accuracy, and professional responsibility.

12. International Data Transfers

We primarily process data within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a revised “Last Updated” date. Your continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Leapman & Co Limited Building 6, 30 Friern Park London, N12 9DA

Email: info@leapman.co Phone: 0208 446 2220

15. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF

Website: www.ico.org.uk Helpline: 0303 123 1113