GDPR Policy

1. Who We Are

RuKo Solutions provides bookkeeping and financial administration services to businesses and individuals.

For any questions about this privacy policy or how we use your information, please email hello@ruko-solutions.co.uk

2. The Information We Collect

To provide our services, we may collect and use the following information:

Name and contact details
Business name and business contact details
Postal address
Email address and telephone number
Financial information and accounting records
Bank details and payment information
Tax information
Identification documents where required
Correspondence and communications with you

We only collect information that is necessary to provide our bookkeeping services or meet our legal obligations.

3. How We Use Your Information

We use your personal information to:

Provide bookkeeping and financial services
Maintain accounting records
Prepare reports and financial information
Process invoices and payments
Communicate with you about our services
Meet legal, tax and regulatory requirements
Prevent fraud and protect our business

We do not sell your personal information to other organisations.

4. Our Legal Basis for Using Your Information

Under UK GDPR, we use your information because:

It is necessary to perform our contract with you.
We have legal obligations to keep certain financial and tax records.
We have legitimate business interests in managing and improving our services.
In some cases, you have given us your consent.

5. Sharing Your Information

We may share your information with:

HM Revenue & Customs (HMRC) where required by law
Accountants, auditors or professional advisers
Cloud software providers and secure IT service providers
Banks or payment providers
Government or regulatory authorities where legally required

We only share information that is necessary and take reasonable steps to keep it secure.

6. How We Store Your Information

We store your information securely using appropriate physical, electronic and organisational measures.

This may include:

Password-protected systems
Secure cloud-based accounting software
Restricted access to client records
Staff confidentiality obligations

Although we work hard to protect your information, no method of electronic storage is completely secure.

7. How Long We Keep Your Information

We only keep personal information for as long as necessary.

Financial and tax records are generally kept for at least six years to comply with legal and accounting requirements. After this period, information is securely deleted or destroyed unless there is a valid reason to keep it longer.

8. Your Rights

Under data protection law, you have the right to:

Request a copy of your personal information
Ask us to correct inaccurate information
Ask us to delete information where appropriate
Restrict how we use your information
Object to certain types of processing
Request that your information is transferred to another organisation where applicable

If you wish to exercise any of these rights, please contact us.

9. Cookies and Website Information

This website is hosted on Wix, who use essential cookies to make the website work correctly.

We also use Wix Analytics to help us understand how visitors use our website. This information is collected in an aggregated form and is not used to identify you personally.

Analytics cookies will only be used if you choose to accept them through our cookie banner. You can change your cookie preferences at any time.

If you contact us by email, we will only use the information you provide to respond to your enquiry.

We do not sell or share your personal information for marketing purposes.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be published on our website.

11. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO).

Information about making a complaint can be found on the ICO website.

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