Privacy Policy

BCAMS Limited is the trading name of Business Coaching and Mentoring Services Limited and BCAMS Training and Services Limited.

For the purposes of this notice, ‘us’, ‘we’ and ‘our’ refer to both companies above. Ongoing both companies will be referred to as BCAMS.

We are committed to protecting your personal information and being transparent about what we do with it, irrespective of how you interact with us.

This privacy notice explains how BCAMS  a UK-based AAT-qualified bookkeeping practice, collects, uses, stores, and protects your personal data.

We are committed to confidentiality and comply with the UK GDPR, the Data Protection Act 2018, and AAT’s Code of Professional Ethics.

This notice is effective from the 1^st May 2025. We may change this notice from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Who We Are

BCAMS provides bookkeeping  and training support to sole traders and limited companies. As a licensed AAT member, we uphold the highest standards of professionalism, including confidentiality and transparency when handling personal data.

Data Controller: Business Coaching and Mentoring Services Limited and BCAMS Training and Services Limited 

What we collect

We collect and process the following types of information:

• Identity & Contact Details: Full name, address, phone number, email address
• Business Details: Business name, company number, VAT number, UTR
• Financial Information: Invoices, receipts, bank statements, payroll, tax records
• AML Documents: Copies of ID (e.g. passport), proof of address, risk assessments
• Communications: Emails, calls, and messages related to our service

We do not collect special category data unless required for payroll (e.g. trade union deductions), and we do not knowingly collect children’s data.

How We Use Your Data

We only use your data where there is a lawful basis to do so:

We do not use your data for automated decision-making or profiling.

Cookies & Website Use

Our website uses only essential cookies required for its core functionality (e.g. to remember your cookie preferences). We do not use analytics or advertising cookies. You can control cookie settings in your browser.

Who We Share Your Data With

We may share your data with the following, when necessary:

• Service Providers: Cloud software
• HMRC & Government Bodies: Where required for tax filings or legal compliance
• Professional Advisors: Your accountant (with your permission), legal or regulatory bodies like AAT
• IT or Admin Support: Under strict confidentiality and data protection agreements

We do not sell or share your data for marketing.

Data Storage & Security

We use secure systems to protect your data:

• Data is stored on encrypted devices or secure cloud platforms
• Physical files (if used) are locked and access-controlled
• Password protection, antivirus software, and regular backups are in place
• Any staff or contractors are trained on confidentiality and GDPR compliance

How Long We Keep Your Data

We retain your data only as long as necessary:

• Financial records: 6 years (HMRC requirement)
• AML documents: 5 years after end of client relationship
• Communications: Up to 6 years, if tied to service delivery
• Prospective client inquiries: Up to 1 year, unless you become a client

After this, data is securely deleted or anonymised.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your Rights

Under the UK GDPR, you have the right to:

• Access the data we hold about you
• Correct inaccurate data
• Request erasure (when legally appropriate)
• Restrict processing in certain circumstances
• Object to processing based on legitimate interest
• Data portability, where applicable
• Withdraw consent, if processing was based on consent
• Complain to the ICO at ico.org.uk if you are unhappy with how we handle your data

To exercise any of these rights, contact us using the details above. We will respond within one month.

Changes to our Privacy Policy

We may update this policy to reflect changes in law or business practice. The latest version will always be available on our website.