Privacy policy

Who we are

Gravity Bookkeeping Services is a bookkeeping business run by Judith Newton and based near Swindon, Wiltshire. We are responsible for the personal information collected through this website (the “data controller” under UK data protection law).

You can contact us at gravitybookkeeping1@gmail.com or on 07528 509810.

What this policy covers

This policy explains what personal information we collect when you use this website or get in touch with us, why we collect it, how we use it and what your rights are. If you become a client, we will handle the financial records you share with us only to provide the services you have asked for, and we will keep them confidential.

Information we collect

• Enquiries. When you use our contact form we collect your name, email address, telephone number (if you give it), business name (if you give it), the service you are interested in and your message.
• Emails and calls. If you email or phone us, we keep a record of the conversation and the details you give us.
• Technical information. Like most websites, our web server records basic technical information when you visit, such as your IP address, browser type and the pages you view. We use this to keep the website secure and working properly.

Please do not send confidential financial documents or reference numbers in your first enquiry. We will agree a suitable way to share them once we are talking.

How we use your information

• to reply to your enquiry and discuss how we can help;
• to provide a quote and, if you become a client, to provide our services;
• to keep records that the law requires us to keep; and
• to keep this website secure and working properly.

We do not sell your personal information, and we do not send marketing emails unless you have asked us to.

Our legal bases

We use your information on the following legal bases under UK GDPR:

• Legitimate interests, to respond to enquiries and to run and secure our website;
• Contract, to take steps at your request before entering a contract, and to perform a contract with you;
• Legal obligation, to keep accounting and tax records where the law requires it; and
• Consent, where we ask for it, for example before sending you any marketing. You can withdraw consent at any time.

Who we share it with

We only share your information where we need to, with:

• the companies that provide our website hosting and email, such as Google for email, who process information on our behalf;
• your accountant, HMRC or other bodies, if you are a client and ask us to, or where the law requires it; and
• professional advisers or authorities, if we have to by law.

Some of our service providers may process information outside the UK. Where they do, we expect them to use appropriate safeguards to protect it.

How long we keep it

We keep enquiries for as long as we need to deal with them, and for up to 12 months afterwards, unless you become a client. For clients, we keep records for as long as the law requires for accounting and tax purposes, which is usually several years. When we no longer need information, we delete it or anonymise it.

Cookies

At the time of writing, this website does not use advertising or analytics cookies, and it does not load content from social media or advertising networks. If we add any in future, we will ask for your consent where the law requires it and update this policy.

Keeping your information safe

We take reasonable steps to protect the personal information we hold, including keeping our website and software up to date. No system is completely secure, so we cannot guarantee the security of information sent over the internet, which is another reason to keep sensitive documents out of your first enquiry.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, in some circumstances;
• ask us to restrict how we use your information, in some circumstances;
• object to us using your information on the basis of legitimate interests; and
• ask for your information in a portable format, in some circumstances.

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

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would appreciate the chance to put things right first.

Links to other websites

This website may link to other websites, such as social media pages. We are not responsible for their privacy practices, so please read their policies.

Changes to this policy

We may update this policy from time to time. The latest version is always on this page, with the date it was last updated.

Last updated: 26 October 2026