Privacy Policy

Privacy PolicyLast updated: 18 November 2025

1. IntroductionArthur Hamiltons (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a transparent and secure way.This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website https://ahamiltons.co.uk/, contact us, or use our services.We act as a “data controller” for the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018.If you have any questions about this policy, please contact us at: Phone: +44 07949 806894

2. What Information We CollectWe may collect and process the following types of personal data:

• Contact details: name, email address, phone number, business name, job title.
• Communication data: messages sent via our contact form, email, phone, text, or social media.
• Client information: billing details, business financial information you provide, payroll and HR data (for clients), and any documents you share with us as part of our services.
• Technical data: IP address, browser type, device information, pages visited, time and date of visits, and other usage data collected via cookies and similar technologies.
• Marketing preferences: your choices about receiving marketing communications from us.

We do not intentionally collect special category data (such as health information) unless it is strictly necessary and you provide it to us directly.

3. How We Collect Your InformationWe collect personal data in the following ways:

• When you fill in forms on our website (e.g. contact form, subscription form).
• When you contact us by phone, email, text, social media, or in person.
• When you become a client and provide information needed to deliver our bookkeeping, payroll, HR, call handling, and admin services.
• Automatically, when you use our website, through cookies and similar technologies.

4. How We Use Your InformationWe use your personal data for the following purposes:

• To provide our services: bookkeeping, payroll, HR, call handling, admin and related professional services.
• To manage our relationship with you: responding to enquiries, providing quotes, onboarding, invoicing, and ongoing client communication.
• To comply with legal and regulatory obligations: including tax, accounting, and HR compliance requirements.
• To improve our website and services: monitoring usage, troubleshooting, and enhancing user experience.
• For marketing and updates: sending you information about our services, news, and blog updates where you have consented or where we have a legitimate interest and you have not opted out.

Our lawful bases for processing your personal data include:

• Performance of a contract;
• Compliance with legal obligations;
• Our legitimate interests (for example, running and improving our business, responding to enquiries);
• Your consent (for example, for certain marketing activities or optional cookies).

5. Cookies and Website TrackingOur website may use cookies and similar technologies to:

• Ensure the website functions correctly;
• Remember your preferences;
• Analyse how visitors use our website.

You can control cookies through your browser settings. For more detailed information, please refer to our Cookie Policy (if available) or contact us using the details above.

6. Sharing Your InformationWe may share your personal data with:

• Service providers and subcontractors who help us deliver our services (for example, cloud accounting software such as QuickBooks and Xero, task management tools such as Asana, IT and hosting providers).
• Professional advisers such as accountants, lawyers, and insurers where necessary.
• Regulators and authorities where we are legally required to do so (for example, HMRC).

We only share the minimum information necessary and ensure that appropriate safeguards are in place.We do not sell your personal data to third parties.

7. International TransfersOur main systems are based in the UK and/or EEA. If any of our service providers transfer personal data outside the UK/EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in line with data protection law.

8. Data SecurityWe take data security seriously and use appropriate technical and organisational measures to protect your personal data, including:

• Secure cloud-based accounting and storage systems;
• Access controls and user permissions;
• Regular backups and disaster recovery processes;
• Ongoing training and awareness for our team.

While we do our best to protect your data, no system can be completely secure. You share information with us at your own risk.

9. Data RetentionWe keep your personal data only for as long as necessary for the purposes for which it was collected, including:

• For as long as you are a client and for a period afterwards to comply with legal, tax, and regulatory requirements;
• For a reasonable period after an enquiry if you do not become a client;
• For as long as required to maintain business records and resolve disputes.

When we no longer need your data, we will securely delete or anonymise it.

10. Your RightsUnder UK data protection law, you have the following rights:

• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to request correction of inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain circumstances.
• Right to restrict processing – to request we limit how we use your data.
• Right to data portability – to receive your data in a structured, commonly used format in certain cases.
• Right to object – to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent – where processing is based on your consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the contact details above.You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: https://ico.org.uk

11 Marketing CommunicationsWe may send you marketing communications about our services if:

• You have requested information from us; or
• You are an existing client; and
• You have not opted out of receiving such communications.

You can opt out at any time by following the unsubscribe instructions in our emails or by contacting us directly.

12. Third-Party WebsitesOur website may contain links to third-party websites (for example, social media platforms). We are not responsible for the privacy practices or content of those websites. We encourage you to read their privacy policies before providing any personal data.

13. Changes to This Privacy PolicyWe may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically to stay informed about how we protect your information.