Nefe Ledger Privacy Policy

Last updated: 18 August 2026

1. About this Privacy Policy

This Privacy Policy explains how Nefe Ledger collects, uses, stores and protects personal data when you:

visit our website at https://nefeledger.com;
contact us through our website, email or telephone;
enquire about our bookkeeping or finance administration services; or
become a client of Nefe Ledger.

Nefe Ledger provides online bookkeeping and finance administration services to small businesses, freelancers, consultants, creatives, coaches and other owner-managed businesses across the UK.

We aim to handle personal data fairly, securely and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection laws.

2. Who is responsible for your personal data?

Nefe Ledger is the data controller responsible for the personal data covered by this Privacy Policy.

Controller: Nefe Ledger
Location: London, UK
Email: info@nefeledger.com
Telephone: +44 204 620 4434

If you have any questions about this Privacy Policy or how we use your personal data, please contact us using the details above.

3. The personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data:

Information submitted through our contact form

When you use the contact form on our website, we may collect:

your name;
your email address;
your mobile telephone number; and
the contents of your message.

Please do not include unnecessary sensitive or confidential information in the contact form. If you choose to provide sensitive information, we will handle it in accordance with applicable data protection law.

Information provided during enquiries

If you contact us by email, telephone or through another communication channel, we may collect:

your name and contact details;
your business name and business contact details;
information about your business;
details of the bookkeeping or finance administration support you require;
records of our communications with you; and
any other information you choose to provide.

Client and financial information

If you become a client, we may process information needed to provide our services, including:

business and contact information;
invoices, receipts and expense records;
transaction and bank reconciliation information;
sales and purchase ledger information;
VAT records;
payroll records;
accounts payable and accounts receivable information;
supplier and customer information;
accounting and bookkeeping records; and
information required for legal, regulatory, accounting or tax purposes.

Some financial records may include information relating to individuals who are not our direct clients, such as your employees, customers, suppliers or contractors. If you provide us with information about another person, you should ensure that you are permitted to share it with us and that the person has received any privacy information required by law.

Technical information

When you visit our website, certain technical information may be collected automatically by the website or its service providers. This may include:

IP address;
browser and device type;
operating system;
general location information;
pages viewed and links accessed;
the date and time of visits; and
information collected through cookies or similar technologies.

We use this information to operate, secure and improve our website and services.

4. How we collect personal data

We may collect personal data:

directly from you when you complete our contact form;
when you email or telephone us;
when you book or attend a discovery call;
when you provide information during the client onboarding process;
when you provide documents or records for bookkeeping or finance administration;
from your business, employees, customers, suppliers or professional advisers where relevant to our services;
from publicly available sources where appropriate; and
automatically through cookies and similar technologies when you use our website.

5. How we use your personal data

We may use personal data for the following purposes:

to respond to enquiries and messages;
to arrange and conduct discovery calls;
to assess whether our services are suitable for your business;
to provide bookkeeping and finance administration services;
to process transactions and maintain financial records;
to maintain sales and purchase ledgers;
to record expenses and reconcile bank accounts;
to support VAT records and bookkeeping;
to support payroll records;
to process customer and supplier invoices;
to manage accounts payable and accounts receivable;
to communicate with clients about our services;
to administer our business relationship with you;
to issue and manage invoices and payments;
to maintain business, accounting and financial records;
to comply with legal, regulatory, accounting and tax obligations;
to protect our website, systems, business and users from fraud, misuse or security threats;
to manage complaints, disputes and legal claims;
to improve our website and services; and
to introduce you to an independent accounting partner where you request or agree to that introduction.

We will not use your personal data for purposes that are incompatible with those described in this Privacy Policy unless we are required or permitted to do so by law.

6. Our lawful bases for processing

We must have a lawful basis under the UK GDPR for processing your personal data. The lawful basis we use depends on the circumstances.

Consent

Where you submit an enquiry through our website contact form, we may rely on your consent to collect and use the information you provide so that we can respond to your enquiry.

You may withdraw your consent at any time by contacting us at info@nefeledger.com. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdrew your consent.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, or the legitimate interests of a third party, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

responding to business enquiries;
managing and improving our services;
maintaining client and business relationships;
administering our business;
preventing fraud and protecting our systems;
maintaining appropriate business records;
establishing, exercising or defending legal claims; and
making or receiving a referral to a relevant professional service provider where this is reasonably expected and lawful.

Before relying on legitimate interests, we consider the impact on your privacy and whether the processing is necessary and proportionate.

Legal obligation

We may process personal data where necessary to comply with a legal or regulatory obligation. This may include maintaining relevant financial, accounting, tax, employment, anti-fraud or other regulatory records.

Contract

Where you become a client, we may process personal data where this is necessary to take steps at your request before entering into a contract or to perform a contract with you.

7. Sharing personal data

We may share personal data where necessary for the purposes described in this Privacy Policy and where permitted by law.

Service providers

We may share personal data with trusted service providers that support our business, such as providers of:

website hosting;
contact form and email services;
cloud storage and document management;
bookkeeping and accounting software;
communications and scheduling tools;
payment and invoicing services;
IT support and security services; and
professional, legal or insurance services.

These providers may process personal data on our behalf and are required to handle it securely and in accordance with applicable data protection law.

Independent accounting partner

Nefe Ledger focuses on bookkeeping and finance administration. Where you require annual accounts, Corporation Tax, Self Assessment or related accounting services, we may introduce you to our independent accounting partner, Avonlea Accounting.

We will only share your contact details or other personal data with Avonlea Accounting for this purpose where:

you ask us to make the introduction;
you agree to the referral; or
another lawful basis permits the disclosure.

Avonlea Accounting is an independent business and may act as a separate data controller. Once Avonlea Accounting receives your personal data, its own privacy policy will apply to its processing.

We do not provide annual accounts, Corporation Tax or Self Assessment services ourselves unless separately agreed and lawfully authorised.

Legal and regulatory disclosures

We may disclose personal data where necessary:

to comply with a legal or regulatory requirement;
to respond to a lawful request from a public authority;
to establish, exercise or defend legal rights;
to prevent fraud or other unlawful activity; or
to protect the safety, rights or property of Nefe Ledger, our clients or others.

We do not sell personal data.

8. How we store and protect personal data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure or destruction.

Depending on the type and sensitivity of the information, these measures may include:

secure online systems;
access controls and permissions;
strong passwords and, where available, multi-factor authentication;
secure transfer of information;
encryption where supported by the relevant service provider;
regular software and security updates;
secure backups;
confidentiality obligations for people who handle personal data; and
procedures for identifying, managing and responding to data security incidents.

No method of transmitting or storing information is completely secure. You should take reasonable steps to protect your own devices, accounts and login details and should not send confidential information through an unsecured channel where a secure alternative is available.

9. International transfers

Nefe Ledger operates online across the UK. We do not knowingly make a direct transfer of website contact-form data outside the UK as part of our ordinary operations.

However, some third-party providers used to operate our website, email, cloud storage, bookkeeping software or other systems may process personal data outside the UK or may use international infrastructure.

Where personal data is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable data protection law. This may include relying on:

a UK adequacy regulation or adequacy decision;
the UK International Data Transfer Agreement;
the UK Addendum to standard contractual clauses;
appropriate contractual, technical and organisational safeguards; or
another lawful transfer mechanism.

Where required, we will carry out appropriate checks to ensure that personal data receives a level of protection that is essentially equivalent to that provided in the UK.

10. How long we keep personal data

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, accounting, tax and reporting requirements.

Our usual retention periods are:

Type of information	Usual retention period
Website enquiries and contact-form messages	Up to 12 months after our last meaningful communication, unless the enquiry leads to a client relationship, legal claim or other legitimate need for longer retention
Discovery call and prospective client information	Usually up to 12 months after the enquiry ends, unless a longer period is necessary for legal, contractual or business purposes
Client and service records	For the duration of the client relationship and usually up to 7 years afterwards where necessary for legal, accounting, tax, regulatory, insurance or dispute-resolution purposes
Financial, accounting and tax records	For the period required by applicable legal and regulatory obligations, which may commonly be up to 6 or 7 years depending on the record and the relevant obligation
Referral records	Usually for the period necessary to complete and evidence the referral and deal with any related enquiry or dispute
Marketing preferences and consent records	Until you withdraw consent or we determine that the information is no longer required, subject to any legal record-keeping obligations
Technical and cookie information	In accordance with the relevant cookie duration and our website provider’s retention settings

We may retain information for longer where necessary to establish, exercise or defend legal claims, comply with a legal obligation or protect our legitimate interests.

When personal data is no longer required, we will securely delete it or anonymise it.

11. Your rights

Subject to certain legal conditions and exemptions, you have the following rights under the UK GDPR:

Right of access

You may ask for a copy of the personal data we hold about you and information about how we use it.

Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to erasure

You may ask us to delete personal data where there is no good reason for us to continue processing it. This right is not absolute and may not apply where we need to retain information to comply with a legal obligation or establish, exercise or defend legal claims.

Right to restriction

You may ask us to restrict the processing of your personal data in certain circumstances, for example while the accuracy of information is being challenged.

Right to data portability

In certain circumstances, you may ask us to provide personal data you have given us in a structured, commonly used and machine-readable format, or to transmit it to another organisation.

Right to object

You may object to processing based on legitimate interests, including profiling based on those interests. You may also object to processing for direct marketing purposes.

Where we process personal data for direct marketing, you have an absolute right to object.

Right to withdraw consent

Where we rely on consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

To exercise any of these rights, contact us at:

Email: info@nefeledger.com
Telephone: +44 204 620 4434

We may need to ask for information to verify your identity before completing a request. This is a security measure designed to prevent personal data from being disclosed to the wrong person.

We normally respond to valid requests within one month. If a request is complex or we receive a high number of requests, we may extend this period by up to a further two months where permitted by law. We will tell you if an extension is required.

12. Complaints to the Information Commissioner’s Office

If you are unhappy with how we have used your personal data, please contact us first so that we have the opportunity to address your concerns.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Cookies and similar technologies

Our website may use cookies and similar technologies. Cookies are small text files stored on your device when you visit a website.

Cookies may be used to:

make the website operate properly;
remember preferences;
improve website performance;
understand how visitors use the website;
maintain website security; and
support any embedded services or features.

Strictly necessary cookies

Strictly necessary cookies are required for the website to operate. These may include cookies used for security, form submission, session management and accessibility.

We may use strictly necessary cookies without consent where permitted by law.

Optional cookies

Optional cookies, such as analytics, performance, advertising or third-party cookies, will only be used where required consent has been obtained.

You can manage cookie preferences through the cookie banner or settings provided on the website. You can also adjust your browser settings to block or delete cookies. Blocking some cookies may affect how the website works.

The specific cookies used may change as website functionality changes. We will provide or maintain a separate Cookie Policy or cookie notice identifying the relevant cookies, providers, purposes and retention periods where required.

14. Automated decision-making

We do not currently use personal data to make decisions about you based solely on automated processing that produce legal effects or similarly significant effects.

If this changes, we will provide any information and rights required by applicable data protection law.

15. Children’s personal data

Our website and services are intended for businesses and adults. We do not knowingly collect personal data from children through the website.

If you believe that a child has provided personal data to us, please contact us so that we can review and, where appropriate, delete the information.

16. Links to other websites

Our website may contain links to third-party websites, including the website of Avonlea Accounting.

We are not responsible for the privacy practices, content or security of third-party websites. You should review the privacy policy of any website you visit through an external link.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements or data-processing practices.

The latest version will be published on this page with the updated date. We encourage you to review this Privacy Policy periodically.

18. Contact us

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

Nefe Ledger
London, UK
Email: info@nefeledger.com
Telephone: +44 204 620 4434