Last updated: 11 August 2026
This Privacy Policy explains how ProKeeper Limited (“ProKeeper”, “we”, “us”) collects, uses and protects personal data when you use prokeeper.co.uk, contact us, or become a client. We process personal data in line with UK GDPR and the Data Protection Act 2018.
Who we are (data controller)
ProKeeper Limited is a private limited company registered in England and Wales (company number 15221857). Registered office: 128 City Road, London, EC1V 2NX, United Kingdom.
Contact for privacy questions: hello@prokeeper.co.uk or +44 777 660 8847.
If we are required to register with the Information Commissioner’s Office (ICO) as a data controller, our registration details are available on request or will be published here when available.
Personal data we collect
- Enquiry / contact form data — name, email, phone, service interest, message content, and (where provided) the web page that referred you to our form.
- Client engagement data — identity and contact details, business information, accounting records, tax references, payroll data, and documents you or HMRC / Companies House provide so we can deliver services.
- Technical data — limited server or hosting logs (for example IP address, browser type and time of visit) needed to run and secure the website.
- Cookies — see “Cookies” below.
Why we use your data (lawful bases)
- Contract / steps before a contract — to respond to enquiries and deliver bookkeeping, tax, payroll and related services.
- Legitimate interests — to operate and improve our website, keep records, defend legal claims, and grow our business in ways that do not override your rights.
- Legal obligation — where tax, anti-money laundering, accounting or other laws require us to keep or disclose information.
- Consent — where we ask for it (for example certain marketing emails). You can withdraw consent at any time.
Outsourcing and people who help us deliver services
To deliver our services efficiently, work on your account may be carried out by people who are not employees of ProKeeper Limited — including contractors, freelancers, associates or other service providers. Those individuals may be located in the United Kingdom or outside the United Kingdom.
Where that involves personal data, we remain responsible as controller (or as processor for your business, depending on the engagement). We use contracts and appropriate safeguards, and we only share what is needed for the task. If international transfers are involved, we use UK-approved transfer mechanisms where required (for example the UK International Data Transfer Agreement / Addendum or adequacy regulations).
Who we share data with
- HMRC, Companies House and other authorities where required or authorised
- Cloud software providers you approve (for example Zoho Books, Xero, QuickBooks) and our secure hosting / email providers
- Contractors and outsourced team members as described above
- Professional advisers (for example lawyers or insurers) where necessary
- Payment or banking providers if relevant to an engagement
We do not sell your personal data.
How long we keep data
Enquiry data is kept for as long as needed to handle your request and follow up, then deleted or anonymised unless we must keep it. Client records are kept for the periods required by law and professional practice (often several years after an engagement ends for tax and AML purposes). Exact retention is set out in your engagement letter where applicable.
Your rights
Under UK GDPR you may have the right to access, rectify, erase, restrict or object to certain processing, and to data portability, depending on the situation. To exercise rights, email hello@prokeeper.co.uk. You can also complain to the Information Commissioner’s Office (ICO).
Cookies
Our website uses essential cookies / local storage for basic function and security (for example remembering your cookie preference). Optional analytics cookies (Google Analytics) are only set if you choose “Accept analytics” on the cookie banner and we have enabled analytics. See our Cookies Policy. We do not use advertising cookies.
Children
Our services are aimed at businesses and adults. We do not knowingly collect data from children.
Changes
We may update this policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the site after changes means you should review the updated policy.