Who is responsible?
EvolveBooks Accountancy Services Ltd is the data controller for this website. Company number: 13133201. ICO registration reference: ZA888203. For privacy questions, rights requests or complaints, email customercare@evolvebooks.co.uk or call 020 3026 4716. This notice covers website enquiries, resource requests and newsletter subscriptions. Client engagements have additional privacy information in the engagement documents.
Information we collect
You provide your name and email address. For enquiries, we also collect your message and, optionally, your business name. For downloads we record the resource requested. We record the submission date, newsletter choice, language and consent wording version. Our hosting providers may process IP addresses, request information and security logs to deliver and protect the website. Please do not send identity documents, National Insurance numbers, tax references, health information or confidential financial records through these forms.
Purposes and lawful bases
We process service enquiries to take steps at your request before entering a contract. For general questions, resource delivery and website security, we rely on legitimate interests in responding to requests, providing useful resources and protecting the service. We consider these interests against your rights. Newsletter emails about accountancy tips, business news and our services rely on your separate consent. We may retain information to meet legal obligations or establish, exercise or defend legal claims.
Your choice about marketing
Newsletter boxes are unticked by default. You can enquire or request a resource without subscribing. Consent to EvolveBooks email updates does not cover marketing from Leigh Business Solutions or other organisations. Providing contact details does not itself subscribe you. We do not sell your details.
Who receives your information
Authorised EvolveBooks team members use the information to handle your request. Submissions are stored in our Sites hosted database and sent to HubSpot, our CRM provider. OpenAI Sites and its infrastructure providers, including Cloudflare, supply hosting, storage and security services. HubSpot receives your name, email, enquiry message if supplied, and your marketing choice; the requested resource is identified in the submission context. Email services may process correspondence when we respond. We may disclose information where the law requires it. Our forms do not install the HubSpot browser tracking script.
International processing
Hosting and CRM providers may process information outside the UK. UK data protection rules require an applicable adequacy decision or appropriate safeguards for restricted transfers, such as an approved data transfer agreement or UK addendum to standard contractual clauses. Contact us for the arrangements applicable to your information and copies of relevant safeguards. Our provider agreements and transfer arrangements must be reviewed as part of our ongoing compliance process.
How long information is kept
We use the purpose of your request, whether it develops into a client relationship, legal obligations and any dispute to decide retention. Enquiry and resource records are reviewed when the request and relevant follow up have ended and removed when no longer needed. Newsletter records are kept while you remain subscribed; we review inactive subscriptions rather than retaining them indefinitely. After an opt out, we may retain the minimum email and preference record needed to prevent further marketing. Client records follow the engagement retention policy. Deletion must be handled in both the website database and HubSpot; backup copies may remain until the provider backup cycle expires.
Your rights
You may request access, correction, erasure, restriction and, where applicable, portability of your information. You may object to processing based on legitimate interests and to direct marketing at any time. You may withdraw consent without affecting the lawfulness of processing before withdrawal. Email customercare@evolvebooks.co.uk with your request. We may need proportionate identity checks. We normally respond within one month; we will explain any lawful extension or exception. You can complain to us and to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Unsubscribe from email updates
Email customercare@evolvebooks.co.uk with the subject Unsubscribe to withdraw your consent across our records. Each marketing email must also offer an unsubscribe option. A website token link removes the newsletter flag from the website records and sends an opt out request to our team through HubSpot when delivery succeeds. The team must action the HubSpot suppression separately. No newsletter campaign is currently being sent by this website.
Required details and automated decisions
Name and email are required to handle a form request; an enquiry also needs a message. Business name and marketing consent are optional. If you do not provide the required details, the form cannot submit, but you can contact us by phone. We do not use these forms for automated decisions producing legal or similarly significant effects, or for behavioural profiling.
Cookies and external links
The site code does not set analytics, advertising or marketing cookies, tracking pixels or browser storage. Fonts and logos are hosted with the website. Necessary platform security or sign in cookies may be used to provide access and protect the service. Links to booking, Google reviews, original resources and other websites open external services with their own notices. Read our cookie notice for more details.