Privacy Policy

Effective Date: June 4, 2025
Last Updated:  June 4, 2025

  1. Introduction
    This Privacy Policy explains how VirtualBookkeepers Ltd collects, uses, shares, and protects your personal data when you engage with our services, visit our website, or communicate with us. We are committed to ensuring that your privacy is protected in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.
  2. Who We Are
    VirtualBookkeepers Ltd
    Registered in Ireland
    Email: info@virtual-bookkeepers.com
    Phone: +353-89-989-6218
    Website: www.virtual-bookkeepers.com
    Data Controller: VirtualBookkeepers Ltd
    Data Protection Contact: Peter Bonny
  3. What Personal Data We Collect
    We may collect and process the following personal data:
  • Identity Data: Full name, business name, job title
  • Contact Data: Email address, phone number, billing and business address
  • Financial Data: Bank account details, tax information, payroll records, and financial transactions
  • Technical Data: IP address, browser type, login details, device identifiers
  • Usage Data: Information about how you use our website and services
  • Marketing Data: Your preferences in receiving marketing communications from us
  1. How We Collect Personal Data
    We collect personal data through:
  • Our onboarding form and contracts
  • Direct communication via email, phone, or WhatsApp
  • Website cookies and analytics tools
  • Third-party systems you authorise us to access (e.g., QuickBooks, Xero, SAGE etc)
  1. How We Use Personal Data
    We use your personal data to:
  • Deliver bookkeeping, payroll, and related financial Advisory services
  • Communicate with you about your account or our services
  • Process payments and invoices
  • Comply with our legal obligations (e.g., tax compliance, record-keeping)
  • Improve and personalise your client experience
  • Send service updates or occasional marketing messages (with your consent)
  1. Legal Bases for Processing
    We rely on the following lawful bases under GDPR:
  • Contractual necessity – to fulfil our contract with you
  • Legal obligation – to comply with applicable laws
  • Legitimate interest – for our business operations and fraud prevention
  • Consent – for direct marketing (you can withdraw at any time)
  1. Sharing Your Information
    We may share your data with:
  • Our authorised employees and subcontractors (under strict confidentiality)
  • Technology partners and service providers (e.g., cloud accounting software)
  • Government bodies or regulators (e.g., Revenue, CRO) when legally required
  • Legal or professional advisers as needed
  1. International Transfers
    If we transfer data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as standard contractual clauses or data protection agreements.
  2. Data Retention
    We retain personal data only as long as necessary for the purposes set out in this policy, typically for 6 years (to comply with tax laws), or longer if legally required or for the duration of any ongoing dispute.
  3. Your Data Protection Rights
    You have the right to:
  • Access your personal data
  • Correct or update your data
  • Request data deletion (subject to legal limits)
  • Restrict or object to processing
  • Port your data to another provider
  • Withdraw consent (where applicable)
  • Lodge a complaint with the Data Protection Commission (dataprotection.ie)
  1. Security of Your Data
    We implement appropriate technical and organisational measures to protect your data, including encryption, secure servers, user access controls, and regular reviews of our practices.
  2. Cookies
    Our website may use cookies to improve user experience and analyse website usage. You can control or delete cookies through your browser settings.
  3. Changes to This Privacy Policy
    We may update this policy from time to time. We will notify you of significant changes via email or notice on our website.
  4. Contact Us
    If you have any questions about this policy or your personal data, please contact us:

Email: info@virtual-bookkeepers.com
Phone: +353-89-989-6218
Address: 7, Haydens Park Green, Lucan, Co. Dublin, Ireland