Introduction At the Institute of Certified Bookkeepers ("ICB", "we", "us", "our"), we are committed to safeguarding the privacy of our members, customers, and website users. This Privacy Policy outlines how we collect, use, store, and share your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By engaging with our services, you agree to the collection and use of information as described in this policy.
ICB is a registered Data Controller (ICO Registration Number: ZA048757), headquartered at:
Address: Chancery House, Chancery Lane, WC2A 1QS
Phone: 0203 405 4000
Email: memberservices@bookkeepers.org.uk
For any questions about this Privacy Policy or your personal data, please contact us using the details above.
We may collect and process the following personal data:
We may also process special category data, such as health information or diversity data, but only with your explicit consent.
We collect data in the following ways:
Directly from you: When you apply for membership, purchase a product, contact us, or sign up for an event.
From third parties: Such as training providers, professional bodies, or publicly available sources (e.g., Companies House, social media, or regulatory authorities).
Through automated technologies: Including website analytics and cookies.
We only process personal data where we have a legal basis to do so, which may include:
Fulfilling contractual obligations: Providing membership services, certifications, and training.
Complying with legal requirements: As an Anti-Money Laundering Supervisor and professional body.
Legitimate interests: Enhancing our services, running events, or maintaining security.
With your consent: For marketing and promotional communications (you may opt out at any time).
We do not sell your personal data. However, we may share it with:
Regulators and authorities: Including HMRC, Companies House OPBAS, and the FCA for compliance and registration purposes.
Our service providers: Such as IT and cloud storage providers.
Our event partners: When you register for conferences, training, or networking events.
Legal and professional advisors: When necessary for compliance or legal matters.
We ensure all third parties adhere to strict confidentiality and data protection obligations.
If your data needs to be transferred outside the UK or EEA, we will implement appropriate safeguards, such as:
Standard Contractual Clauses (SCCs) approved by the UK government.
Other measures to ensure your data is treated securely and in line with data protection laws.
We retain personal data only as long as necessary to:
Meet legal and regulatory requirements.
Fulfill contractual obligations.
Maintain records for audit or compliance purposes.
For example:
Active members: Data is retained for the duration of membership plus five years.
Applicants: Unsuccessful applications are kept for up to five years.
Financial transactions: Records are kept for at least seven years for accounting compliance.
Data may be anonymised and retained for statistical or research purposes.
Under the UK GDPR, you have rights regarding your personal data, including:
Access: Request a copy of your personal data.
Correction: Request updates to inaccurate or incomplete data.
Erasure: Request deletion of your data where applicable.
Restriction: Request limits on processing under certain conditions.
Objection: Object to processing based on legitimate interests or direct marketing.
Data Portability: Request transfer of your data to another service provider.
Withdraw Consent: If processing is based on consent, you may withdraw it at any time.
To exercise these rights, contact us at memberservices@bookkeepers.org.uk. We will respond within one month.
ICB uses cookies to enhance website functionality and analyse user interactions. For more information, please see our Cookie Policy.
We implement robust technical and organisational measures to safeguard your data, including:
Secure data storage with encryption.
Access controls and user authentication.
Regular audits and compliance checks.
Cyber Essentials Plus security certification.
If you have concerns about how we handle your data, you can contact us at memberservices@bookkeepers.org.uk.
If we cannot resolve your complaint, you can escalate it to the Information Commissioner’s Office (ICO):
ICO Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ICO Website: www.ico.org.uk
Helpline: 0303 123 1113
We may update this Privacy Policy from time to time. The latest version will always be available on our website, and significant changes will be communicated where appropriate.
Last Updated: [6 April 2025]
