Privacy & Cookie policy
Effective Date: 01 January 2026
We at Otter Brooke Solutions are committed to safeguarding the privacy of your personal information whilst respecting privacy in accordance with UK GDPR and the Data Protection Act 2018.
Purpose
This privacy policy explains:
The personal data we collect
How we use collected data
Who has access to the data
Your rights under UK GDPR
Our cookie policy
This privacy policy applies in addition to the terms and conditions of our site.
Legal Basis for Processing
We process personal data under the following legal bases:
Consent (where you have given clear consent)
Contractual necessity (to provide accountancy services)
Legal obligation (compliance with HMRC and regulators)
Legitimate interests (business operations and communication)
Personal Data We Collect
We collect data automatically (IP address, browser details, analytics) and data you provide voluntarily (contact forms, service agreements).
This website is hosted by Squarespace. Squarespace collects personal information when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Web pages you view while on this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. You can read more about how Squarespace uses your data (site usage information of end users) for its own purposes in their Privacy Policy.
This website collects personal information to power our site analytics, including:
Information about your browser, network, and device
Web pages you visited prior to coming to this website
Your IP address
This information may also include details about your use of this website, including:
Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps
We provide this information to Squarespace, our website analytics provider, to learn about site traffic and activity.
When you submit information to this website via webform, we collect the data requested in the webform in order to track and respond to your submissions. We provide this information to Squarespace, our website hosting provider, so that they can provide website services to us and help us manage our relationship with you. When information is submitted via the Microsoft form, this is collected in order to assess requirements to provide a response. This information is held stored in Microsoft office.
How We Use Personal Data
We use your data to deliver services, respond to enquiries, comply with legal obligations, and improve our website.
Who We Share Data With
We share data only with employees who need it, service providers (Squarespace, Microsoft), and legal authorities when required.
Retention Period
We retain data for as long as necessary to fulfil the purposes outlined, typically up to 6 years for financial records as required by HMRC.
How We Protect Your Personal Data
We implement encryption, secure servers, access controls, and staff training to protect your data. However, no method of transmission over the internet is completely secure.
Your Rights
Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Cookie Policy
This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.
These necessary and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.
Complaints
If you have concerns, contact us first. If unresolved, you can lodge a complaint with the Information Commissioner's Office (ICO)