Privacy & Cookie policy

Effective Date: June 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.

Complaints

If you have concerns, contact us first. If unresolved, you can lodge a complaint with the Information Commissioner's Office (ICO)

Email: contact@otterbrookesolutions.co.uk

Email Marketing & Free Resources Addendum

Otter Brooke Solutions offers free downloadable resources (such as guides, worksheets and checklists) in exchange for your name and email address. This section explains what we collect, why we collect it, how we use it, and your rights.

What personal data we collect

When you sign up to receive a free resource from Otter Brooke Solutions, we collect:

•       Your first name

•       Your email address

We do not collect any other personal information through our signup forms. We do not collect payment information, telephone numbers, or postal addresses through this process.

Why we collect it and what we use it for

We collect your name and email address for the following purposes:

•       To deliver the free resource you have requested (for example, a worksheet or guide) by email.

•       To send you occasional accounting tips, financial guidance, and educational content relevant to small businesses, sole traders, and craft and creative businesses.

•       To let you know about Otter Brooke Solutions services and promotions that may be relevant to you.

We will only contact you for the purposes listed above. We will never sell your data, share it with third parties for their own marketing purposes, or use it for automated decision-making or profiling.

Our lawful basis for processing your data

The lawful basis under UK GDPR for processing your data for email marketing is consent. You provide this consent by actively ticking the consent checkbox on our signup form. You can withdraw your consent at any time by unsubscribing (see 'Your rights' below).

How long we keep your data

We will hold your name and email address for as long as you remain subscribed to our mailing list.

If you unsubscribe at any time, we will delete your personal data from our records promptly. We do not retain your information after unsubscription for any purpose.

Who processes your data

Your name and email address are stored and processed by MailerLite, our email marketing platform. MailerLite acts as a data processor on our behalf under a Data Processing Agreement. MailerLite is GDPR-compliant and stores data on servers within the European Economic Area.

You can read MailerLite's Privacy Policy at: mailerlite.com/legal/privacy-policy

We do not use any other third-party platforms to store or process the personal data collected through our signup forms.

Your rights

Under UK GDPR you have the following rights in relation to the personal data we hold about you:

•       Right to access - you can request a copy of the data we hold about you.

•       Right to rectification - you can ask us to correct any inaccurate data.

•       Right to erasure - you can ask us to delete your data at any time. Unsubscribing from our emails will also result in deletion of your data.

•       Right to withdraw consent - you can withdraw your consent to receive marketing emails at any time by clicking the unsubscribe link at the bottom of any email we send you, or by contacting us directly.

•       Right to complain - if you believe we have handled your data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, please contact us at: contact@otterbrookesolutions.com

Cookies

Our email signup forms do not use cookies to collect your personal data. Your information is collected only through the form itself when you actively submit it. Our website may use cookies separately - please see the main cookies section of this Privacy Policy for details.

Changes to this section

If we make any material changes to how we handle your email marketing data, we will update this page and revise the 'Last updated' date at the top of this Privacy Policy. We recommend checking this page periodically.