This policy explains what personal data we collect through this website, why we collect it, how long we keep it, and what your rights are. If you have any questions, email us at hello@grafeneaccounting.com or call 0151 453 9911.
Who we are
Grafene Accounting Limited is a company registered in England & Wales (Company No. 15091798). Our registered office is 8 Water Street, Liverpool, L2 8TD.
We are the data controller for personal data collected through this website. We are registered with the Information Commissioner’s Office (ICO) under registration number ZB800411.
What we collect and why
Information you give us
When you fill in the contact form on this site, you give us your name, email address, phone number, company name (optional), the service you are interested in, and the contents of your message. We use that information to respond to your enquiry and, if you become a client, to provide the service you have asked for.
When you call us, we may capture the call audio and a transcript through our AI receptionist platform (Retell), along with metadata such as the time of the call and the number you called from. We use this to take a message, route it to the right person, and follow up.
Information collected automatically
Like most websites, our hosting platform (Netlify) and any analytics tools we use may collect basic technical information about your visit — for example your IP address, browser type, the pages you viewed and the referring URL. This is used to operate the site, prevent abuse, and understand which content is useful.
Legal basis for processing
We rely on the following legal bases under the UK GDPR:
- Legitimate interests — responding to enquiries, providing professional services to clients, securing and improving the site.
- Consent — where you have actively opted in (for example, future marketing if we ever add it).
- Contract — where we are providing services to you as a client.
- Legal obligation — where the law requires us to keep records (for example, anti-money-laundering, HMRC compliance).
Who we share data with
We share personal data with a small number of trusted service providers (sub-processors) that help us operate:
- Netlify — website hosting.
- n8n — workflow automation for routing contact-form enquiries and call notifications.
- Google Workspace (Gmail) — email service for sending and receiving correspondence at hello@grafeneaccounting.com.
- Retell — AI receptionist platform for handling inbound calls.
We do not sell personal data and we do not share it with third parties for marketing purposes.
We will share data with HMRC, regulators or law enforcement where we are legally required to.
How long we keep data
Contact-form enquiries are kept for as long as they remain relevant — typically up to two years — after which they are deleted unless you have become a client. Client records are kept for the period required by professional regulations and tax law, which is generally seven years from the end of the relevant engagement.
Call recordings and transcripts captured through Retell are retained on the same basis.
Your rights
Under UK GDPR you have the right to:
- Request a copy of the personal data we hold about you
- Have inaccurate data corrected
- Ask us to delete data (where we are not required to keep it)
- Object to certain types of processing
- Restrict our use of your data
- Request portability of your data to another provider
- Withdraw consent at any time (where consent is the basis)
To exercise any of these rights, email hello@grafeneaccounting.com. We will respond within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
Cookies
This site does not currently use marketing or analytics cookies that identify you. If that changes, we will update this policy and ask for your consent where required.
Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top reflects the most recent change.
This page is general information and does not constitute legal advice. For binding terms applicable to a specific engagement, please refer to your engagement letter with Grafene Accounting Limited.