Privacy Policy
1. Who we are
This policy explains how [LEGAL NAME LTD] ("we", "us"), operating under the name [BRAND], handles personal data collected through [WEBSITE] and in the course of providing financial management services.
We are the data controller for that data. Registered office: [LEGAL ADDRESS]. Company number: [COMPANY NUMBER]. For any question about this policy, write to [EMAIL].
2. What we collect
We collect only what we need to answer enquiries and deliver the service:
- Contact details you send us: name, company, email address, phone number and the content of your message.
- Client and onboarding data: company registration details, authorised representatives, mandates and verification documents required by law.
- Service data: account references, transaction records, reports and correspondence created while we manage your reporting.
- Technical data: IP address, browser type, device type, pages viewed and the time of the visit, recorded in our server logs.
We do not collect special categories of personal data, and we ask you not to send them to us.
3. Why we use it and on what basis
- To respond to your enquiry and prepare a quote — on the basis of steps taken at your request before entering a contract.
- To provide the agreed services and support — on the basis of the contract between us.
- To meet accounting, tax, anti-money-laundering and record-keeping duties — on the basis of our legal obligations.
- To keep the website secure and working, and to improve it — on the basis of our legitimate interest in a reliable service.
4. Cookies and analytics
This website does not set advertising or tracking cookies and does not build profiles of visitors. Standard server logs are kept for security and troubleshooting. Web fonts are loaded from a third-party provider, which receives your IP address as part of that request. If we later add optional analytics, we will ask for your consent first and update this policy.
5. Who we share data with
We never sell personal data. We share it only with:
- Service providers who work on our instructions, such as hosting, email and document storage providers, under written data processing terms.
- Professional advisers, including auditors and lawyers, where needed for the service or our legal defence.
- Public authorities, where a law or a valid order requires disclosure.
6. International transfers
Where a provider processes data outside the European Economic Area, we rely on an adequacy decision or on standard contractual clauses, together with technical measures such as encryption in transit and at rest. You can ask us for details of the safeguards in place.
7. How long we keep it
- Enquiries that do not lead to a contract: up to 12 months from the last message.
- Client records, contracts and correspondence: for the term of the contract and afterwards for the period required by applicable accounting and anti-money-laundering law.
- Server logs: up to 6 months.
When a retention period ends, we delete the data or anonymise it so that it can no longer identify anyone.
8. Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or send it to another provider in a machine-readable format. Where we rely on consent, you can withdraw it at any time without affecting processing that already took place.
Write to [EMAIL] and we will answer within one month. If you believe we handle your data incorrectly, you may also complain to the data protection authority in your country.
9. Security
Access to personal data is limited to people who need it for their work. We use encrypted connections, access control with individual accounts, logging of administrative actions and regular backups. No system is perfectly secure, so we also keep an incident procedure and will notify you and the competent authority where the law requires it.
10. Children
The service is intended for businesses and their representatives. We do not knowingly collect data from children. If you believe a child has sent us personal data, contact us and we will remove it.
11. Changes to this policy
We update this page when our practices or the law change. The current version is always published here. If a change materially affects your rights, we will notify clients by email before it takes effect.
12. Contact
Questions about privacy, or a request about your data: