Privacy Policy

1. Who We Are

Figures UK Accountancy ("we", "us", "our") is a firm of accountants based at Eventus Business Centre, Sunderland Road, Market Deeping, Cambridgeshire, PE6 8FD. For the purposes of data protection legislation we are the data controller in respect of the personal data we hold about you.

2. Information We Collect

We may collect the following types of personal data:

• Identity and contact details — name, business name, email address, postal address, telephone number.
• Business and financial information — including details you provide to us in the course of providing our accounting and tax services.
• Data you submit through our website contact form or via email, phone, WhatsApp or Messenger.
• Technical and usage data — such as IP address, browser type, and pages visited, collected through cookies (see our Cookie Policy).

3. How We Use Your Information

We use your personal data for the following lawful purposes:

• To provide accounting, tax, payroll, bookkeeping and related services you have requested (performance of a contract).
• To comply with our legal and regulatory obligations, including anti-money laundering (AML), tax and HMRC requirements (legal obligation).
• To respond to your enquiries and provide customer support (legitimate interests).
• To send service-related communications you have asked for (consent).
• To defend and exercise our legal rights where necessary (legitimate interests).

4. Legal Basis for Processing

We only process your personal data where we have a lawful basis to do so, including: (a) where you have given consent; (b) where processing is necessary for the performance of a contract with you; (c) where we are required to comply with a legal obligation; and (d) where processing is in our legitimate interests and does not override your rights.

5. Sharing Your Information

We will never sell your personal data. We may share your information with trusted third parties only where necessary, including:

• HMRC and other UK regulators where we have a legal obligation to do so.
• Software providers (such as Xero and Dext) where required to deliver our services to you.
• Professional advisers, insurers and other service providers working on our behalf under contract.
• Other parties where required by law or to protect the rights, property or safety of our business, clients, or others.

6. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting and regulatory obligations. In particular, accounting and tax records are generally retained for at least six years from the end of the relevant tax year, as required by law.

7. Your Rights

Under UK GDPR you have the following rights in relation to your personal data:

• The right to access a copy of the personal data we hold about you.
• The right to have inaccurate data corrected.
• The right to request deletion of your personal data in certain circumstances.
• The right to restrict or object to processing in certain circumstances.
• The right to data portability.
• The right to withdraw consent at any time where we rely on consent.

8. How to Exercise Your Rights

To exercise any of your rights, or if you have any questions about how we handle your personal data, please contact us by phone on 01778 252712, or by writing to Figures UK Accountancy, Eventus Business Centre, Sunderland Road, Market Deeping, Cambridgeshire, PE6 8FD. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

9. Data Security

We take the security of your data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration or disclosure. This includes secure data handling practices, access controls, and the use of reputable, cloud-based software providers that comply with applicable data protection laws.

10. Cookies & Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience and understand how our site is used. For full details of the cookies we use and how to manage them, please see our Cookie Policy. You can manage or disable cookies through your browser settings at any time.

11. Third-Party Links

Our website and communications may contain links to external websites, such as Xero, Dext, HMRC, and our social media profiles. We are not responsible for the privacy practices or content of those external sites, and we encourage you to review their own privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you. We encourage you to review this page periodically to stay informed about how we protect your data.