Effective Date: [15-07-2025]
Website: www.finexaccounting.co.uk
Contact for Privacy Matters: Jimmy Mevada – jimmy@finexaccounting.co.uk

Introduction

Welcome to Finex Accounting. We are committed to protecting your privacy and ensuring the confidentiality of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website or engage with our outsourcing accounting services.

This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other relevant data privacy legislation applicable in the United Kingdom.

By using our website or services, you consent to the practices described in this Privacy Policy.

Who We Are

Finex Accounting is an accounting outsourcing service provider catering to UK-based accounting firms and businesses. We provide back-office support for accounting, bookkeeping, tax return preparation, VAT compliance, payroll, and other financial services.

Our registered office and operational teams are based in India, and we serve clients across the United Kingdom through secure and legally compliant processes.

What Information We Collect

We may collect the following types of personal and business-related data:

a. Personal Data

• Full Name
• Job Title
• Business Email Address
• Phone Number
• Company Details
• Professional Credentials

b. Business and Financial Data

• Client financial records (including VAT, payroll, year-end data)
• Accounting software credentials (where applicable and authorised)
• HMRC-related information
• Any other data required for outsourced accounting services

c. Website Usage Data

• IP address and browser type
• Pages visited on our website
• Access dates and times
• Device information

We do not knowingly collect personal data from individuals under the age of 18.

How We Use Your Information

We use your data only for purposes that are legitimate and directly related to our service offering. These include:

• To provide professional outsourced accounting services
• To manage client relationships and communication
• To respond to service or support requests
• To maintain compliance with HMRC and UK tax laws (when applicable)
• To improve the security and performance of our website
• To send service updates or occasional business communications (opt-out available)

We do not sell, rent, or trade your personal or business information to third parties.

Legal Basis for Processing (UK GDPR)

Under the UK GDPR, we rely on the following lawful bases for processing personal data:

• Performance of a Contract: When delivering accounting services to you
• Legal Obligation: For compliance with applicable tax or regulatory requirements
• Legitimate Interests: For internal operations, service improvement, and client communication
• Consent: For marketing communication or optional services (where explicit consent is obtained)

Data Sharing and Transfers

We may share your data only in the following cases:

• With authorised members of the Finex Accounting team
• With secure cloud-based software partners used for bookkeeping or compliance tasks
• With HMRC, when explicitly authorised and required for tax submissions
• With third-party vendors (e.g., IT support) under strict confidentiality agreements

We implement Data Processing Agreements (DPAs) with all our vendors and maintain UK Standard Contractual Clauses when data is transferred to or processed by our India-based team.

Data Retention

We retain client and personal data only as long as necessary for the purposes for which it was collected or to comply with legal, accounting, or reporting obligations. Generally, this will be:

• 7 years for accounting records (as per HMRC recordkeeping requirements)
• Up to 12 months for prospective clients or non-engaged inquiries unless consent is extended

You may request earlier deletion of your data in accordance with your rights (see Section 10).

Data Security

We are committed to the highest standards of data confidentiality, integrity, and availability.

• All client data is stored in encrypted cloud environments with secure access controls
• Two-factor authentication (2FA) is used wherever possible
• Regular internal audits and penetration tests are performed
• Staff undergo GDPR and data protection training

In the event of a suspected data breach, we will notify affected parties and the Information Commissioner’s Office (ICO) within the timelines set by UK GDPR.

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to Access – Request a copy of the data we hold about you
• Right to Rectification – Request correction of inaccurate or incomplete data
• Right to Erasure – Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing – Request a pause on processing
• Right to Data Portability – Request transfer of your data to another provider
• Right to Object – Opt-out of direct marketing or data profiling

To exercise any of these rights, please email Jimmy Mevada at jimmy@finexaccounting.co.uk.

Third-Party Links

Our website may contain links to third-party websites (e.g., accounting software providers). Finex Accounting is not responsible for their privacy policies. We recommend reviewing their terms independently.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available at www.finexaccounting.co.uk.

Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy or your data:

Jimmy Mevada
Email: jimmy@finexaccounting.co.uk
Website: www.finexaccounting.co.uk

We are registered and operate in full compliance with the UK Information Commissioner’s Office (ICO) guidelines.