Privacy Policy

FinBridge is a trading name of FinBridge Advisors Limited (Company Registration No. 13472489), and our registered office is 1 67-169 Great Portland Street, 5th Floor, London, England, W1W 5PF.

We act as a Controller for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679).

Our representative for data protection compliance is Pankaj Rohra, who can be reached at info@finbridgeadvisors.co.uk.

Purpose of this Privacy Policy and its Scope

At FinBridge, we value your privacy and your right to control your personal data (referred to as “data”). Our commitment is to always safeguard your data, be transparent about the information we collect, and explain the reasons for collecting it. We do not, and will never, sell your data to third parties.

We use your data strictly in compliance with the law. Typically, your data is used in the following situations:

• When it is essential for our legitimate business interests (or those of a third party), provided your rights and freedoms do not override these interests.
• When we are required to fulfill the contract for services that you have entered into with us or are about to enter into.
• When necessary to comply with legal or regulatory obligations.

This Privacy Policy (hereafter referred to as the ‘Policy’) outlines the data we collect from you, either directly or indirectly, and explains the reasons for and methods of its use. It also covers how we protect your data, the options available to you regarding your data, and how you can manage these choices.

Please take the time to read this policy thoroughly.

Types of Information We Collect, Why, and How

We collect only the personal data we deem necessary in the context of its intended purpose.

While using our services, you may provide us with personal data about third parties. In such cases, you must ensure that you are authorized to share this information with us and that the individual concerned is informed about and consents to the collection, use, and disclosure of their data, as detailed in this Policy. If requested, you must help us respond to any requests from the third party to access or update their data.

You may be asked to provide personal information in the following scenarios:

• Learning about FinBridge
• Inquiring about or purchasing a product
• Setting up a company
• Subscribing to our services
• Using our services
• Referring FinBridge to other businesses

Learning About FinBridge

When exploring more about FinBridge, you might visit our website, interact with one of our advisors, use our tools (like calculators), or download one of our resources. At these points, you may choose to provide personal details voluntarily.

We collect: Information such as your full name, phone number, email address, business type, income, usage data, connection details, unique identifiers (e.g., IP address or device ID), and marketing preferences.

Why: To ensure you receive the most relevant information and recommendations about our products and services. Additionally, we may use your IP address to understand visitor locations and enhance website functionality.

How: Through online forms, surveys, email communications, phone calls, live chats, or in-person interactions.

Purchasing or Enquiring About Our Services

When you purchase or inquire about services from FinBridge, you may need to provide specific information to allow us to generate quotes, respond to inquiries, determine the best-suited product for your needs, and complete transactions.

We collect: Personal information such as your full name, home or business postal address, phone numbers, email addresses, payment details, business type or trade, usage data and statistics, connection data, unique identifiers like IP addresses or device IDs, marketing preferences, purchase inquiries and history, and details about products or services requested or provided.

Why: To fulfill our obligations in delivering the services you’ve requested, provide accurate quotes, prepare policy documents, complete transactions, and follow up on your purchases or inquiries.

How: Information is collected through online forms, email, live chat, or telephone.

Note: FinBridge does not store card payment data. Payment details are used solely for processing transactions.

Forming a Ltd Company

If you request FinBridge to form a limited company on your behalf, we will require details about you, the company, and any related third parties, such as additional directors or shareholders. This information is necessary to register your company with Companies House.

We collect: Personal information including your full name, home or business postal address, phone numbers, email addresses, registered office or service address, date of birth, title, nationality, company details (e.g., share splits, persons of significant control), authentication data (e.g., passport numbers, National Insurance numbers), place of birth, payment card details, usage data and statistics, connection data, unique identifiers like IP addresses or device IDs, marketing preferences, purchase inquiries, and history.

Why: To verify company name availability, ensure accurate formation with appropriate company officers and details, comply with legal and regulatory requirements (including crime prevention), provide guidance, and complete transactions.

How: Information is gathered through online forms, email, live chat, or telephone.

Subscribing to Our Services

When subscribing to FinBridge's accounting services, you may need to provide details about yourself, your business, and third parties, such as employees, directors, or shareholders. Additionally, we may seek your permission to contact third parties for necessary documents like professional clearances.

We collect: Personal data including full name, home or business postal address, registered office address, business name and type, phone numbers, email addresses, job title, date and place of birth, title, nationality, marital status, National Insurance number, tax codes, HMRC UTR numbers, government-issued identification (e.g., passport numbers), sanctions or watch list data, business involvement details, payment card and bank account information, usage data and statistics, connection data, unique identifiers like IP addresses or device IDs, marketing preferences, usernames and passwords for services, purchase inquiries, and history.

Why: To verify identity for legal and regulatory purposes, configure accounting or payroll software, deliver services, provide appropriate advice, and perform management and marketing analysis.

How: Data is collected through online forms, surveys, email, live chat, telephone, or by post.

Using Our Accounting Services

During your engagement with FinBridge, you may need to share updates about changes in your circumstances or business, and you may request additional services or products.

We collect: Information regarding changes in marital status, home or business address, sources of income, investment activities, company structure (e.g., changes in officers), usage data and statistics, connection data, unique identifiers like IP addresses or device IDs, and marketing preferences.

Why: To fulfill our obligations in delivering services, support you in managing your affairs, provide timely guidance, ensure appropriate subscriptions, notify you of service updates, recommend products, maintain accurate records, improve services, and ensure compliance with legal and regulatory requirements.

How: Data is collected through online forms, surveys, email, live chat, telephone, SMS, or post.

Recommending FinBridge to Other Businesses

FinBridge offers a recommendation program that allows you to earn commissions for referring our products and services to others. We provide you with a unique link to facilitate these referrals. It is essential that you obtain explicit permission from your referral before submitting their personal information to us.

Data Collected:

The personal information we collect may include:

• Full name
• Business name
• Telephone and mobile numbers
• Email address

Purpose:

To enable us to contact your referral and discuss our services with them.

Collection Methods:

We collect this data via:

• Online forms
• Email
• Live chat
• Telephone

How We Use Collected Data

FinBridge utilizes the data we collect to provide and enhance our services and to communicate with you effectively.

Uses of Data Include:

• Enhancing our products and services
• Ensuring compliance with regulations
• Maintaining security and resolving disputes
• Managing business operations
• Communication, marketing, and advertising

Enhancing Our Products and Services

We use data to:

• Deliver and improve our services
• Conduct essential business operations
• Develop new features
• Perform research and testing
• Offer client support

Additionally, aggregated and anonymized data may be used for reporting or conducting surveys.

Compliance

We ensure compliance with applicable regulations and laws, which may involve verifying your identity if you use our accounting services. This process may include:

1. Conducting a full electoral roll search (consent is not required for this step).
2. Using credit reference agencies to:
• Place a soft search footprint on your electronic file.
• Share data with third parties for anti-money laundering, ID verification, credit assessment, fraud prevention, debt collection, asset reunification, or tracing purposes.

Security, Safety, and Dispute Resolution

We use collected data to:

• Protect the security and safety of our services and clients
• Detect and prevent fraud
• Resolve disputes
• Enforce agreements

Incoming and outgoing telephone calls with our advisory or support teams are recorded for training and monitoring purposes to ensure high service standards and address issues effectively.

Business Operations

We use data to:

• Operate and improve our services
• Profile our user base
• Develop anonymized, aggregate analyses and business intelligence to support decision-making
• Monitor and report on business performance

Communication, Marketing, and Advertising

We use collected data to personalize and deliver communications, including:

• Emails or electronic notifications about our services
• Invitations to participate in surveys
• Updates about promotions, events, and service changes

If you subscribe to or purchase our services, you will also receive service-related communications, such as:

• System updates
• Policy and security notifications
• Software updates

Additionally, cookies and similar technologies are used to present relevant products and information to you.

When We May Share or Disclose Your Data

At FinBridge, we respect your privacy and do not sell client data. We only share or disclose your information as authorized by this Policy.

We may share or disclose your data with the following types of third parties:

Suppliers:

We collaborate with third-party suppliers to provide services such as website hosting, online product transactions, and email communication. Your personal data may be shared as needed to fulfill your requests for products or services. These suppliers act on our behalf and are bound by strict contractual obligations to secure and protect your data in compliance with this Policy. FinBridge ensures all necessary measures are taken to maintain adherence to these obligations.

Subcontractors:

Occasionally, FinBridge may subcontract specific service provisions. In such cases, appropriate contractual arrangements will always be in place to protect your data.

Legal/Regulatory Bodies:

If required by applicable legal or regulatory obligations, FinBridge will cooperate with competent legal or governmental authorities. This may involve sharing your personal data, for which we are not legally liable. Depending on circumstances, FinBridge may be restricted from notifying you that your data has been disclosed or requested by such authorities.

Under Section 330 of the Proceeds of Crime Act 2002, FinBridge must report to the Serious Organised Crime Agency (SOCA) if we suspect involvement in money laundering by you or associated parties. Failing to report could constitute a criminal offence. By law, we are prohibited from notifying you about these reports, as doing so could result in a "tipping off" offence under Section 333 of the Act.

Other Parties:

In cases such as a merger, acquisition, or asset sale, FinBridge may need to share your information with relevant parties to complete such transactions.

How to Access and Control Your Data

You can review, edit, or delete your personal data by contacting FinBridge at info@finbridgeadvisors.co.uk. We will respond to requests as promptly as possible, typically within 14 days.

Communication, Marketing, and Advertising Preferences

Communication:

You may opt out of receiving direct communications from FinBridge at any time.

To stop receiving promotional or marketing emails, click the “unsubscribe” link included in such emails. Your preference will be respected, and email communications will cease within 14 days of your request.

Please note that service-related communications, such as software updates, policy changes, or important service information, will continue regardless of your preferences.

Cookies and Other Similar Technologies

We use cookies and similar technologies (e.g., pixels, tags) to personalize your experience on our website, remember your preferences, and optimize our services. By visiting FinBridge’s website or using our services, you agree to the use of cookies as outlined in this Policy.

Cookies:

A cookie is a small data file sent to your device’s cookie file when visiting a website. It enables the website to recognize your browser on subsequent visits.

FinBridge uses the following types of cookies:

1. Strictly Necessary Cookies:

These are essential for website navigation and functionality.

2. Performance Cookies:

These gather data about how users interact with our website, helping us optimize and enhance your browsing experience.

3. Functional Cookies:

These allow FinBridge to remember your choices (e.g., geographic location) and provide a personalized experience.

4. Third-Party Cookies:

These cookies, set by external parties, may be used to improve services or provide relevant advertising. Their use is governed by respective third-party privacy policies, such as Facebook’s Data Use Policy.

5. Analytics Cookies:

Analytics tools, such as Google Analytics, help us understand website usage patterns, including the duration of visits, frequently visited pages, and referral sources. Learn more about Google Analytics here.

How to Manage Cookie Preferences

Most web browsers provide options to manage cookie settings, enabling you to control how cookies are used. However, restricting cookies may impact the quality of your overall browsing experience.

To learn how to manage cookie settings on popular browsers, visit:

• Google Chrome
• Internet Explorer
• Safari
• Firefox

Pixels

In addition to cookies, FinBridge may use small graphic images known as "pixels" (alternatively referred to as web beacons, clear GIFs, or pixel tags). These are used in email, online chat, and phone communications (when opted in) to better understand how recipients interact with our messages.

We also integrate third-party pixels (e.g., from Google, Facebook, and other advertising platforms) to ensure the ads you see are relevant to your preferences and interests.

Other Identifiers

When you use the FinBridge app, a unique advertising identifier from your device (such as IDFA on iOS devices or Google Ad ID on Android devices) is collected. This helps us understand our users and deliver tailored marketing messages. These identifiers are device-specific and do not contain personal data, such as your name or email address.

Managing Identifier Preferences

You can control and reset device advertising identifiers through your device's settings. For detailed instructions, refer to the settings guides for:

• Apple iOS
• Android

Marketing and Advertising

FinBridge employs various marketing tools to support its advertising strategies.

In adherence to the Digital Advertising Alliance Principles, we collaborate with third-party advertisers who use cookies and similar technologies to provide personalized ads for our services on our website and across the web.

This process involves the aggregation of non-personal data about your online behavior over time to offer tailored advertising. For example, you may encounter a FinBridge advertisement on platforms like Facebook, Google, YouTube, or websites within Google's advertising network. However, we do not share your personal data during this process.

If you opt out of receiving communications from us, your email will not be used for interest-based advertising. However, interest-based ads may still appear based on your browser or device settings.

Data Storage and Processing

By providing your personal data to FinBridge, you consent to its transfer, storage, and processing.

Most personal data is securely stored electronically on systems with restricted access and controlled environments.

Our servers are housed in enterprise-grade facilities with advanced physical security, including constant surveillance, on-site security personnel, and comprehensive monitoring systems.

Some personal data may be temporarily stored in physical format at FinBridge offices. However, these records are typically digitized and securely disposed of after processing.

We do not transfer personal data outside the European Economic Area (EEA) unless compliant with applicable data protection regulations.

Securing Your Information

FinBridge is dedicated to safeguarding your personal data and employs advanced security measures to prevent unauthorized access, use, or disclosure.

For example, any data shared with us online is encrypted using Secure Sockets Layer/Transport Layer Security (SSL/TLS) technology to prevent interception and tampering.

Despite these precautions, no system is entirely secure. FinBridge implements robust measures such as:

• Encryption and password protection
• Firewalls and malware prevention
• User authentication and secure backups
• Restricted access to premises and systems
• Engaging third-party service providers with strict contractual obligations to maintain security

While we strive to protect your data, we cannot guarantee its security during transmission from unsecured devices or environments.

If you have questions or concerns regarding data security, please reach out to us at info@finbridgeadvisors.co.uk.

Retention of Your Information

FinBridge retains personal data for as long as necessary to deliver our services or fulfill other essential purposes, including compliance with legal obligations, resolving disputes, and enforcing agreements. Since the retention requirements may differ based on the type of data and services involved, actual retention periods can vary significantly.

For instance, the standard retention period for accounting records is typically six years plus the current year, often referred to as "six years + one." This entails keeping records for six years after the final entry, followed by review and/or destruction in the subsequent current year (+ one).

If we need to amend, restrict the processing of, or delete your data, FinBridge will notify you.

Your Rights

For detailed information about your rights under Data Protection laws, you can visit the UK Information Commissioner’s Office website at ico.org.uk.

You have the following rights:

1. The Right to Be Informed
• You have the right to know whether your personal data is being processed by FinBridge or any third-party processor. This Privacy Policy outlines the data we collect, how it is used, and the reasons behind its use.
2. The Right of Access
• You can request access to the personal data held by FinBridge by contacting us at info@finbridgeadvisors.co.uk.
• Requests for access are free of charge. However, a reasonable fee may be applied for excessive, unfounded, or repetitive requests, or for additional copies of the same data.
• FinBridge will provide the requested data within one month of receiving the request. If the request is complex or involves multiple requests, the response time may be extended by an additional two months, with an explanation provided within the first month.
3. The Right to Rectification
• If your personal data is inaccurate or incomplete, you have the right to request corrections by contacting info@finbridgeadvisors.co.uk.
4. The Right to Erasure (Right to Be Forgotten)
• You can withdraw consent and request the deletion of your personal data if there is no legitimate reason for its continued processing. FinBridge regularly reviews and removes unnecessary data, but you can initiate a specific request by emailing info@finbridgeadvisors.co.uk.
5. The Right to Restrict Processing
• Under certain conditions, such as disputing the accuracy of your data, you can request the restriction of its processing. While restricted, FinBridge can store but not further process your data. To make such a request, email info@finbridgeadvisors.co.uk.
6. The Right to Data Portability
• You have the right to receive your personal data in a portable format, such as a CSV file, to facilitate transfer across different services. This applies to data processed automatically. To request this, email info@finbridgeadvisors.co.uk.
7. The Right to Object
• You can object to:
• Processing based on legitimate interests or public tasks (including profiling).
• Direct marketing.
• Processing for scientific, historical, or statistical research.
• In relation to us, only the direct marketing ground is applicable. To object to direct marketing from FinBridge, contact info@finbridgeadvisors.co.uk.
8. Rights Regarding Profiling and Automated Decision-Making
• If your data has been shared with third parties, FinBridge will notify them of any relevant rights you exercise.

After subscribing to FinBridge's services, you will receive necessary service-related emails. Non-service communications, such as promotional messages, can be opted out of via instructions provided in these communications or by contacting info@finbridgeadvisors.co.uk.

You also have the right to file a complaint with the UK Information Commissioner’s Office at ico.org.uk.

Changes to Our Policy

FinBridge reserves the right to modify or update this Policy to reflect feedback or changes in our services. Continued use of our website or services after modifications constitutes acceptance of these changes. We encourage you to review this Policy periodically for updates.