1. Who We Are

Numerarti Ltd is a bookkeeping and financial management practice based in Brackley, Northamptonshire. We provide bookkeeping, accounting, and financial consulting services to sole traders, freelancers, small limited companies, and charities across the UK.

For the purposes of UK data protection law, Numerarti Ltd is the data controller of your personal data.

Contact details:

Business name: Numerarti Ltd
Website: www.numerarti.co.uk
Email: becky@numerarti.co.uk
Address: Brackley, Northants, UK

2. What Personal Data We Collect

We may collect and process the following types of personal data:

Contact and identity information

Name, email address, telephone number, and postal address
Business name and company registration number (where applicable)
Your role or position within your organisation

Financial and business information

Business income, expenditure, and transaction records
Bank account details (where required to carry out bookkeeping services)
Payroll information including salary, National Insurance number, and tax codes
VAT registration details
Any other financial records you share with us in the course of our engagement

Identity verification information

Copies of identity documents (such as passport or driving licence) collected as part of our Anti-Money Laundering (AML) obligations
Proof of address documents

Website and communications data

Information submitted via our contact form
Email correspondence
Basic website analytics (if applicable)

3. How We Collect Your Personal Data

We collect personal data in the following ways:

Directly from you, when you contact us, complete our enquiry form, or engage our services
During the course of providing bookkeeping or financial services to you
From third parties such as your accountant, bank, or HMRC where this is necessary for us to carry out our services

4. Why We Use Your Personal Data (Our Legal Bases)

To perform a contract with you

We process your data to deliver the bookkeeping, accounting and financial management services you have engaged us to provide.

To comply with a legal obligation

We are required to collect and verify certain information about our clients under the UK Money Laundering Regulations 2017. This includes identity verification checks (Know Your Client / KYC) before we begin working with you.

For our legitimate interests

We may process your data for our legitimate business interests, such as responding to enquiries, maintaining accurate business records, and improving our services - provided those interests are not overridden by your rights.

With your consent

Where we rely on your consent (for example, to send you marketing communications), you have the right to withdraw that consent at any time by contacting us at becky@numerarti.co.uk.

5. Who We Share Your Data With

We do not sell your personal data. We may share your data with:

HMRC and other regulatory bodies, where required by law
Our professional software providers (such as cloud bookkeeping and practice management platforms), who act as data processors on our behalf under appropriate data processing agreements
Our professional insurers or legal advisers, where necessary
Any sub-contractors we engage to assist with service delivery, under strict confidentiality obligations

All third parties we work with are required to handle your data securely and in accordance with UK data protection law.

6. How Long We Keep Your Data

We retain your personal data only for as long as necessary. Our standard retention periods are:

Client financial records: 6 years from the end of the relevant tax year, in line with HMRC requirements
AML identity verification records: 5 years from the end of our business relationship with you, as required by the Money Laundering Regulations
General correspondence and enquiry data: up to 2 years if no engagement follows

At the end of the applicable retention period, your data will be securely deleted or anonymised.

7. Your Rights

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

Right of access - to request a copy of the personal data we hold about you
Right to rectification - to ask us to correct inaccurate or incomplete data
Right to erasure - to ask us to delete your data in certain circumstances
Right to restrict processing - to ask us to limit how we use your data
Right to data portability - to receive your data in a structured, commonly used format
Right to object - to object to processing based on legitimate interests
Rights related to automated decision-making - we do not carry out solely automated decision-making that produces significant effects

To exercise any of these rights, please contact us at becky@numerarti.co.uk. We will respond within one month of receiving your request.

8. How We Keep Your Data Secure

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse. This includes secure cloud-based systems, access controls, and regular review of our data handling practices.

However, no method of transmission over the internet is completely secure. If you have concerns about the security of your data, please contact us.

9. International Data Transfers

We primarily store and process your data within the UK and the European Economic Area (EEA). Where any software provider processes data outside the UK or EEA, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

10. Cookies and Website Analytics

Our website may use cookies or similar technologies to understand how visitors use the site. Where any analytics are used, they are configured to respect your privacy and comply with UK law. You can adjust your browser settings to refuse cookies, though this may affect your experience of the site.

We do not use cookies for advertising or tracking purposes.

11. How to Make a Complaint

If you are unhappy with how we have handled your personal data, please contact us in the first instance at becky@numerarti.co.uk and we will do our best to resolve your concern.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

Website: www.ico.org.uk
Telephone: 0303 123 1113

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The most current version will always be available on our website at www.numerarti.co.uk. We encourage you to review this policy periodically.

Privacy Policy