Privacy Policy

Privacy Policy

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Zen Finance Hub ("we", "our", or "us") is committed to protecting your personal data and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and disclose your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant UK laws.

1. Who We Are

Zen Finance Hub is a UK-based provider of accounting and financial consultancy services. We are the data controller responsible for your personal data under this Privacy Policy.

Business Name: Zen Finance Hub
Address: 28 Barbieston Road, Dalrymple, KA6 6DZ
Email: enquiries@zen-finance.co.uk
ICO Registration Number:  ZA011343

2. What Data We Collect

We collect and process the following types of personal data:

a. Personal Identification Data

• Full name

• Date of birth

• National Insurance number

• Government-issued identification (e.g., passport, driver’s licence)

b. Contact Details

• Email address

• Phone number

• Residential and billing addresses

c. Financial and Tax Information

• Bank account and payment details

• Income, investments, and liabilities

• Tax identification numbers

• HMRC correspondence

• Accounting records, invoices, and expense claims

d. Website Usage Data

• IP address

• Browser type and version

• Device identifiers

• Pages visited and usage patterns via cookies (see Section 9)

3. Legal Basis for Processing

We only process personal data when the law allows us to, under the following legal bases:

• Contractual necessity: to provide services agreed upon with you.

• Legal obligation: for compliance with tax, anti-money laundering (AML), and financial regulations.

• Legitimate interests: to improve our services and prevent fraud.

• Consent: for marketing or where required for non-essential cookies or optional services.

4. How We Use Your Information

We use your data to:

• Deliver financial and accounting services

• Prepare and submit tax returns, financial statements, or other compliance reports

• Conduct identity verification and AML checks

• Manage payments and invoicing

• Maintain client records

• Send service updates and (with consent) marketing communications

• Respond to legal requests and regulatory obligations

5. Data Sharing and Disclosures

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

• HM Revenue & Customs (HMRC) or other regulatory bodies

• Banks, auditors, or legal advisers (as needed for service delivery)

• Third-party service providers (e.g. accounting software, document management platforms) under data processing agreements

• Law enforcement or courts, where legally required

All third-party processors are contractually required to comply with data protection laws and ensure the security of your information.

6. International Transfers

We generally store your data within the UK. If any service providers or systems are located outside the UK, we ensure appropriate safeguards (e.g. UK International Data Transfer Agreements or Standard Contractual Clauses) are in place to protect your data.

7. Data Retention

We retain your personal data:

• For as long as you are a client and up to six years thereafter (in line with statutory and HMRC retention periods)

• Longer if required by law or for the establishment, exercise or defence of legal claims

After this period, your data will be securely deleted or anonymised.

8. Your Data Protection Rights

You have the right to:

• Access the personal data we hold about you

• Request rectification of inaccurate or incomplete data

• Request erasure ("right to be forgotten") in specific circumstances

• Restrict processing or object to data processing where applicable

• Data portability (for data provided with your consent or under contract)

• Withdraw consent for marketing or optional data uses

To exercise these rights, contact us at [Insert Contact Email]. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk.

9. Cookies and Tracking Technologies

We use cookies to enhance your website experience and collect usage data. You can control cookie settings via your browser or our cookie banner.

Types of cookies we use:

• Necessary cookies: for secure website operation

• Analytics cookies: to understand user behaviour (e.g. via Google Analytics)

• Marketing cookies: only with consent

You can manage your preferences at any time by visiting our [Cookie Policy].

10. Security of Your Data

We implement strong technical and organisational measures to protect your data, including:

• Encrypted storage and secure servers

• Access control and role-based permissions

• Regular data backups and security audits

Despite our efforts, no system is 100% secure. We advise you to take appropriate precautions when sharing sensitive information.

11. Changes to This Privacy Policy

We may update this policy from time to time. When we do, we will revise the "Last Updated" date at the top and notify you where appropriate.

12. Contact Us

If you have any questions or concerns about this policy or your data, please contact:

📧 Email: enquiries@zen-finance.co.uk
🔗 ICO: https://ico.org.uk