1. Who we are
ZenFinanceHub is a trading name of Zen Commercial Finance Ltd, a limited company registered in Scotland.
Our business correspondence address is:
28 Barbieston Road
Dalrymple
Ayrshire
KA6 6DZ
United Kingdom
Email: enquiries@zen-finance.co.uk
Website: https://www.zenfinancehub.com
Company registration number: SC542574
Registered office: 26 Barbieston Road, Dalrymple, Ayr, Scotland, KA6 6DZ
Craig Patterson, who operates the business, also holds an ICO data protection registration under reference ZB728293. This registration is recorded in his individual name. Zen Commercial Finance Limited is identified in this policy as the data controller for ZenFinanceHub's services.
Zen Commercial Finance Ltd is responsible for deciding how and why personal information is processed in connection with ZenFinanceHub's business activities, except where we act as a processor on behalf of another controller.
For questions about this policy or your personal information, please contact us using the email address above.
2. Information we collect
Depending on how you interact with us, we may collect:
- Your name, email address, telephone number and postal address.
- Your business name, business structure and company information.
- Information you provide when requesting accounting, taxation, bookkeeping, payroll or commercial finance services.
- Financial records, accounting information, tax information and supporting documents where required to provide professional services.
- Identification and verification information where necessary for legal or regulatory compliance.
- Correspondence and information you voluntarily provide through email, telephone, WhatsApp, Messenger or other communications.
- Information submitted through Facebook advertising lead forms.
We may also receive relevant information from authorised third parties, professional advisers, financial institutions, Companies House, HMRC and other sources where appropriate.
Please do not submit confidential financial documents or identification information through a general advertising enquiry form unless we specifically request them through an appropriate channel.
3. How we use your information
We use personal information to:
- Respond to enquiries and arrange consultations.
- Assess your accounting, taxation or business finance requirements.
- Prepare proposals, quotations and engagement documents.
- Deliver agreed professional services.
- Communicate with clients and prospective clients.
- Meet applicable legal, regulatory and professional obligations.
- Maintain business records, manage disputes and protect against fraud.
- Provide relevant marketing communications where legally permitted.
We do not sell personal information to third-party marketing companies.
4. Our lawful bases for processing
Under UK data protection law, we rely on different lawful bases depending on the purpose of processing.
Contract and pre-contractual steps: Where information is necessary to provide agreed services or respond to requests made before entering into a contract.
Legal obligation: Where processing is necessary to comply with applicable legal requirements, including relevant tax, accounting and anti-money-laundering obligations.
Legitimate interests: Where appropriate, to respond to enquiries, manage business relationships, maintain security, prevent fraud and operate our business effectively, provided these interests are not overridden by individuals' rights.
Consent: Where consent is required, including for certain marketing activities or non-essential website technologies.
Where consent is our lawful basis, you may withdraw it at any time.
5. Facebook and social media advertising
ZenFinanceHub may advertise its accounting and business services through Facebook and other social media platforms.
If you complete a Facebook lead form, we may receive:
- Your name.
- Your email address.
- Your telephone number.
- The type of accounting service you require.
- Your anticipated timescale for appointing an accountant.
- Any other information you choose to provide.
We use this information to respond to your enquiry, arrange a consultation and discuss relevant services.
We do not automatically subscribe Facebook advertising leads to ongoing marketing communications.
Meta Platforms separately processes information under its own privacy arrangements.
You can review Meta's privacy policy at:
https://www.facebook.com/privacy/policy/
6. Website contact forms and communications
You may contact ZenFinanceHub through the contact details published on our website.
At the date of this policy, the website does not have a contact form. Enquiries can be made by email at enquiries@zen-finance.co.uk or through the business's published messaging channels.
Information you send us by email or messaging is handled as described in this policy.
If a contact form is introduced, this policy will be reviewed to reflect the information collected, how it is transmitted and any service providers involved.
7. Website hosting and third-party services
Our main website is hosted using Vercel infrastructure.
Technical information, such as IP addresses, browser information and request data, may be processed as necessary to deliver, maintain and secure the website.
Our website also loads fonts from Google Fonts. This may involve your browser connecting to Google's servers and transmitting technical information, including your IP address.
We use third-party technology and professional service providers where necessary for our business activities. Depending on the service provided, these may include email providers, accounting software, document storage, customer relationship management systems and professional advisers.
We take reasonable steps to ensure appropriate confidentiality, security and contractual protections apply where required.
8. ZenTax application
Our website contains links to the separate ZenTax application, including demonstration, registration and login pages.
The ZenTax application operates separately from the main ZenFinanceHub website and may process additional information, including account registration details, application usage information and payment-related information.
This privacy policy describes ZenFinanceHub's main website, advertising enquiries and professional services.
Users of ZenTax should also review the privacy information applicable to that application before creating an account or providing payment details.
Where Zen Commercial Finance Ltd determines the purposes and means of processing within ZenTax, it remains responsible for providing appropriate privacy information for that processing.
9. Sharing personal information
Where necessary and lawful, we may share relevant information with:
- Accounting, tax, payroll and bookkeeping software providers.
- IT, hosting, communications and secure document storage providers.
- Professional advisers and service providers assisting with authorised work.
- Banks, lenders and finance providers where you request commercial finance assistance.
- HMRC, Companies House, regulators and other authorities where required or permitted by law.
We only share information where appropriate for the services requested, legitimate business purposes or legal obligations.
10. International data transfers
Some third-party technology providers may process personal information outside the United Kingdom.
Where such transfers are subject to UK data protection rules, we will use an applicable legal transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, where required.
You may contact us for information about relevant safeguards.
11. How long we keep information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.
Retention depends on the type of information, the services provided, applicable legal requirements and whether records may be needed to establish, exercise or defend legal claims.
Prospective-client enquiries are reviewed and removed or anonymised when no longer needed for legitimate follow-up or recordkeeping purposes.
Client accounting, taxation and verification records may need to be retained for longer periods under applicable legal, regulatory or professional requirements.
When information is no longer required, we take appropriate steps to delete or securely dispose of it.
12. Cookies and website analytics
At the date of this policy, the main ZenFinanceHub website does not intentionally deploy Google Analytics, Meta Pixel or other advertising tracking pixels.
We have not identified a non-essential cookie consent system on the main website.
Essential technical functionality may involve information processed by the website hosting provider or visitors' browsers.
If we introduce analytics, advertising tracking or other non-essential cookies or similar technologies, we will update this policy and implement appropriate consent controls where required by law.
We will not intentionally activate non-essential tracking technologies requiring consent before obtaining that consent.
13. Security
We take appropriate technical and organisational steps to protect personal information from unauthorised access, accidental loss, alteration or disclosure.
Access to personal information is restricted according to business need.
We also expect relevant third-party service providers to maintain appropriate security protections.
14. Your data protection rights
Depending on the circumstances and applicable legal exemptions, you may have the right to:
- Request access to personal information held about you.
- Ask us to correct inaccurate or incomplete information.
- Request erasure of personal information.
- Request restriction of processing.
- Object to certain processing.
- Request data portability where applicable.
- Withdraw consent where processing is based on consent.
You have the right to object at any time to the processing of your personal information for direct marketing purposes.
To exercise your rights, contact:
We will respond in accordance with applicable data protection law.
15. Complaints
If you have concerns about our handling of your personal information, please contact us first so we can investigate.
You also have the right to complain to the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
16. Changes to this policy
We may update this policy when our services, technology, legal obligations or data processing activities change.
The latest version will be published on this website with an updated revision date.