Privacy Policy

Privacy Policy
EQUIDI-T LIMITED
Last Updated: 10 June 2025

At EQUIDI-T LIMITED, we are committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website, enquire about our services, or interact with us.

We are registered in England and Wales under company number 16510418. If you require our registered office details for formal correspondence or regulatory purposes, please contact us directly.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, EQUIDI-T LIMITED is the 'data controller' of the personal data we process.

We may collect and process various types of personal data about you, depending on your interaction with us:

• Identity Data: Name, title, date of birth, gender.
   
• Contact Data: Business address, personal address (if provided for correspondence), email address, telephone numbers.
   
• Professional Data: Company name, company registration number, Unique Taxpayer Reference (UTR), National Insurance Number (NIN), details of your business structure, industry, and number of employees.
   
• Enquiry Data: Details you provide when contacting us through our website forms or directly via email regarding our services.
   
• Usage Data: Information about how you use our website, such as pages visited, time spent on pages, and referring websites.
   
• Technical Data: IP address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology used to access this website.
   
• Marketing and Communications Data: Your preferences in receiving marketing from us and your communication preferences.
   

Once you become a client, we will collect detailed financial and business-related data necessary for the provision of our accounting services, such as bank statements, invoices, receipts, payroll data, and previous tax returns, as outlined in our engagement letter.

We do not collect or store any payment card details directly on our website or servers, as we do not process online payments.

We collect data through the following methods:

• Direct interactions – You provide data when you:
   
  • Enquire about our services
     
  • Subscribe to our newsletter or other publications
     
  • Fill in forms on our website
     
  • Correspond with us via email
     
• Automated technologies – As you interact with our website, we collect Technical and Usage Data via cookies, server logs, and similar technologies. Please refer to our [Cookie Policy] for more details.
   
• Third parties or public sources – We may receive personal data from:
   
  • Analytics providers (e.g., Google Analytics)
     
  • Public sources such as Companies House or professional platforms
     
  • Referral or lead generation partners (if applicable)
     

We use your personal data when the law allows us, typically:

• To respond to enquiries or prepare for entering into a contract with you
   
• For our legitimate interests (e.g., responding to enquiries, improving services)
   
• To comply with legal obligations
   
• With your consent (e.g., for marketing)
   

PurposeData UsedLegal BasisResponding to enquiriesIdentity, Contact, EnquiryLegitimate interest / pre-contractual stepsProviding servicesIdentity, Contact, Financial, ProfessionalPerformance of a contractImproving website and servicesTechnical, UsageLegitimate interestMarketingContact, Communication PreferencesConsent or legitimate interestCompliance and record-keepingAll necessary categoriesLegal obligation  

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

• Service providers: IT support, hosting, email platforms, analytics (under strict data processing agreements)
   
• Professional advisers: Legal, banking, insurance, or accounting professionals
   
• Regulatory bodies: HMRC, law enforcement, or other authorities as legally required
   
• Business partners/acquirers: In the event of a merger, sale, or restructuring
   

All third parties are required to process your data in compliance with UK data protection laws.

Some of our providers may be outside the UK/EEA. When data is transferred internationally, we ensure:

• The country has an adequate data protection decision
   
• Standard contractual clauses or other safeguards are used
   
• US providers comply with recognised frameworks (e.g., EU-US Data Privacy Framework, where approved)
   

Contact us if you’d like more information on international data transfers.

We implement appropriate technical and organisational measures to safeguard your personal data. Access is restricted to those who need it for business purposes and are under confidentiality obligations.

We have procedures in place for dealing with suspected breaches and will notify you and regulators as required.

We retain your personal data only as long as necessary. Typically:

• Client records (Identity, Contact, Financial, Transaction Data): 6 years + current year after the client relationship ends (as required by HMRC)
   
• Enquiries and non-client data: reviewed and deleted after a reasonable period unless required for legitimate legal or operational purposes
   

We may anonymise data for analysis and keep it indefinitely in non-identifiable form.

You have rights under data protection law, including the right to:

• Request access, correction, or deletion of your personal data
   
• Object to processing or request restriction
   
• Transfer your data to another provider
   
• Withdraw consent (for marketing or consent-based uses)
   

To exercise any of these rights, contact us using the details below. We may ask you to verify your identity before responding. We aim to respond within one month.

You may lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk. However, we’d appreciate the opportunity to resolve concerns directly first.

Our website may contain links to third-party websites or plug-ins. We are not responsible for the privacy policies or practices of these third parties. Please read their privacy policies before submitting any data.

We review and update this policy regularly. This version was last updated on 10 June 2025. Future updates will be posted on this page and, where appropriate, notified to you.

If you have any questions about this Privacy Policy or your personal data, or if you would like to exercise any of your rights, please contact us via email:

Business Name: EQUIDI-T LIMITED
Company Number: 16510418
Email: enquiry@equidi-t.com

If you require our registered office address, we will provide it upon request.