This Privacy Policy outlines how Apex Flow Accounts, a flagship brand of Arcana Management UK Limited, collects, uses, and protects your personal data. We are committed to safeguarding your privacy and ensuring you have a clear understanding of our practices, in full compliance with the UK General Data Protection Regulation (GDPR).
1. Who We Are
Our website address is: https://apexflowaccounts.co.uk. We act as the data controller for the personal information you provide to us through our website and our services.
2. The Data We Collect
We collect and process personal data to provide our services and manage our website. This includes:
Technical Data: Your IP address, login data, and browser information when you use our website or client portal.
Identity & Contact Data: Your full name, date of birth, National Insurance number, business name, address, email address, and phone number. We collect this when you engage our services, sign a client agreement, or contact us.
Financial Data: Bank details, income and expense records, and tax information necessary for HMRC submissions.
Website Interaction Data: When you leave comments on our site, we collect the data in the comments form. We also collect your IP address and browser user agent string to help with spam detection. An anonymised string created from your email address may also be provided to the Gravatar service.
3. How We Use Your Data
We use your data to provide our core services, manage our business, and ensure our website functions correctly. This includes:
- Improving our website and for internal record-keeping.
- Providing and managing our accountancy and bookkeeping services.
- Fulfilling our legal and regulatory obligations, including submissions to HMRC.
- Processing your payments and managing our billing relationship.
- Communicating with you about your account and services.
- Detecting and preventing spam comments.
4. Cookies
- We use cookies to enhance your experience. If you leave a comment on our site, you may opt-in to save your name, email, and website in cookies for your convenience. These last for one year.
- If you visit our login page, we set a temporary cookie to check if your browser accepts cookies.
- When you log in, we also set cookies to save your login information and screen display choices. Login cookies last for two days, and screen options cookies last for a year.
5. Embedded Content from Other Websites
Articles on this site may include embedded content (e.g., videos, images). Embedded content from other websites behaves in the exact same way as if you have visited the other website. These sites may collect data, use cookies, or track your interaction with the embedded content if you have an account and are logged in to that website.
6. Who We Share Your Data With
We will never sell or rent your personal data. We only share data with trusted third parties to provide our services or fulfil legal obligations. This includes:
- HM Revenue & Customs (HMRC): For tax submissions and compliance.
- Cloud Accounting Software Providers: Such as Xero, FreeAgent, or QuickBooks.
- Professional Advisers: Including accountants, lawyers, auditors, and insurers.
- Automated Spam Detection: Visitor comments may be checked by an automated spam detection service.
- Password Resets: If you request a password reset, your IP address will be included in the reset email.
7. How long we retain your data
- If you leave a comment, the comment and its metadata are retained indefinitely. This allows us to recognise and approve any follow-up comments automatically.
- For users that register on our website, we store the personal information they provide in their user profile. We retain this data as long as the user’s account is active.
8. What rights you have over your data
If you have an account or have left comments, you can request to receive an exported file of the personal data we hold about you. You can also request that we erase any personal data we hold about you. This does not include any data we are legally obliged to keep for administrative, legal, or security purposes.
9. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:
Email: hello@apexflowaccounts.co.uk