Privacy Policy

1. Introduction

1.1  Max&b Management Ltd, trading as Numzo (“we”, “us”, “Numzo”), is committed to protecting and respecting your privacy.

1.2  This Privacy Policy explains how we collect, use, store and share your personal data when you use our website (numzo.co.uk), contact us or engage us to provide accountancy and related services.

1.3  We are the data controller in respect of the personal data we process. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.4  Please read this policy carefully. If you have any questions, you can contact us through our website at numzo.co.uk.

2. What Personal Data We Collect

2.1  Depending on how you interact with us, we may collect the following categories of personal data:

Identity and contact information:

• Full name
• Date of birth
• National Insurance number
• Unique Taxpayer Reference (UTR)
• Email address
• Telephone number
• Home and business address

Financial and business information:

• Income, expenses and financial records
• Bank account details
• Business registration details
• VAT registration numbers
• PAYE reference numbers
• Company registration numbers
• Tax return data

Identity verification documents:

• Passport, driving licence or other identity documents
• Proof of address documentation

Usage data:

• Information about how you use our website, including IP address, browser type and pages visited

3. How We Collect Your Personal Data

3.1  We collect personal data directly from you when you:

• Complete our contact or consultation booking forms on numzo.co.uk.
• Contact us by telephone, email or video consultation.
• Provide us with accounting records, documents or information for the purpose of receiving our services.
• Complete our client onboarding and identity verification process.

3.2  We may also receive data from third parties, such as:

• HMRC, where we are authorised to act as your agent.
• Companies House, in connection with company filing requirements.
• Cloud accounting software platforms you use (for example, Xero or QuickBooks), where you grant us access.

4. Lawful Basis for Processing

4.1  We process your personal data on the following lawful bases:

• Contract: To perform the accountancy and related services you have engaged us to provide.
• Legal obligation: To comply with our legal and regulatory obligations, including anti-money laundering requirements, tax legislation and professional standards.
• Legitimate interests: To manage our business, maintain and improve our services, and communicate with you about matters relevant to your engagement with us.
• Consent: Where you have provided specific consent, for example for marketing communications.

5. How We Use Your Personal Data

5.1  We use your personal data for the following purposes:

• To provide and administer the accountancy, bookkeeping, tax, payroll, VAT, CIS and related services you have requested.
• To communicate with you about your engagement, including sending reminders, updates and requests for information.
• To comply with our legal and regulatory obligations, including anti-money laundering checks and reporting requirements.
• To process payments for our services through Stripe.
• To schedule consultations through Calendly.
• To maintain accurate and up-to-date client records.
• To improve our website, services and client communications.
• To send you information about our services where you have consented to receive marketing communications.

6. Who We Share Your Personal Data With

6.1  We may share your personal data with:

• HMRC, Companies House and other regulatory authorities, where required to perform the Services or comply with legal obligations.
• Cloud accounting software providers that we use to maintain your records (for example, Xero or QuickBooks).
• Stripe, for the purpose of processing payments.
• Calendly, for the purpose of scheduling consultations.
• Professional advisers and regulators where required by law or where reasonably necessary to protect our interests.
• The National Crime Agency or other authorities, where we are required to make a report under anti-money laundering legislation.

6.2  We do not sell your personal data to third parties. Any third parties with whom we share your data are required to handle it securely and in accordance with applicable data protection legislation.

6.3  Where your data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

7. Data Retention

7.1  We retain your personal data for as long as necessary to perform the Services and to comply with our legal, regulatory and professional obligations.

7.2  In general, we retain client records for a minimum of six years following the end of the client relationship, in accordance with HMRC requirements and professional standards. Some records may be retained for longer periods where required by law.

7.3  When your data is no longer required, we will delete or anonymise it securely.

8. Your Rights

8.1  Under UK data protection law, you have the following rights in relation to your personal data:

• Right of access: You have the right to request a copy of the personal data we hold about you.
• Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data.
• Right to erasure: You have the right to ask us to delete your personal data in certain circumstances.
• Right to restrict processing: You have the right to ask us to restrict the processing of your data in certain circumstances.
• Right to data portability: You have the right to request that we transfer your data to you or to another service provider in a structured, commonly used format.
• Right to object: You have the right to object to the processing of your data in certain circumstances, including for direct marketing purposes.
• Right to withdraw consent: Where we rely on your consent to process your data, you may withdraw that consent at any time.

8.2  To exercise any of these rights, please contact us through numzo.co.uk. We will respond to your request within one month.

8.3  If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Website and Cookies

9.1  Our website numzo.co.uk may use cookies and similar technologies to improve your experience and to analyse how our website is used.

9.2  A cookie is a small text file stored on your device when you visit a website. We may use:

• Essential cookies: Necessary for the website to function correctly.
• Analytical cookies: To help us understand how visitors use our website.
• Marketing cookies: Where you have consented, to help us deliver relevant information.

9.3  You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

10. Data Security

10.1  We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction or disclosure.

10.2  All data is stored and processed using secure cloud-based systems. Access to client data is restricted to authorised personnel only.

10.3  Where we use third-party service providers, we require them to implement appropriate security measures.

10.4  Despite our efforts, no method of transmission over the internet or electronic storage is completely secure. If you have concerns about the security of your data, please contact us through numzo.co.uk.

11. Changes to This Privacy Policy

11.1  We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. We will notify you of any material changes by email or by posting an updated policy on our website.

11.2  The current version of this policy will always be available at numzo.co.uk.

12. Contact Us

12.1  If you have any questions about this Privacy Policy or about how we handle your personal data, please contact us through our website at numzo.co.uk.

12.2  You can also write to us at the registered address of Max&b Management Ltd as shown at Companies House.