Privacy Policy
Introduction
At XAccounts, we value your privacy and are dedicated to safeguarding your personal information. This policy explains how we manage your personal data when you visit our website (no matter your location) and provides details about your privacy rights and the legal protections in place to keep your data secure.
1. Key Information
This privacy policy outlines how XAccounts collects and processes your personal data when you use our website at https://www.xaccounts.co.uk, its subdomains, and any other websites we may operate in the future (collectively referred to as the “Website”), as well as the services provided through the Website, any API or application we may publish, or by other means (collectively the “Services”). This includes any personal data you provide when you sign up for our newsletter, purchase our Services, or interact with us in other ways.
The Website is not designed for children, and we do not knowingly collect data related to children.
Please read this privacy policy alongside any other privacy or fair processing policies we may provide on specific occasions when collecting or processing your personal data. This ensures you are fully informed about how and why your data is being used. This privacy policy is supplementary to such notices and does not override them.
Positron Technologies Ltd, trading as XAccounts, is the data controller responsible for your personal data (referred to as “XAccounts,” “we,” “us,” or “our” throughout this privacy policy). We have designated a Data Privacy Manager to oversee any questions regarding this policy. If you have any inquiries or wish to exercise your legal rights, please contact our Data Privacy Manager using the details provided below.
For questions regarding this privacy policy or our data practices, please reach out to us:
Email Address: info@xaccounts.co.uk
Postal Address: 71-75 Shelton Street, Covent Garden, London, England, WC2H 9JQ
Suppose you feel your concerns have not been addressed. In that case, you can file a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection (www.ico.org.uk). However, we encourage you to contact us first to address any concerns.
We review our privacy policy regularly to ensure it remains up to date. It is essential that the personal data we hold about you is accurate and current. Please notify us of any changes to your personal information during your relationship with us.
Our website may include links to third-party websites, plug-ins, and applications. Interacting with these links or enabling these connections may allow third parties to collect or share your data. We do not control third-party websites and are not responsible for their privacy policies. When you leave our website, we recommend reviewing the privacy policy of any website you visit.
2. Data We Collect
Personal information refers to any data that can identify an individual. This does not include data where identity has been removed (anonymous data).
At XAccounts, we may collect, use, store, and share various types of personal information about you. These are grouped as follows:
Types of Personal Information
Identity Information: Includes your name, National Insurance number, and unique taxpayer reference.
Contact Information: Includes your address and email address.
Financial Information: Includes bank account details and payment card information.
Transaction Information: Includes details of payments to or from you and services you have purchased from us.
Technical Information: Includes your IP address, login data, browser type and version, time zone and location, browser plug-ins, operating system and platform, and other technical details about devices used to access our website.
Accounting Information: Includes financial documents like P60s, invoices, and details about your income and expenses.
Marketing and Communication Preferences: Includes your preferences for receiving marketing messages from us or third parties, and your communication preferences.
We may also collect, use, and share Aggregated Data such as statistical or demographic information for any purpose. While this data may be derived from personal information, it is not classified as personal information in law because it does not directly or indirectly reveal your identity. For example, we may use aggregated data on website usage to understand which features are most popular. If we combine aggregated data with personal information in a way that could identify you, we will treat the combined data as personal information and handle it in line with this privacy policy.
XAccounts does not collect any sensitive personal information, including details about your:
Race or ethnicity
Religious or philosophical beliefs
Sexual orientation or activity
Political opinions
Trade union membership
Health, genetic, or biometric data
Criminal convictions or offences
In certain cases, we may need to collect personal information to comply with the law or fulfill a contract with you. If you do not provide the required information when requested, we may be unable to deliver the goods or services you have requested. In such cases, we will notify you if we need to cancel your order or service.
3. How Collect Data
We gather personal data from and about you through various methods, including:
You may provide us with your Identity, Contact, Financial, and Accounting Data by filling out forms or communicating with us via post, phone, email, or other means. This includes personal data you provide when you:
Create an account on our website.
Subscribe to our services.
Use the tax calculator on our website.
Request to receive marketing materials.
Participate in a competition, or promotion.
Share feedback or contact us directly.
As you interact with our website, we may automatically collect Technical Data about your device, browsing behaviour, and patterns. This is done through cookies and similar technologies. Additionally, we may collect Technical Data when you visit other websites using our cookies. For more details, please refer to our [Cookie Policy] [LINK].
We may also obtain personal data about you from third parties and public sources, including:
Technical Data from:
(i) Analytics providers.
(ii) Advertising networks.
(iii) Search information providers.
Financial and Transaction Data from technical, payment, and delivery service providers.
Accounting Data from HMRC and other government bodies.
4. Use of Data
At XAccounts, we process your personal information only when permitted by law. Typically, this includes the following situations:
When it is necessary to fulfill the contract we are about to enter into or have already entered into with you.
When it is required to support our legitimate business interests (or those of a third party), provided that your fundamental rights and interests are not overridden.
When compliance with a legal obligation requires it.
We generally do not rely on consent as the primary legal basis for processing your personal information. However, we will seek your consent before sending you direct marketing communications from third parties via email or text message. You retain the right to withdraw your consent to marketing at any time by contacting us.
We aim to offer you clear choices regarding how your data is used, particularly for marketing and advertising purposes.
Promotional Offers
We may use your identity, contact details, and technical data to understand what products, services, or offers might interest you. This helps us provide marketing tailored to your preferences.
You will receive marketing communications from us if:
You have requested information from us, or
You have purchased services from us and have not opted out of marketing communications.
Third-Party Marketing
We will only share your personal data with third parties for marketing purposes if you have explicitly opted in.
Opting Out
You can opt out of receiving marketing messages from us or third parties at any time by:
Clicking the "opt-out" link in any marketing email or message you receive.
Contacting us directly at info@xaccounts.co.uk.
You can configure your browser to reject some or all cookies or to alert you when cookies are being used. Please note that if you disable or reject cookies, some parts of our website may not function properly or may become inaccessible. For more details on how we use cookies, please review our cookie policy.
We will only use your personal data for the original purpose for which it was collected, unless we reasonably determine that another use is compatible with that purpose. If you wish to understand how a new purpose aligns with the original one, feel free to contact us at info@xaccounts.co.uk.
If we need to process your personal data for a completely unrelated purpose, we will notify you and explain the legal basis for doing so.
Please note that we may process your personal data without your knowledge or consent when required or permitted by law, in accordance with the regulations outlined above.
5. Sharing of Data
We may share your personal data with the following parties for the purposes outlined above:
External Third Parties in the Following Categories:
Communication and Administration: e.g., Microsoft Azure
Analytics, Tracking, and Website Functionality: e.g., Google and Auth0
Accounting Services
Payment Processing: e.g., Stripe
Anti-Money Laundering Compliance
External Accountants
Additionally, we may share your personal data with:
Third Parties in the Event of Business Transfers: This includes scenarios where we may sell, transfer, or merge parts of our business or assets, or acquire or merge with other businesses. In such cases, the new owners may use your personal data in accordance with this privacy policy.
We ensure that all third parties handle your personal data securely and in compliance with applicable laws. Our third-party service providers are not permitted to use your data for their own purposes; they are authorized only to process your personal data for specified purposes under our guidance.
6. Data Transfers
At XAccounts, some of our third-party service providers are located outside the European Economic Area (EEA), which means your personal data may be transferred to countries outside the EEA.
To ensure your data remains protected, we implement one or more of the following safeguards:
Adequate Protection by Recognized Authorities: We only transfer personal data to countries that the European Commission has recognized as providing an adequate level of data protection.
Standard Contractual Clauses: When working with certain service providers, we may rely on contracts approved by the European Commission that guarantee your personal data the same level of protection as within the EEA.
US-Based Providers: For providers in the United States, we may transfer your data if they participate in frameworks such as the Privacy Shield, which ensures a comparable level of data protection.
If you would like more details on the specific safeguards we use to transfer your data outside the EEA, please get in touch with us.
7. Data Security
At XAccounts, we have implemented robust security measures to protect your personal data from being accidentally lost, misused, accessed without authorization, altered, or disclosed. Access to your personal data is strictly limited to employees, agents, contractors, and other third parties who require it for business purposes. These individuals process your information exclusively under our instructions and are bound by strict confidentiality obligations.
We have also established procedures to address any suspected data breaches. In the event of a breach, we will notify you and the relevant regulatory authorities, as required by law.
8. Data Retention
XAccounts will retain your personal data only for as long as is necessary to fulfill the purposes for which it was collected, including compliance with legal, regulatory, tax, accounting, or reporting obligations. In cases of a complaint or potential litigation, we may hold your personal data for a longer duration if we reasonably believe it is required.
To determine the appropriate retention period, we take into account the nature, amount, and sensitivity of the personal data, the risk of harm from unauthorized use or disclosure, the purposes of processing, the possibility of achieving those purposes through alternative means, and applicable legal, regulatory, tax, and accounting requirements.
For detailed information on the retention periods of different types of personal data, please refer to our retention policy, which is available upon request by contacting us.
9. Your Rights
Under certain circumstances, you have rights under data protection laws regarding your personal data. These rights include:
You have the right to request a copy of the personal data XAccounts holds about you, known as a “data subject access request.” This allows you to verify that we are processing your data lawfully.
You can request the correction of any incomplete or inaccurate data we hold about you. We may need to verify the accuracy of the new information you provide.
You have the right to request the deletion or removal of your personal data if there’s no valid reason for us to continue processing it. You may also ask for your data to be erased if you’ve successfully objected to processing, if the data has been unlawfully processed, or if we need to erase it to comply with local laws. However, there may be specific legal reasons why we cannot comply with your erasure request, and we will notify you if that is the case.
You have the right to object to the processing of your personal data if we are relying on a legitimate interest (or those of a third party) and you feel it impacts your fundamental rights and freedoms. You can also object if we are processing your data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your data that override your rights and freedoms.
You may request the restriction of processing your personal data in the following situations:
If you believe the data is inaccurate and wish to verify it.
If the processing is unlawful, but you do not want us to delete the data.
If you need us to retain the data for legal claims, even if we no longer require it.
If you have objected to the processing, but we need to verify if we have overriding legitimate grounds to continue using it.
You can request the transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format. This right applies only to automated data that you initially provided consent for us to use or that was processed under a contract.
If we are relying on your consent to process your personal data, you have the right to withdraw it at any time. However, withdrawing consent will not affect the lawfulness of any processing done before the withdrawal. Please note that if you withdraw consent, we may no longer be able to offer you certain products or services, and we will inform you if this is the case.
You will not usually need to pay a fee to access your personal data or to exercise any other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. In such cases, we may also refuse to comply with your request.
To help us confirm your identity and ensure that we’re providing your personal data to the right person, we may need to request specific information. This is a security measure to prevent unauthorized disclosure. We may also ask for additional details to help us process your request faster.
We aim to respond to all legitimate requests within one month. However, if your request is complex or you’ve made multiple requests, it might take us longer. In such cases, we will notify you and provide updates on the status of your request.
- 71-75 Shelton Street, Covent Garden
- London - United Kingdom, WC2H 9JQ
- info@xaccounts.co.uk
