Privacy Policy
Last updated: 24 September 2025

This Privacy Notice is issued by Haus of Finance Ltd ("we", "our", "us"). Its purpose is to inform you how and why we collect, use, and protect your personal data. We aim to be as transparent as possible and to ensure that you are aware of your rights under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025 (DUAA).

1. Who We Are

Haus of Finance Ltd is a limited company registered in England and Wales with company number 14519963. We are a data controller for the personal data we process.
Registered Address: Regent Centre, Dobson House, Gosforth, Newcastle upon Tyne, NE3 3PF
Email Contact: info@hausoffinance.co.uk

2. Why We Process Your Data

We process your personal data for the following purposes:

To provide accounting and related services (e.g., tax returns, company accounts).

To comply with our legal obligations, including anti-money laundering (AML) checks.

To communicate with prospective and current clients.

For legitimate business interests, including marketing communications.

3. Legal Bases for Processing

Under the UK GDPR and DUAA, we must have a legal basis to process your data. The applicable legal bases include:

Article 6(1)(b) – Necessary for the performance of a contract.

Article 6(1)(c) – Necessary for compliance with a legal obligation.

Article 6(1)(f) – Necessary for the purposes of legitimate interests.

Recognised legitimate interests under DUAA for specific processing activities without requiring a balancing test, including crime prevention and safeguarding.

4. Personal Data We Collect

If you are a client, we may collect:
Full name, postal and correspondence addresses, email address, contact telephone number(s), date of birth, gender, marital status, dependants, Unique Taxpayer Reference (UTR), National Insurance Number, government-issued ID numbers, photograph, and signature.
We process this data to deliver services, issue invoices, and maintain contact. Our legal basis: Article 6(1)(b) – contract performance, and Article 6(1)(c) – legal obligation for AML checks.
If you are a prospective client, we may collect contact details and identifiers for legitimate interests and AML compliance.

5. Automated Decision-Making

We may use automated decision-making (ADM) processes where legally permitted. If significant decisions about you are made solely by automated means, we will provide you with information about those decisions, allow you to challenge them, and enable human intervention as required by DUAA.

6. Marketing

If you are a corporate contact, we may send you service updates under our legitimate interests (Article 6(1)(f)).
If you are a sole trader or individual, and we have had discussions about providing services, we may send marketing communications under the Privacy and Electronic Communications Regulations (PECR).
You may opt out at any time by contacting us at info@hausoffinance.co.uk or by using the unsubscribe link.

7. Who We Share Your Data With

We do not share personal data unless required to do so. Exceptions include:

Debt recovery agents for overdue payments (legitimate interests).

Regulators or law enforcement (legal obligation).

HMRC and Companies House for compliance reporting.

Internal group entities for service delivery.

8. Third-Party Data Processors

We use third parties to process data on our behalf under Data Processing Agreements required by UK GDPR Article 28. A list of processors is available upon request.

9. International Transfers

We do not currently transfer your personal data outside the UK. If this changes, we will implement appropriate safeguards in line with DUAA's new data protection test.

10. Data Retention

We retain personal data as long as necessary per legal and regulatory requirements:

Clients: Duration of the contract plus 7 years (HMRC compliance).

Prospective clients: 2 years from last contact, unless requested otherwise.

Due diligence data (AML): At least 5 years per regulations.

11. Security Measures

Our data security measures include anti-virus and anti-malware software, secure cloud systems, encrypted communications (TLS/SSL), access controls, and staff confidentiality training.

12. Your Rights

Under UK GDPR and DUAA, you have rights including:

Right to access your data and make Data Subject Access Requests. We conduct reasonable and proportionate searches and may pause the one-month response time while awaiting clarifications as allowed by DUAA.

Right to rectification, erasure (subject to legal limits), restriction, and objection.

Right to lodge complaints internally and directly with the Information Commissioner’s Office (ICO). We acknowledge complaints within 30 days and respond transparently in line with DUAA requirements.

To exercise your rights, contact us at info@hausoffinance.co.uk.
For complaints, you may also contact the ICO:
Website: https://ico.org.uk/
Phone: 0303 123 1113

13. Cookies and Tracking

We use cookies and similar technologies to improve our services. Following DUAA, certain nonintrusive cookies for analytics, preference management, and site optimisation do not require opt-in consent but are disclosed transparently with opt-out options.