Privacy Policy

Last updated: 30 August 2026

Alexis Finance Ltd respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, submit an enquiry, or use our accounting, bookkeeping, tax and related professional services.

It also explains your rights under UK data protection law.

1. Who We Are

The data controller responsible for your personal information is:

Alexis Finance Ltd
Company Number: SC866895
Registered Office: 118 Rowan Street, Blackburn, Bathgate, Scotland, EH47 7EA
Email: info@alexisfinanceltd.co.uk
Website: alexisfinanceltd.co.uk

For any questions concerning this Privacy Policy or the way your personal data is handled, please contact us using the email address above.

2. Information We May Collect

Depending on how you interact with Alexis Finance Ltd, we may collect and process information including:

• your name and contact details;
• email address and telephone number;
• postal or business address;
• information submitted through our website contact form;
• information about your business, employment or self-employment;
• company and business information;
• tax and accounting information;
• Unique Taxpayer Reference (UTR), National Insurance number and other HMRC-related identifiers where required to provide our services;
• payroll and employment information;
• financial and transaction information;
• bank information where required for providing our services;
• invoices, receipts, accounting records and supporting documents;
• identification and verification information required for client onboarding, identity checks and anti-money laundering compliance;
• correspondence and communications with us;
• information you voluntarily provide during consultations or while using our professional services.

We may also automatically collect limited technical information when you use our website, such as:

• IP address;
• browser type;
• device type;
• operating system;
• approximate location derived from technical information;
• pages visited and website interaction data;
• cookie identifiers and similar technical information.

An IP address or other online identifier may constitute personal data under UK data protection law.

3. How We Collect Your Personal Data

We may obtain your personal information:

• directly from you;
• through our website contact form;
• by email, telephone or other communication channels;
• during consultations;
• when you become a client;
• through documents and accounting records you provide;
• from HMRC, Companies House or other public authorities where appropriate;
• from publicly available sources, including Companies House;
• from professional advisers, software providers or other third parties where authorised or legally permitted;
• automatically through our website and cookies.

Where information is obtained from a source other than you, UK GDPR may require us to provide information about the categories and source of that data.

4. How We Use Your Personal Data

We may process your personal information to:

• respond to enquiries submitted through our website;
• arrange consultations;
• provide quotations and proposals;
• assess whether we can provide services to you;
• onboard new clients;
• verify identity and perform required compliance checks;
• comply with anti-money laundering and other legal or regulatory obligations;
• provide accounting, bookkeeping, payroll, CIS, VAT, Self Assessment, Corporation Tax and related professional services;
• communicate with HMRC, Companies House and other authorities where authorised;
• prepare and submit tax returns, accounts and statutory filings;
• administer our contractual relationship with clients;
• issue invoices and process payments;
• maintain accounting and business records;
• manage and protect our website and IT systems;
• detect fraud, misuse, security incidents and spam;
• establish, exercise or defend legal claims;
• comply with legal, regulatory and professional obligations.

We will not use personal information for purposes that are incompatible with the reason it was originally collected unless permitted or required by law.

5. Lawful Bases for Processing

We process personal information only where we have an appropriate lawful basis.

Depending on the circumstances, this may include:

Contract

Processing may be necessary to enter into or perform a contract with you, including providing accounting, tax, bookkeeping or related services.

Legal Obligation

We may process information where necessary to comply with legal or regulatory requirements, including tax, accounting, record-keeping and anti-money laundering obligations.

Legitimate Interests

We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

This may include operating our business, responding to enquiries, protecting our systems, preventing fraud and maintaining appropriate business records.

Consent

Where required, we may rely on your consent, for example for certain forms of electronic marketing or non-essential cookies.

Where processing is based on consent, you may withdraw that consent at any time.

The lawful basis should be determined according to the actual purpose of each processing activity rather than simply relying on consent for everything. This is consistent with ICO guidance.

6. Contact Forms

When you submit an enquiry through our website contact form, we may collect information including your:

• name;
• email address;
• business or client type;
• services you are interested in;
• preferred language;
• message; and
• other information you choose to provide.

We use this information primarily to respond to your enquiry, assess your requirements and discuss potential services.

Please avoid including unnecessary sensitive information in the initial website enquiry form.

Privacy information should be made available at the point personal information is collected, including when someone completes an online form.

7. Client Identification and Anti-Money Laundering Checks

As an accountancy and tax services provider, Alexis Finance Ltd may be required to obtain and verify information about clients and, where relevant, directors, shareholders, beneficial owners or other connected individuals.

This may include:

• full legal name;
• date of birth;
• residential address;
• identification documents;
• proof of address;
• company ownership information;
• information about the nature of the business;
• source of funds or other information where required;
• results of identity, sanctions, politically exposed person (PEP), or other compliance checks where applicable.

This information may be processed to comply with applicable anti-money laundering, counter-terrorist financing and other legal or regulatory requirements

8. Sharing Your Personal Data

We do not sell your personal data.

Where necessary and permitted by law, information may be shared with organisations such as:

• HM Revenue & Customs (HMRC);
• Companies House;
• regulatory or supervisory authorities;
• identity verification and anti-money laundering service providers;
• accounting, tax, payroll and practice-management software providers;
• IT, website and hosting providers;
• email and communication providers;
• payment providers;
• professional advisers;
• law enforcement agencies or other public authorities where disclosure is legally required.

We aim to disclose only the information reasonably necessary for the relevant purpose.

The ICO specifically requires privacy information to explain recipients or categories of recipients where personal information is shared.

9. International Data Transfers

Some technology, cloud, email, analytics or other service providers we use may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate lawful transfer mechanism and safeguards are in place where required by UK data protection law

10. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to comply with applicable legal, tax, accounting, regulatory and anti-money laundering requirements.

Different categories of information may therefore be retained for different periods.

Client records may need to be retained after our professional relationship ends where required for legal, regulatory, tax, accounting, anti-money laundering or professional purposes.

Information submitted through an enquiry that does not result in a client relationship will normally be retained only for a reasonable period necessary to deal with the enquiry and maintain appropriate business records.

We periodically review the information we retain and securely delete or anonymise information when it is no longer required.

UK GDPR requires organisations not to retain personal information longer than necessary and to be able to justify their retention periods

11. How We Protect Your Information

We take appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• alteration;
• disclosure;
• misuse; and
• destruction.

Access to client information is restricted to persons and service providers who require access for legitimate business, professional or legal purposes.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies necessary for the website to operate and, where applicable, to understand how visitors use the website.

Cookies may collect technical information such as:

• IP address;
• browser and device information;
• website usage information;
• cookie identifiers; and
• pages visited.

Where cookies are not strictly necessary, we will seek consent where required before placing them on your device.

The ICO currently states that visitors should be informed about cookies and what they do, and that agreement is required for cookies that are not strictly necessary, subject to the applicable rules.

You can also control cookies through your browser settings and, where available, through the cookie settings provided on our website

13. Third-Party Websites

Our website may contain links to external websites or services.

Alexis Finance Ltd is not responsible for the privacy practices or content of third-party websites. We recommend reviewing the privacy policy of any external website you visit.

14. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which your information is processed, you may have rights including:

• the right to be informed about how your personal data is used;
• the right to request access to your personal data;
• the right to request correction of inaccurate or incomplete information;
• the right to request deletion of your information in certain circumstances;
• the right to request restriction of processing;
• the right to object to certain processing;
• the right to data portability where applicable;
• the right to withdraw consent where processing is based on consent; and
• rights relating to certain automated decision-making.

Some rights are not absolute and may be restricted where we are required to retain or process information to comply with legal or regulatory obligations.

ICO guidance confirms that the rights available can differ according to the lawful basis relied upon.

To exercise your rights, contact:

info@alexisfinanceltd.co.uk

15. Automated Decision-Making

Alexis Finance Ltd does not currently make decisions about clients based solely on automated processing that produce legal or similarly significant effects.

We may use software and automated tools to assist with administrative, accounting, compliance or business processes, but professional decisions are not made solely by automated systems where this would have a legal or similarly significant effect on an individual.

16. Complaints

If you have concerns about how we use your personal information, please contact us first at:

info@alexisfinanceltd.co.uk

You also have the right to make a complaint to the UK data protection regulator, the Information Commissioner’s Office (ICO).

Information Commissioner’s Office

The ICO confirms that a UK privacy notice should inform individuals of their right to complain to the supervisory authority.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, technology, legal obligations or data protection requirements.

The latest version will be published on this website and the “Last updated” date at the top of this page will be amended accordingly.