Privacy Policy

1. Introduction

Cash Orbit ("we", "us", or "our") is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

For the purpose of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), the Data Controller is Cash Orbit, located at 28 Monks Way, Lewes, BN7 2EX.

2. Information We Collect

As a bookkeeping service, we collect and process various categories of personal data to fulfill our contractual and legal obligations. This may include:

• Identity Data: First name, last name, maiden name, username, title, date of birth, and gender.
• Contact Data: Billing address, business address, email address, and telephone numbers.
• Financial Data: Bank account details, payment card details, and transaction records.
• Transaction Data: Details about payments to and from you and other details of services you have purchased from us.
• Employee Data: If we provide payroll services, we will collect data on your employees including names, addresses, NI numbers, tax codes, and salary details.
• Anti-Money Laundering (AML) Data: Passport copies, driving licenses, and proof of address documents required for identity verification.

3. How We Use Your Data

We only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Performance of Contract: To provide bookkeeping, payroll, and VAT return services as agreed in our engagement letter.
• Legal Obligation: To comply with requirements from HMRC, the AAT, and Anti-Money Laundering regulations.
• Legitimate Interests: To manage our business relationship with you and improve our services.

4. Disclosure of Your Information

We treat your data with strict confidentiality. However, we may have to share your data with the following third parties:

• HM Revenue & Customs (HMRC): For the purpose of submitting VAT returns, payroll data (RTI), and other tax-related filings.
• Association of Accounting Technicians (AAT): As our supervisory body for Money Laundering Regulations, the AAT may inspect our records to ensure compliance.
• Software Providers: Cloud accounting platforms (e.g., Xero, QuickBooks, Sage) that we use to process your financial records.
• Professional Advisers: Including lawyers, bankers, and auditors who provide consultancy, banking, legal, insurance, and accounting services.

5. Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

By law, we must keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes.

6. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us at contact@cashorbit.co.uk.