Effective Date: 02/04/25
Last Updated: 14/04/25

Wexley & Associates Ltd (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data across our professional accounting services and digital platforms, including our research and development operations related to intelligent financial infrastructure.

By accessing our website or using our services, you agree to the terms outlined in this policy.

1. Who We Are

Wexley & Associates Limited is a UK-registered accounting and consultancy firm that also conducts in-house software development in the financial technology space.
Company Registration Number: 16357408
Registered Address: 128 City Road, London EC1V 2NX
Contact: info@wexleyassociates.com

2. What Information We Collect

We may collect the following types of personal and business information:

• Contact Information: Name, email address, phone number, company name

• Financial Information: Company accounts, VAT data, tax records, payroll details, invoices

• Account Activity: Login details, usage history, interaction data with our platforms

• Automated Data: IP address, browser type, device identifiers, cookies, and usage analytics

• AI-Powered Tools (Beta): Interaction logs with digital assistants (e.g. support messages, form inputs)

  
  

We do not collect personal data unnecessarily and we never sell your data to third parties.

3. How We Use Your Data

We use your data to:

• Deliver accounting, compliance, and advisory services

• Operate and improve our financial software platform

• Customise your experience through intelligent automation

• Send essential communications and system updates

• Meet legal and regulatory requirements (e.g. HMRC submissions)

When using AI tools or language models, any processing of client data is done with security, traceability, and auditability in mind. Data is never used to train external models or passed to third-party LLM providers without consent.

4. Legal Basis for Processing

We process personal data under the following legal bases:

• Contractual necessity (e.g. to deliver services you've requested)

• Legitimate interest (e.g. to improve our platform or prevent fraud)

• Consent (e.g. for non-essential cookies or AI features)

• Legal obligation (e.g. maintaining tax records)

  
  

5. Data Storage & Retention

• Data is stored securely using encrypted infrastructure

• We retain financial records for up to 6 years in accordance with HMRC guidelines

• AI-assisted logs (e.g. client questions and reminders) are retained for no longer than necessary to deliver the service

  
  

6. How We Protect Your Data

We implement strict security controls, including:

• End-to-end encryption

• Access control based on role and purpose

• Routine internal audits

• Secure deployment architecture for AI components

• No public LLMs are used without masking or obfuscation of sensitive data

  
  

7. Third-Party Services & Data Sharing

We may share your data with trusted providers only where necessary, such as:

• HMRC (for official submissions)

• Secure payment processors (for service billing)

• Internal contributors working under NDAs

• Our own AI systems, trained or fine-tuned internally and securely
  
  

We do not share data with advertising platforms, model vendors, or analytics providers outside the EEA without adequate safeguards.

8. Your Rights

As a data subject under the UK GDPR, you have the right to:

• Access the data we hold about you

• Request correction or deletion of your data

• Object to certain processing activities

• Withdraw consent at any time

• File a complaint with the ICO (Information Commissioner’s Office)
  
  

To exercise your rights, email us at: info@wexleyassociates.com

9. AI and Language Model Use

We may use open-source or proprietary language models to assist with:

• Generating client reminders

• Auto-completing common financial workflows

• Providing real-time assistance to clients and accountants
  
  

We only use models in traceable, auditable environments, and we never expose identifiable client data to public models or external AI APIs without full safeguards.

10. Cookies & Analytics

Our website uses essential cookies for security and performance.
We may also use anonymised analytics to understand usage trends, but we do not track users across platforms, and all cookie usage will be disclosed via our Cookie Policy.

11. Policy Updates

We may update this Privacy Policy periodically to reflect regulatory changes or service improvements. Any significant changes will be communicated via email or platform notification.

Still have questions?

Contact us at info@wexleyassociates.com and we’ll be happy to assist.