Wexley & Associates Ltd — Privacy Policy

Effective Date: 16/04/2025

Version: 1.1

1. Introduction

1.1 This Privacy Policy sets out how Wexley & Associates Ltd (“the Firm”, “we”, “us”, or “our”) collects, uses, stores, and protects personal information when you visit our website or engage with our professional services.

1.2 We are committed to protecting the privacy and confidentiality of all personal data processed by the Firm, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.3 This Policy applies to all visitors, users, and clients who interact with our Website or communicate with us through any digital or physical means.

2. Who We Are

2.1 Wexley & Associates Ltd is a modern digital accountancy practice registered in England and Wales under company number 16357408, with its registered office at 128 City Road, London, EC1V 2NX, United Kingdom.

2.2 The Firm is supervised by HMRC for Anti–Money Laundering compliance under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.

2.3 For the purposes of data protection law, Wexley & Associates Ltd acts as the Data Controller of all personal data collected through this Website and during the provision of professional services.

3. Information We Collect

3.1 Information you provide directly

We may collect personal data that you provide voluntarily, including:

• Full name, company name, postal address, email address, and telephone number.

• Financial, tax, or business information shared when engaging our services.

• Documents, forms, or correspondence submitted via secure upload, email, or WhatsApp.

3.2 Information collected automatically

We may automatically collect technical information such as:

• Internet Protocol (IP) address, browser type, operating system, and device identifiers.

• Website usage data, including pages visited, time spent, and navigation paths.
  This data helps us analyse and improve Website performance.

3.3 Information from third parties

We may obtain additional information from reputable sources such as:

• Companies House, HMRC, or other regulatory bodies.

• Professional partners, subcontractors, and accounting software providers including Dext, Xero, QuickBooks, FreeAgent, Expensify, IRIS, Adobe, Microsoft, and others used within our internal infrastructure.

4. How We Use Personal Data

4.1 We process personal data to:

• Provide accountancy, tax, and advisory services.

• Verify your identity and fulfil Anti–Money Laundering obligations.

• Respond to enquiries and maintain communication.

• Manage billing, internal records, and compliance documentation.

• Improve Website functionality and user experience.

• Send insights, newsletters, or updates such as WEX INSIDER, where you have opted in.

4.2 The lawful bases for processing under Article 6 of the UK GDPR include:

(a) Performance of a contract;
(b) Compliance with legal obligations;
(c) Legitimate interest in managing and improving our operations;
(d) Consent, where marketing or communications have been expressly opted into.

4.3 We will not use your data for any purpose incompatible with the purposes described above.

5. Marketing and Communication Preferences

5.1 We may send marketing communications or service updates only where you have provided explicit consent or where there is a legitimate interest to do so.

5.2 You may withdraw consent at any time by emailing info@wexleyassociates.com or following any unsubscribe link contained within our communications.

5.3 We do not sell, rent, or disclose your personal data to third parties for marketing purposes.

6. Data Sharing and Disclosure

6.1 Personal data may be shared only where lawful and necessary, including with:

(a) HMRC, Companies House, and other government or supervisory authorities.
(b) Third-party service providers and technology partners who support our operations, including Google Workspace, Microsoft, Dext, Xero, QuickBooks, FreeAgent, Expensify, IRIS, and Adobe.

(c) Professional advisers such as auditors, solicitors, or IT consultants, all bound by strict confidentiality obligations.

(d) Subcontractors or associates engaged under written data-processing agreements.

6.2 All third-party processors are vetted for GDPR compliance and operate under formal data-processing contracts consistent with Article 28 of the UK GDPR.

6.3 We do not transfer your personal data outside the United Kingdom unless appropriate safeguards, such as Standard Contractual Clauses, are in place to ensure adequate protection.

7. Data Retention

7.1 We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting obligations.

7.2 Typical retention periods include:

• Client records: six years after the end of the engagement.

• AML verification data: five years from the end of the client relationship.

• Website enquiries: up to twelve months from last contact.

7.3 After expiry, data is securely deleted or anonymised in accordance with our internal retention policy and security standards.

8. Data Security

8.1 We implement appropriate technical and organisational security measures to protect personal data against unauthorised access, alteration, loss, or disclosure.

8.2 Security measures include encryption, strong password protection, limited staff access, two-factor authentication, and secure data storage through our Google Workspace and Microsoft Security infrastructure.

8.3 Although we take all reasonable steps to safeguard your data, the transmission of information via the internet is not entirely secure and is done at your own risk.

9. Cookies and Tracking Technologies

9.1 This Website uses essential cookies to ensure proper functionality and may use analytics cookies to understand user behaviour and improve site performance.

9.2 By continuing to use our Website, you consent to our use of cookies as described in our separate Cookies Policy.

9.3 You may disable or manage cookies through your browser settings, though doing so may affect functionality.

10. Your Rights Under Data Protection Law

10.1 You have the following rights in relation to your personal data:

(a) The right of access – to obtain a copy of the personal data we hold about you.
(b) The right to rectification – to correct inaccurate or incomplete information.
(c) The right to erasure – to request deletion of data where it is no longer necessary or where consent is withdrawn.
(d) The right to restrict processing – to limit how we use your data in specific circumstances.
(e) The right to data portability – to receive your data in a machine-readable format.
(f) The right to object – to object to processing based on legitimate interest or direct marketing.

10.2 Requests to exercise these rights may be made by emailing

info@wexleyassociates.com.

10.3 We will respond to all valid requests within one calendar month, in accordance with the UK GDPR.

11. Children’s Data

11.1 Our Website and services are intended for individuals aged 18 and above.

11.2 We do not knowingly collect personal data from minors. If such information is inadvertently received, it will be deleted without delay.

12. External Links

12.1 This Website may contain links to third-party websites for information or convenience.

12.2 We are not responsible for the content, privacy practices, or security of any external websites and encourage users to review the privacy policies of those sites independently.

13. Automated Decision-Making

13.1 We do not carry out automated decision-making or profiling that produces legal or significant effects on individuals.

14. Data Breaches

14.1 In the unlikely event of a data breach that affects your personal data, we will notify the Information Commissioner’s Office (ICO) in accordance with legal requirements and, where necessary, notify affected individuals without undue delay.

15. Complaints and Contact

15.1 If you have concerns regarding how your data is processed, please contact us in the first instance at info@wexleyassociates.com.

15.2 You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection, via www.ico.org.uk or by calling 0303 123 1113.

16. Updates to This Policy

16.1 We may update this Privacy Policy periodically to reflect changes in law, regulation, or business operations.

16.2 Updated versions will be posted on this page and take effect immediately upon publication. Continued use of our Website constitutes acceptance of the revised Policy.

17. Contact Details

Wexley & Associates Ltd

Registered Office: 128 City Road, London, EC1V 2NX
Email: info@wexleyassociates.com
Company Number: 16357408

© Wexley & Associates Ltd. All rights reserved.

All information provided herein is accurate as of the effective date and may be updated periodically to maintain compliance with applicable UK data protection laws.