Privacy Policy

At UK Company Registrations, we are committed to protecting your privacy and handling your personal data responsibly and in compliance with the law. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit our website ("Website") and use our company formation and related services ("Services").

We are the data controller responsible for your personal data.

Our details are:

• Name: UK Company Registrations
• Registered Address: Velocity Tower, 10 St.Mary's Gate, Sheffield S1 4LR
• Company Number: 16139192
• ICO Registration Number: ZA072353
• Contact Telephone: 0114 345 1005

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we will treat it.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

• Identity Data: includes first name, last name, title, date of birth.
• Contact Data: includes billing address, delivery address (where applicable, e.g., for registered office service), email address, and telephone numbers.
• Financial Data: includes bank account details and payment card details. Note that we may use third-party payment processors, and we do not store sensitive payment card details ourselves in such cases.
• Transaction Data: includes details about payments to and from you and other details of services you have purchased from us.
• Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
• Usage Data: includes information about how you use our Website, products, and services.
• Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Website.
• Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Verification Data: includes copies of identification documents (e.g., passport, driving licence) and proof of address (e.g., utility bills) required for identity verification purposes under Anti-Money Laundering (AML) and Know Your Customer (KYC) regulations.
• Statutory Information: includes details you provide for company filings, such as director details (names, addresses, date of birth, nationality, occupation, service address), shareholder details (names, addresses, shareholdings), Persons with Significant Control (PSCs), and other information required by Companies House or HMRC. Note that some of this information will become public record upon filing with Companies House.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect information about criminal convictions and offences, *unless* this information is directly relevant to our legal obligation to verify eligibility for company roles (e.g., director disqualification checks).

We use different methods to collect data from and about you, including through:

• Direct interactions. You may give us your Identity, Contact, Financial, Transaction, Profile, Marketing and Communications, Verification, and Statutory Information by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
  • Apply for our Services.
  • Create an account on our Website.
  • Subscribe to our service or publications.
  • Request marketing to be sent to you.
  • Give us feedback or contact us.
  • Respond to requests for identity verification.
• Automated technologies or interactions. As you interact with our Website, We may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies.
• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from analytics providers such as Google Analytics.
  • Identity and Contact Data from publicly available sources such as Companies House.
  • Verification Data from identity verification service providers.
  • Financial Data from payment service providers.
  • Referral information from third parties you have engaged (e.g., accountants, business advisors) who refer you to us for services, provided they have obtained your consent to do so.

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

• Where we need to perform the contract we are about to enter into or have entered into with you (e.g., to provide company formation services).
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g., improving our services, preventing fraud).
• Where we need to comply with a legal obligation (e.g., AML/KYC checks, filing with Authorities).
• Where you have given us consent to do so (e.g., for sending specific marketing communications).

Here are the ways we plan to use your personal data, and which of the legal bases we rely on to do so:

We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table above.

We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any third party for their marketing purposes.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience or other transactions.

We may share your personal data with the parties set out below for the purposes described in Section 3:

• Internal Third Parties: Other companies within our group acting as processors or joint controllers and who are based in the UK and provide IT and system administration services and undertaking reporting.
• External Third Parties:
  • Authorities: Companies House and HM Revenue and Customs (HMRC) based in the UK, to process company formation, VAT registration, PAYE registration, Confirmation Statements, and other statutory filings on your behalf as per your instructions and our legal obligations.
  • Service providers acting as processors based in the UK who provide IT and system administration services.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the UK who provide consultancy, banking, legal, insurance, and accounting services.
  • Identity verification service providers acting as processors based in the UK, required for our AML/KYC compliance.
  • Payment processors acting as processors or controllers who handle your payment transactions securely.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We primarily store and process your personal data within the United Kingdom.

Some of our external third parties (such as IT service providers or payment processors) may be based outside the UK and the European Economic Area (EEA). This means your personal data may be transferred outside the UK/EEA for processing.

Whenever we transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Information Commissioner's Office (ICO).
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
• Where we use providers based in the US, we may transfer data to them if they are part of the Data Privacy Framework (DPF), which requires them to provide similar protection to personal data shared between the UK and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK/EEA.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

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

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements (e.g., company records, tax records, AML/KYC records must be retained for specific periods, often 5-6 years after the business relationship ends).

In some circumstances, you can ask us to delete your data (see your right to erasure below).

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

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

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. For example, information filed with Companies House is part of the public record and cannot be erased by us.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent. Note that withdrawing consent for marketing does not affect processing based on other lawful bases (e.g., contract or legal obligation).
• Right to lodge a complaint with the supervisory authority. If you are unhappy with any aspect of how we collect or use your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Our Website uses cookies and similar tracking technologies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our site.

Our Website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Our Website and Services are not intended for children under 18 years of age. We do not knowingly collect personal data from children under 18. If you are under 18, do not use or provide any information on this Website or on or through any of its features, register on the Website, make any purchases through the Website, use any of the interactive or public comment features of this Website, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or username you may use.

If we learn we have collected or received personal data from a child under 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 18, please contact us.

We keep our Privacy Policy under regular review. Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail or through a prominent notice on our Website.

The date the Privacy Policy was last revised is identified at the bottom of the page. You are responsible for ensuring you are aware of the latest version of this Privacy Policy.

If you have any questions about this Privacy Policy or our data protection practices, please contact us in the following ways:

• By phone: 0114 345 1005
• By post: Velocity Tower, 10 St.Mary's Gate, Sheffield S1 4LR