Privacy Policy
1. Who We Are
K108 Ventures ("we", "us", "our") is a professional bookkeeping and accountancy firm registered in England and Wales. We act as a data controller for the personal information we collect from clients and website visitors.
Contact: hello@k108ventures.co.uk
2. Information We Collect
We collect the following categories of personal data:
- Identity data: name, date of birth, National Insurance number
- Contact data: email address, phone number, home and business address
- Financial data: bank details, transaction records, tax references (UTR, VAT number)
- Identity verification documents: passport, driving licence, proof of address
- Technical data: IP address, browser type, usage data from our client portal
3. Legal Basis for Processing
We process your personal data on the following legal bases:
- Contract: to provide the accountancy and bookkeeping services you have engaged us to perform
- Legal obligation: to comply with Anti-Money Laundering Regulations 2017, HMRC requirements, and other statutory obligations
- Legitimate interests: to operate and improve our services, communicate with clients, and prevent fraud
- Consent: for marketing communications (you may withdraw consent at any time)
4. How We Use Your Information
- Preparing and filing tax returns, accounts, and statutory filings on your behalf
- Communicating with HMRC and Companies House as your authorised agent
- Verifying your identity for AML purposes before commencing services
- Providing access to your personal client portal
- Sending deadline reminders and important compliance notifications
- Processing payments via Stripe (we do not store card data on our servers)
5. Data Retention
We retain client records for a minimum of 6 years after the end of the tax year to which they relate, in accordance with HMRC requirements and the Money Laundering Regulations. AML identification documents are retained for 5 years after the end of the business relationship.
6. Your Rights
Under UK GDPR, you have the right to: access your personal data, rectify inaccurate data, request erasure (subject to legal obligations), restrict processing, data portability, and object to processing. To exercise any of these rights, please contact us at hello@k108ventures.co.uk.
7. Security
We implement appropriate technical and organisational measures to protect your personal data, including encrypted connections (TLS), secure client portal access with two-factor authentication, and restricted access controls.
8. Third Parties
We share your data only as necessary: with HMRC and Companies House for filing purposes; with Stripe for payment processing (governed by Stripe's privacy policy); and with our professional indemnity insurers where required.
9. Complaints
If you have concerns about our handling of your data, you may contact the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.