Privacy Policy

Last updated: 22 January 2026

1. Introduction
Duma Partners Ltd ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website or engage our services.
We are the data controller for the personal data we process about you. Our registered office is at 10 East Street, Littlehampton, BN17 6AW, United Kingdom (Company Number: 16730831).
This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect
2.1 Information You Provide to Us
We collect personal data that you voluntarily provide when you:

Enquire about or engage our services
Register for an account or newsletter
Complete contact forms on our website
Communicate with us by email, phone, or post
Attend meetings or consultations

This information may include:

Personal identifiers: Name, date of birth, National Insurance number
Contact details: Email address, phone number, postal address
Business information: Company name, company number, business address, VAT number
Financial information: Bank account details, income, expenses, tax information
Employment information: Employment status, payroll details, employee information
Immigration information: Passport details, visa status, nationality
Identity verification documents: Passport, driving license, utility bills, bank statements
Professional details: Occupation, business activities, qualifications
Communications: Records of correspondence and meetings with us

2.2 Information We Collect Automatically
When you visit our website, we automatically collect:

Technical data: IP address, browser type and version, operating system, device information
Usage data: Pages visited, time spent on pages, links clicked, navigation paths
Location data: Approximate geographic location based on IP address

2.3 Information from Third Parties
We may receive information about you from:

HMRC: Tax records, company information, VAT registration details
Companies House: Company registration information, director details, filing history
Banks and financial institutions: Account verification, transaction information
Credit reference agencies: Credit checks (with your consent)
Professional advisers: Solicitors, accountants, immigration advisers (where relevant)
Your accountants or previous service providers: When transferring services to us

3. How We Use Your Information
3.1 Legal Basis for Processing
We process your personal data on the following legal bases:
Contract Performance: To provide services you have engaged us for, including:

Company registration and business setup
Bookkeeping and accounting services
Tax return preparation and submission
Payroll processing
VAT services
Business planning and advisory services
Immigration file preparation

Legal Obligation: To comply with:

Tax laws and HMRC requirements
Anti-money laundering regulations
Companies House filing requirements
Professional conduct rules
Court orders or regulatory investigations

Legitimate Interests: For:

Marketing our services (where you have not opted out)
Improving our website and services
Fraud prevention and security
Business administration and operational efficiency
Debt recovery

Consent: Where you have explicitly agreed, such as:

Subscribing to newsletters or marketing communications
Participating in surveys or feedback requests
Credit reference checks

3.2 Specific Purposes
We use your information to:

Deliver professional accounting, tax, and advisory services
Communicate with you about your services
Prepare and submit documents to HMRC, Companies House, and other authorities
Manage client accounts and billing
Meet legal and regulatory obligations
Prevent fraud and maintain security
Improve our services and website
Send service updates and important notices
Market our services (where you have consented or not opted out)

4. Data Sharing and Disclosure
4.1 Recipients of Your Data
We may share your personal data with:
Regulatory and Government Bodies:

HMRC (for tax returns, VAT, PAYE)
Companies House (for company registrations and filings)
Home Office (for immigration applications)
Financial Conduct Authority (if applicable)
Information Commissioner's Office (if required)

Professional Service Providers:

Cloud software providers (accounting software, CRM systems)
IT support and hosting providers
Payment processors
Professional indemnity insurers
Legal and professional advisers

Third-Party Service Providers:

Banks (for account opening support)
Translation services
Document verification services
Credit reference agencies (with consent)

Other Third Parties:

Law enforcement or regulatory bodies (if legally required)
Potential buyers of our business (with confidentiality obligations)
Your authorised representatives or advisers

4.2 International Transfers
Your data is primarily stored and processed within the United Kingdom. Where we use service providers outside the UK, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses approved by the UK authorities
Adequacy decisions confirming appropriate data protection standards
Other legally recognised transfer mechanisms

We will only transfer your data internationally where necessary and with appropriate protections.

5. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy and to comply with legal obligations.
Typical retention periods:

Client records: 6-7 years after the end of our relationship (to meet tax and professional obligations)
Tax returns and accounts: Minimum 6 years after filing (HMRC requirement)
Payroll records: 3-6 years after the end of the tax year
Company formation documents: Permanently (or until company dissolution + 6 years)
Correspondence: Duration of relationship + 6 years
Marketing communications: Until you unsubscribe or request deletion
Website analytics: Maximum 26 months

We will securely delete or anonymise your data when it is no longer needed.

6. Your Rights
Under UK GDPR, you have the following rights:
6.1 Right of Access
Request a copy of the personal data we hold about you (Subject Access Request).
6.2 Right to Rectification
Request correction of inaccurate or incomplete personal data.
6.3 Right to Erasure
Request deletion of your personal data in certain circumstances (e.g., no longer needed, consent withdrawn).
6.4 Right to Restrict Processing
Request that we limit how we use your data in certain situations.
6.5 Right to Data Portability
Receive your data in a structured, commonly used format and transmit it to another controller.
6.6 Right to Object
Object to processing based on legitimate interests or for direct marketing purposes.
6.7 Rights Related to Automated Decision-Making
We do not use automated decision-making or profiling that produces legal or similarly significant effects.
6.8 Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time.
Please note: Some rights are subject to legal limitations. For example, we cannot delete data we are legally required to retain for tax or regulatory purposes.
To exercise your rights, contact us at: andrei@dumapartners.co.uk
We will respond within one month of receiving your request.

7. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, including:

Secure encrypted connections (SSL/TLS)
Password-protected systems and access controls
Regular security assessments
Staff training on data protection
Secure cloud storage with reputable providers
Regular backups
Confidentiality agreements with staff and contractors

While we take reasonable precautions, no internet transmission is completely secure. We cannot guarantee the absolute security of data transmitted online.

8. Cookies and Tracking Technologies
8.1 What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help us provide a better user experience.

8.2 Types of Cookies We Use
Essential Cookies: Necessary for website functionality (e.g., maintaining your session)
Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
Functional Cookies: Remember your preferences and settings
Marketing Cookies: Track your visit across websites for targeted advertising (only with your consent)

8.3 Managing Cookies
You can control cookies through your browser settings. Disabling essential cookies may affect website functionality.
For more information, see our separate Cookie Policy.

9. Children's Privacy
Our services are not directed at individuals under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing personal information.

11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a revised "Last Updated" date.
For material changes, we will notify you by email or a prominent notice on our website.

12. Contact Us
If you have questions about this Privacy Policy or how we handle your personal data, please contact:
Duma Partners Ltd
Email: office@dumapartners.co.uk
Phone: +44 7404 138434
Post: 10 East Street, Littlehampton, BN17 6AW, United Kingdom

13. Complaints
You have the right to complain with the UK supervisory authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We encourage you to contact us first so we can address your concerns directly.

Duma Partners Ltd
Company Number: 16730831
Registered Office: 10 East Street, Littlehampton, BN17 6AW, United Kingdom