Privacy Policy

1. Introduction

Welcome to H. Financial Solutions Limited (“we”, “our”, “us”).
We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website [www.hfinancialsolution.com], contact us, or use our professional services.

We are registered in England and Wales under company number [insert company number] and are a firm regulated by the Institute of Chartered Accountants in England and Wales (ICAEW).
By using our website or services, you agree to the terms of this Privacy Policy.

2. Who We Are

H. Financial Solutions Limited
Unit 1, 686 Stratford Road,
Birmingham, England, B11 4AS
Email: [email protected]

Phone: +44 (0)7346 213405 | +44 (0)7388 090138
Website: www.hfinancialsolution.com

We act as the Data Controller for the personal data we collect and process in connection with our services.

3. What Information We Collect

We may collect and process the following categories of personal data:

a. Information You Provide to Us Directly

When you contact us, fill out forms, book a consultation, or use our services:

Full name
Email address
Phone number
Business name and address
Job title or position
Financial, accounting, and tax-related information (as required for our services)
Documents you upload or share through our client portal
Any other information you voluntarily provide

b. Information We Collect Automatically

When you visit our website, we may automatically collect:

IP address
Browser type and version
Device information
Pages visited and time spent on our site
Referring website or link
This data is collected through cookies and analytics tools (e.g. Google Analytics).

c. Information from Third Parties

We may receive information from:

Public databases (e.g. Companies House)
HMRC and other regulatory bodies
Referrals or professional partners
Cloud accounting platforms (e.g. Xero, QuickBooks, Sage)

4. How We Use Your Information

We use your personal data to:

Provide and manage our accounting, tax, and advisory services
Respond to your enquiries and requests
Set up and manage your client account and secure portal access
Process invoices, payments, and compliance documentation
Fulfil legal and regulatory obligations (e.g. AML, KYC checks)
Improve our website and client experience
Send relevant updates, newsletters, or service information (with your consent)

5. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

Contractual necessity: to provide you with requested services.
Legal obligation: to comply with regulatory and statutory requirements.
Legitimate interest: to operate and improve our business and website.
Consent: when you have agreed to receive marketing communications.

6. Data Sharing and Disclosure

We do not sell or rent your personal data.
We may share information with:

Our employees and professional advisers (on a need-to-know basis)
Regulatory bodies (e.g. ICAEW, HMRC, Companies House)
IT and cloud service providers (e.g. hosting, accounting software, CRM tools)
Legal, compliance, or audit professionals where required
Third parties assisting with marketing (only with your consent)

All third parties are bound by confidentiality and data protection obligations.

7. International Data Transfers

Your personal data is primarily processed in the United Kingdom (UK).
If data is transferred outside the UK (e.g. via cloud platforms), we ensure that adequate safeguards are in place — such as Standard Contractual Clauses (SCCs) or UK adequacy decisions.

8. Data Retention

We retain personal data only for as long as necessary to:

Fulfil the purposes outlined in this policy, and
Meet our legal, tax, and regulatory obligations.

Typically, accounting and tax records are retained for at least six (6) years after the end of the financial year.

9. Data Security

We use appropriate technical and organisational measures to protect your information, including:

Secure, encrypted client portal for document exchange
Firewalls and anti-malware protection
Password-protected systems and restricted staff access
Regular data backups and security reviews

Despite our best efforts, no online system is completely secure; however, we take all reasonable steps to protect your data.

10. Your Rights

Under the UK GDPR, you have the following rights:

Access – request a copy of your personal data we hold.
Rectification – correct inaccurate or incomplete information.
Erasure – request deletion of your data (where legally permitted).
Restriction – limit how we process your information.
Data portability – obtain a copy of your data in a portable format.
Objection – object to data processing based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us at [email protected]
We may require proof of identity before responding.

11. Cookies

Our website uses cookies to enhance functionality and improve your browsing experience.
You can manage or disable cookies via your browser settings. For more information, please refer to our Cookie Policy.

12. Marketing Communications

With your consent, we may send occasional newsletters or updates about accounting, tax, and business news.
You can opt out anytime by clicking “unsubscribe” in our emails or contacting us directly.

13. Third-Party Links

Our website may contain links to third-party websites (e.g. partner firms, software providers).
We are not responsible for their privacy practices, and we encourage you to review their privacy policies before providing any personal information.

14. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in law or our business practices.
The latest version will always be available on this page with the updated date.

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Data Protection Officer
H. Financial Solutions Limited
Email: [email protected]
Address: Unit 1, 686 Stratford Road, Birmingham, England, B11 4AS