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Privacy Policy

Last Updated: 21/08/2024

Welcome to SoMax Finance (“SoMax”). SoMax’s mission is to empower SME enterprises to deliver efficient and scalable accounting functions. We do this by delivering proprietary accounting software as well as consulting services that enable organisations to easily prepare, consolidate and file their accounting returns, whilst at the same time ensuring their compliance with legal and regulatory obligations.

In order to do this, we’ll need to collect and process Personal Data from time to time. This document provides you with the information around what we collect, when, why, on what legal basis, who we share it with, and, most importantly, your rights.

By using our App and/or signing up through our website, you agree to the collection and use of your Personal Data in accordance with this Privacy Policy. Please therefore read it carefully. And if you have any questions or concerns, then you can contact us using the details provided at the end of this notice.

Information we collect

‘Personal Data’ is any piece of information, or combination of pieces of information, which allows a living individual to be identified. For the purposes of this Privacy Policy, we use ‘Personal Data’ as defined within relevant data protection legislation, being the Data Protection Act 2018 (“DPA”) and the UK General Data Protection Regulation 2016/679 (“GDPR”).

Information collected through the Technology

  • Name
  • Email address
  • Other contact information, including mobile phone numbers
  • User-provided content (such as messages or user-generated data)
  • Your preferences on receiving marketing from us, as well as your communication preferences

Usage data

We’ll also track and store certain usage data when you use our Technology, including IP address, login details, and information about how you use these platforms. You can see further details under ‘Cookies’, below.

Cookies

Cookies are small files that save your settings and record your visits to our Technology, or any interactions with our communications. We may use cookies and similar tracking technologies within our Technology to:

  • Enhance your user experience and for analytics / functional purposes
  • Send you details of services or products which we consider you may be interested in (unless you have specifically asked not to receive such communications)

You can manage your cookie preferences (including whether we may collect cookies for marketing or other promotional purposes) through your browser settings, but this may affect how our Technology works for you.

Use of Personal Data

We use Personal Data for various reasons, but only to the minimum extent necessary to achieve each purpose. This includes:

  • Setting up your account
  • Providing, maintaining, and improving our services
  • Personalising and improving user experience
  • Sending updates and notifications
  • To market to you, but only as necessary to meet our legitimate interests
  • Conducting research and analytics necessary to the performance and/or improvement of our services
  • Protecting you and others from fraud
  • To comply with our own legal and regulatory obligations

Basis of processing

Sometimes, we’ll ask for your express consent to process your data, but otherwise the legal basis for processing will usually be:

  • To enable us to provide our services or as is otherwise required to enable each party to perform its obligations under any agreement
  • To comply with any legal or regulatory obligations
  • Our legitimate interests and those of third parties

Who sees your Personal Data?

We will never sell your Personal Data to other parties. We will only share your Personal Data with anyone where absolutely necessary, and only then as set out in this Privacy Policy or as required by law. We might share your data with:

  • Partners and service providers who help us run our site and support us in providing our services
  • Legal advisors, auditors, regulators, and government authorities, where required by law or otherwise to comply with our legal and regulatory obligations
  • Any business that purchases the company (or a controlling stake), where they will assume responsibility for providing the service.

Keeping your Personal Data safe

We take all reasonable precautions to protect your information, both technical measures and through our contracts and processes. We’ll only keep your Personal Data as long as it is needed to provide our services to you or otherwise as required by law.

Your rights

You have several rights when it comes to your Personal Data:

  • Access and Update: You can ask us for a copy of your Personal Data, and ask us to update it where necessary.
  • Delete: You can ask us to delete your Personal Data unless we're prevented from doing so by our legal or regulatory obligations.
  • Opt-Out: You can stop receiving marketing messages by contacting us at the email/postal address below or clicking the unsubscribe link in any message.
  • Transfer: You can ask us to provide a copy of your Personal Data in a format that you can take to another service.
  • Complain: If you're not happy with how we handle your data, you can complain to us or the data protection authority.

International Data Transfers

Your Personal Data may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. We will always strive as far as possible to ensure that equivalent protections are in place for the handling of your Personal Data.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You should review this Privacy Policy periodically for any changes.

Contact us

If you have any questions or concerns about your Personal Data or this Privacy Policy, or otherwise have any reason to complain, then please contact us at:

Email: info@so-max.co.uk

We are committed to resolving any issues with your Personal Data promptly and fairly. If you are unsatisfied with our response, you have the right to make a complaint to the UK Information Commissioner’s Office through their website: https://ico.org.uk/.