How we use your information

Who we are

Sumsy is a trading name of Functional Finance Consulting Ltd ("we", "us"), a private limited company registered in England and Wales, company number 16840183. Our registered office is 40 Hereford Road, Feltham, TW13 5BT.

We decide how the personal information described here is used, which makes us its "controller" under UK data protection law.

To ask about anything in this notice, write to us at our registered office.

This notice covers:

• people who fill in the form on this website, or who email, call or message us
• people at businesses we contact to tell them about our services
• clients, and the people who own or run them, when we check their identity

If you become a client, we'll explain how we look after your accounting records when you sign up with us.

If you fill in our form or get in touch

What we collect

• your name, email address and phone number
• your company's name and number
• the answers you give about your business, such as turnover band, VAT, payroll, whether you have an accountant, overdue filings and when you'd like to start
• anything you write in the message box, or tell us by email, phone or WhatsApp

Why we use it

To reply to you, give you a price and, if you decide to go ahead, start working with you. Our legal reason (the "lawful basis") is that you've asked us to take these steps before entering into a contract with us. Where that doesn't apply, we rely on our legitimate interest in answering enquiries about our business.

We also add your email address to our "do not contact" list, so you don't receive our introductory sales emails. We won't send you marketing emails.

If we've contacted your business

We email limited companies near us to tell them about our services. To do this we use business information that's publicly available:

• the company's name, number, address and filing dates from the public Companies House register
• contact details the business publishes itself, such as its website, business email address, phone number and Google listing, and sometimes a first name if one is published there

Our lawful basis is our legitimate interest in telling local businesses about a service that may be useful to them. We send no more than one follow-up.

If you reply "no thanks", ask us to stop, or an email bounces, we add the address to our "do not contact" list and won't email it again. You can also ask us to delete the details we hold about you.

Identity checks when you become a client

We're supervised by HMRC under the Money Laundering Regulations 2017. Before we start working for a new client, the law requires us to check who the client is and who owns and runs the business.

What we collect

• the names, dates of birth and home addresses of the company's directors and of anyone who owns or controls more than 25% of it
• copies of identity documents, such as a passport or driving licence, and proof of address
• information about the company and its owners from the public Companies House register

How we use it

We'll only use the personal information we collect for these checks to prevent money laundering, terrorist financing and proliferation financing, unless another law allows a different use or you agree to it.

Our lawful basis is that the law requires these checks. The Money Laundering Regulations treat this use as a task carried out in the public interest.

Who else may see it

• HMRC, as our anti-money-laundering supervisor, may look at our records to check that we're following the rules.
• If we know or suspect money laundering or terrorist financing, the law requires us to report it to the National Crime Agency. The law may also stop us from telling you we've done so.

Who can see your information

• Google provides the email and spreadsheet tools (Gmail and Google Sheets) where we store your details. Form answers pass through Google's servers on their way to us.
• Our website host handles technical information such as your IP address when you visit, to show you the site and keep it secure.

These companies act on our instructions. We don't sell your information, and we don't share it with anyone else unless the law requires us to.

Google and our website host may process information outside the UK. When they do, they use the safeguards UK data protection law requires.

How long we keep it

• Enquiries that don't become clients: up to 12 months after we were last in touch, then deleted.
• Details of businesses we've contacted: up to 12 months after our last email, then deleted.
• Our "do not contact" list: just the email address and the reason, kept for as long as we send introductory emails, so we keep respecting your request.
• Identity check records: 5 years after we stop working for you, as the Money Laundering Regulations require, then deleted, unless the law or legal proceedings mean we must keep them longer.
• Other client records: for as long as the law requires. We'll explain this when you sign up.

Cookies

This website doesn't set any cookies, and it doesn't use analytics, advertising or any other tracking. That's why there's no cookie banner.

Your rights

You can ask us to:

• give you a copy of the information we hold about you
• correct anything that's wrong
• delete your information
• stop using it, or limit how we use it
• stop contacting you. We'll do this straight away.
• send your information to you or someone else in a format a computer can read

Contact us at our registered office. We'll reply within one month.

Complaints

If you're unhappy with how we've used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

If we change this notice, we'll update this page and the date at the top.