Privacy Policy

Last updated: 19 December 2025

1. Introduction

Numiii ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and platform (the "Service"). We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Numiii is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact us using the details provided at the end of this policy.

3. Information We Collect

3.1 Information You Provide

  • Account Information: Name, email address, password, and contact details when you register
  • Business Information: Company name, industry, size, turnover, location, and accounting needs
  • Professional Information (for accountants): Qualifications, professional memberships, services offered, pricing, and capacity
  • Chat Data: Questions and information you provide through our AI chat assistant
  • Communications: Messages you send through our platform or to our support team

3.2 Information Collected Automatically

  • Device Information: Browser type, operating system, device identifiers
  • Usage Data: Pages visited, time spent on pages, click patterns, and search queries
  • Location Data: General location based on IP address
  • Cookies: Session and persistent cookies (see our Cookie section below)

3.3 Information from Third Parties

  • Companies House: Public company information for verification purposes
  • Professional Bodies: Verification of accountant qualifications where applicable

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 To Provide Our Service: Processing your requests, matching businesses with accountants, facilitating communications, and managing your account.

4.2 AI-Powered Matching: Using artificial intelligence to analyse your requirements and match you with suitable accountants or clients based on criteria such as industry, services, budget, and capacity.

4.3 To Improve Our Service: Analysing usage patterns, conducting research, and developing new features to enhance user experience.

4.4 Communications: Sending service-related notifications, updates, and responding to your enquiries.

4.5 Marketing: With your consent, sending promotional materials about our services. You can opt out at any time.

4.6 Legal Compliance: Complying with legal obligations and protecting our legal rights.

5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract: Processing necessary to perform our contract with you (providing the Service)
  • Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Service and preventing fraud
  • Consent: Where you have given consent for specific processing activities (e.g., marketing communications)
  • Legal Obligation: Processing necessary to comply with legal requirements

6. How We Share Your Information

6.1 With Other Users: When you choose to connect with an accountant or business through our platform, we share relevant information to facilitate that connection. We only share summarised needs until you explicitly choose to connect.

6.2 Service Providers: We share data with trusted third-party service providers who assist us in operating our platform, including:

  • Cloud hosting providers (Supabase, Vercel)
  • AI service providers (OpenAI) for chat functionality
  • Analytics providers
  • Email service providers

6.3 Legal Requirements: We may disclose information if required by law, court order, or government request, or to protect our rights and safety.

6.4 Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Account data is retained while your account is active and for a reasonable period thereafter. Chat data may be retained for service improvement purposes. You can request deletion of your data at any time (see Your Rights below).

8. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, secure servers, access controls, and regular security assessments. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your data may be transferred to and processed in countries outside the UK, including the United States (for AI processing services). Where we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office, or transfers to countries with adequate data protection laws.

10. Cookies

We use cookies and similar tracking technologies to enhance your experience on our platform. Types of cookies we use include:

  • Essential Cookies: Required for the platform to function (authentication, security)
  • Functional Cookies: Remember your preferences and settings
  • Analytics Cookies: Help us understand how you use our platform

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our Service.

11. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data ("right to be forgotten")
  • Right to Restrict Processing: Request limitation of how we use your data
  • Right to Data Portability: Receive your data in a structured, commonly used format
  • Right to Object: Object to processing based on legitimate interests or for marketing
  • Rights Related to Automated Decision-Making: Not be subject to decisions based solely on automated processing

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

12. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately and we will take steps to delete such information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve your concerns. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

Website: ico.org.uk

Phone: 0303 123 1113

15. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:

Email: privacy@numiii.com

Website: www.numiii.com

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