Privacy Policy
Website: www.proofinnumbers.co.uk
Email: info@proofinnumbers.co.uk
Last updated: 13 October 2026
1. Who We Are
Proof in Numbers is a UK-based sole trader business providing financial analysis, business performance reporting, business health checks and related advisory services.
For the purposes of UK data protection legislation, the data controller is:
Trading name: Proof in Numbers
Email: info@proofinnumbers.co.uk
We are committed to protecting personal information and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
We may collect and process the following information:
Names, business names and contact details.
Information submitted through our website contact form.
Email correspondence and enquiry details.
Financial accounts, bank statements, transaction records and other documents provided by clients.
Information about business performance, financial processes and internal controls.
Billing, payment and engagement information.
Technical information relating to website visits, such as IP addresses, browser information and website usage data.
Client financial documents may contain personal information relating to directors, employees, customers or suppliers.
We ask clients to provide only information relevant and necessary for the agreed services.
3. How We Use Personal Information
We use personal information to:
Respond to enquiries and requests for information.
Prepare quotations, proposals and engagement agreements.
Provide financial analysis, reporting and advisory services.
Communicate with clients about ongoing and completed work.
Maintain appropriate business and accounting records.
Protect our systems and prevent misuse.
Meet applicable legal and regulatory obligations.
We do not sell personal information to third parties.
4. Our Lawful Bases for Processing
We process personal information under the following lawful bases, as appropriate:
Contract: Where processing is necessary to enter into or perform a contract with a client.
Legitimate interests: Where necessary to respond to business enquiries, maintain client relationships, administer our business and protect our systems, provided those interests are not overridden by individuals' rights.
Legal obligation: Where processing is necessary to comply with applicable legal requirements, including tax and recordkeeping obligations.
Consent: Where we specifically request consent for activities such as optional email marketing.
Where clients provide information relating to other individuals, the appropriate lawful basis and data protection responsibilities will depend on the nature of the engagement.
5. Website Contact Form and Email
Our website provides a contact form requesting a name, email address and message.
Information submitted through this form is used to respond to enquiries and, where appropriate, discuss potential services.
Our website is provided through IONOS, and we use Microsoft Outlook to manage business correspondence.
Submitting an enquiry does not automatically subscribe a visitor to marketing communications.
6. Client Financial Documents
Clients may provide accounts, bank statements, financial reports, transaction records and other supporting information necessary for the agreed work.
We use these documents to perform the services requested, prepare findings and reports, and respond to relevant follow-up enquiries.
We may use Microsoft OneDrive for secure document storage and controlled sharing. Password-protected documents may also be accepted where appropriate.
We aim to limit access to authorised persons and use reasonable technical and organisational safeguards to protect information.
Clients should avoid sending unnecessary personal or sensitive information.
7. Sharing Personal Information
We may share information with service providers where necessary to operate our business, including:
IONOS: Website hosting, website administration and contact-form services.
Microsoft: Business email, document storage and related Microsoft 365 services.
Other professional or technology service providers where necessary and appropriately assessed.
We may also disclose information where legally required or where necessary to establish, exercise or defend legal claims.
We do not disclose confidential client information to unrelated third parties for their own marketing purposes.
8. International Data Transfers
Some technology providers may process or make personal information accessible outside the United Kingdom.
Where international transfers are subject to UK data protection requirements, we will ensure that an appropriate lawful transfer mechanism or safeguard applies.
Further information about relevant safeguards may be requested using our contact email address.
9. How Long We Keep Information
We retain personal information only for as long as necessary for the purposes for which it was collected, subject to applicable legal and regulatory obligations.
Our normal retention periods are:
General enquiries: Up to 12 months after the last contact, where no engagement follows.
Client agreements and completed reports: Normally up to six years after the engagement ends.
Client-supplied financial documents: Normally up to 12 months after completion of the engagement, allowing for follow-up enquiries.
Business accounting and tax records: For the periods required by applicable tax legislation.
Marketing consent records: For as long as necessary to demonstrate compliance with applicable marketing requirements.
Information may be retained longer where necessary for legal obligations, disputes, regulatory requirements or legal claims.
When information is no longer required, we take appropriate steps to delete or anonymise it.
10. Information Security
We take reasonable measures to protect personal information against unauthorised access, accidental loss, disclosure or misuse.
These measures may include password-protected accounts, restricted document-sharing permissions, access controls and secure storage.
No internet-based transmission or storage system can be guaranteed completely secure.
11. Website Analytics and Cookies
Our website may use IONOS website analytics and essential technologies to support website operation and understand website usage.
Depending on the technologies enabled, information processed may include website pages visited, browser and device details, referring websites and technical identifiers.
Where cookies or similar technologies require consent under applicable UK law, we will seek that consent before using them.
Further details about any active cookies and tracking technologies will be provided through our website's cookie information or consent settings, where applicable.
12. Marketing Communications
We may introduce email newsletters, business updates or promotional communications in the future.
We will only send electronic marketing where permitted by applicable UK data protection and electronic marketing laws.
Where consent is required, it will be requested separately and will not be a condition of submitting a general enquiry.
Recipients will be able to unsubscribe or object to marketing communications.
13. Your Data Protection Rights
Depending on the circumstances, individuals have rights to:
Request access to their personal information.
Request correction of inaccurate information.
Request deletion of information.
Request restriction of processing.
Object to certain processing.
Request transfer of their information where applicable.
Withdraw consent where processing relies on consent.
You have the right to object at any time to processing of your personal information for direct marketing.
These rights are subject to applicable legal conditions and exemptions.
Requests can be sent to info@proofinnumbers.co.uk.
14. Providing Information
Certain contact information may be needed for us to respond to enquiries or provide services.
Additional information may be necessary to perform an agreed engagement or meet legal obligations.
If essential information is not provided, we may be unable to respond fully or deliver the requested service.
15. Automated Decision-Making
We do not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on individuals.
16. Complaints
If you have concerns about how we handle personal information, please contact us at:
You also have the right to complain to the Information Commissioner's Office (ICO):
Website: www.ico.org.uk
17. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, technology, legal requirements or information-handling practices.
The latest version will be published on this website with an updated revision date.