Privacy notice

MNT SERVICES LTD, trading as Trusted Figures (“we”, “us”, “our”), is the data controller for the personal information described in this notice. We are a company registered in England & Wales.

• Company number: 11275766
• License number: 1003773
• Membership: 20129290
• Registered office: 156A Horn Lane, London W3 6PH
• Email: info@trustedfigures.co.uk
• Phone: +44 7888 540120

We collect personal information when you contact us or use this website. Depending on how you interact with us, this may include:

• Contact details — your name, email address and phone number when you submit our enquiry form.
• Enquiry content — the service you select and any message you send us.
• Chat assistant messages — the questions you type into our website chat assistant and the replies it gives.
• Technical data — basic information your browser sends, and anonymous usage analytics, to keep the site working and secure.

Once you become a client, we collect the further information needed to provide accountancy services (for example tax references, income and expense records). That information is covered by the engagement terms we agree with you directly.

Our website includes an AI chat assistant that answers common questions about accountancy, CIS, VAT and Self Assessment. It is an automated tool, not a person. A member of our team can pick up where it leaves off when your question needs one.

You should know that:

• Your messages are sent to our server, which forwards them to the assistant to generate a reply.
• The assistant uses a third-party AI provider (OpenAI) to produce its answers. Your message text is processed by that provider solely to return a reply, under their data-processing terms.
• We do not need, and ask you not to send, sensitive personal or financial details through the chat. For anything specific to your tax affairs, contact us directly.
• A short-lived session identifier is held in your browser for the duration of your visit so the conversation makes sense. It is not a persistent tracking identifier and is cleared when you close the tab.

When you submit our CIS or UTR registration form, we collect the information needed to apply to HMRC on your behalf. This includes:

• Full name — as it appears on your official documents.
• Address — as held by HMRC.
• Email address and phone number — so we can contact you about the registration.
• Trade and work details — the type of work you do and relevant employer or contractor information.
• National Insurance (NI) number — required by HMRC to process your registration. Your NI number is sensitive personal information and we treat it with the highest level of care.
• Photographs of identity documents and your NI number— a clear photo of your passport or driving licence, and a photo showing your NI number (for example your NI card or a letter from HMRC). These identity photographs are sensitive personal information. We collect them solely to verify your identity and submit your registration; they are never shared publicly.

Why we use it and our lawful basis. This data is used solely to carry out the UTR and/or CIS registration you have requested with HMRC. Our lawful basis under UK GDPR is performance of a contract (or taking steps at your request prior to entering a contract) for the general registration data, and explicit consent for your NI number and identity photographs. The registration form requires you to tick an explicit consent box before submitting these sensitive items.

Who processes it. Your registration data is handled by the following processors, each acting under data-processing terms:

• Resend — email delivery service used to send your form submission to our team.
• Supabase— secure, access-controlled private database where your submission is stored. Identity images and NI numbers are held in a private store; they are not publicly accessible at any time.
• Microsoft OneDrive (Microsoft Corporation)— a copy of the registration email, including the uploaded identity photographs, is saved to a private, access-limited OneDrive folder that our team uses to action the registration. This copy is retained for the same period as the Supabase record (see Retention above) and is not stored indefinitely by design; it is deleted as part of our normal retention process.
• WhatsApp Business (Meta Platforms)— when a registration is received, our automation sends a brief summary notification to our team’s work number via WhatsApp Business so we know to action it promptly. The notification contains only non-sensitive summary information (registration type and name): your NI number and identity photographs are not sent over WhatsApp.

Retention. We keep registration data only for as long as is necessary to complete your registration and meet our legal record-keeping obligations (generally aligned with HMRC requirements). Once those purposes are fulfilled, your data, including identity photographs, is securely deleted.

Your rights. All the rights described in the Your rights section below apply to this data, including the right to access, correct, delete and, where we rely on consent, withdraw consent at any time. To withdraw consent or request deletion, email info@trustedfigures.co.uk.

We use your information to:

• respond to your enquiry and answer your questions;
• provide and improve the chat assistant and the website;
• provide accountancy services where you become a client;
• meet our legal and regulatory obligations.

Our legal bases under UK GDPR are: your consent (where you choose to contact us or use the chat), the performance of a contract (to deliver services you engage us for), our legitimate interests (to run, secure and improve our service), and compliance with legal obligations (such as anti-money-laundering and tax record-keeping).

We do not sell your personal information. We share it only with:

• service providers who help us run the website and the chat assistant (including our hosting provider and the AI provider above), under contracts that require them to protect your data;
• HMRC, Companies House and other authorities where we are required to do so;
• professional advisers where necessary, and only as the law allows.

Some providers may process data outside the UK. Where they do, we rely on appropriate safeguards (such as UK-approved transfer mechanisms) to keep your information protected.

We keep enquiry and chat information only for as long as we need it to deal with your query and for our own record-keeping, and then delete it. Where you become a client, we keep records for the period required by tax and anti-money-laundering law (generally six years), after which they are securely deleted.

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where the law allows;
• object to, or ask us to restrict, certain uses of your information;
• withdraw consent at any time, where we rely on it.

To exercise any of these, email info@trustedfigures.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we’d ask you to contact us first so we can put things right.

We may update this notice from time to time. When we do, we will change the “last updated” date above. Please check back for the current version.