Privacy Policy

1. Introduction

At Veritscale, trust is more than a business principle — it is the foundation of every client relationship we build. As a provider of accounting support, finance operations assistance, bookkeeping services, and business support solutions, we understand that our clients entrust us with information that is often commercially sensitive and confidential.

This Privacy Policy explains how Veritscale collects, uses, stores, protects, and processes personal information when you visit our website, contact us, engage our services, participate in recruitment activities, or otherwise interact with us.

We are committed to ensuring that all personal information is handled responsibly, transparently, and in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (GDPR), and other relevant privacy regulations.

By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

Veritscale may collect information directly from you, automatically through your use of our website, or from authorised third parties where appropriate.

Information You Provide

When you contact us through our website, schedule a consultation, submit an enquiry, request information about our services, or communicate with us through email, phone, or other channels, we may collect:

• Your name, company name, and job title
• Email address and telephone number
• Business address
• Details relating to your enquiry or service requirements
• Business operations and workforce requirements (for prospective clients)
• Resumes, qualifications, employment history, and references (for job applicants and candidates)

Information Collected Automatically

When you browse our website, certain information may be collected automatically through cookies and analytics technologies, including:

• IP address, browser type, and operating system
• Device information and screen resolution
• Referral source and pages visited
• Time spent on our website and session duration

3. How We Use Your Information

The information we collect enables us to provide high-quality services and maintain effective communication with our clients, candidates, and website visitors. We may use your information to:

• Respond to enquiries and schedule meetings
• Prepare service proposals and deliver workforce solutions
• Provide customer support and manage contractual relationships
• Improve our website, services, and user experience
• Maintain the security of our systems
• Share industry insights, service updates, newsletters, and marketing communications (where permitted by law)

Our goal is always to process information in a manner that is fair, transparent, and proportionate to the business purpose for which it was collected.

4. Communication Consent

When you submit a contact form, request a consultation, engage with our chatbot, subscribe to updates, or otherwise provide your contact information to Veritscale, you consent to receiving communications from us.

These communications may include:

• Emails, telephone calls, and SMS messages
• WhatsApp messages and meeting invitations
• Service updates and other communications relating to your enquiry

We respect your communication preferences and will not send unnecessary marketing messages. You may unsubscribe from marketing communications at any time by following the instructions included within the communication or by contacting us directly.

Your decision to opt out of marketing communications will not affect essential service-related communications that may be necessary to fulfil our contractual obligations.

5. Legal Basis for Processing Personal Data

Where GDPR or UK GDPR applies, Veritscale processes personal data only when a lawful basis exists. Depending on the circumstances, this may include:

• Obtaining your consent
• Fulfilling contractual obligations
• Complying with legal requirements
• Pursuing legitimate business interests
• Protecting legal rights and interests

We carefully assess the necessity of any processing activity and ensure that personal information is not used in a manner that is incompatible with the purpose for which it was originally collected.

6. Sharing and Disclosure of Information

Veritscale does not sell personal information to third parties.

However, in order to operate effectively and deliver our services, we may share information with trusted service providers that support our business operations, including:

• Cloud hosting companies and email service providers
• CRM platforms and communication systems
• Recruitment software providers
• Cybersecurity vendors and professional advisors

All third-party service providers are required to implement appropriate confidentiality and security measures and may process personal information only for authorised business purposes.

In certain circumstances, we may also disclose personal information where required by law, court order, regulatory authority, government agency, or legal proceeding. Where disclosure is necessary to protect our legal rights, investigate fraud, prevent unlawful activities, or safeguard the interests of our clients, employees, or the public, we may share information in accordance with applicable laws.

7. International Data Transfers

As an international business serving clients across multiple jurisdictions, Veritscale may transfer personal information between countries. In some cases, personal information may be stored or processed outside the country where it was originally collected.

Whenever such transfers occur, we take appropriate measures to ensure that personal information receives an adequate level of protection consistent with applicable data protection laws. These measures may include contractual safeguards, data processing agreements, security controls, and other legally recognised transfer mechanisms.

8. Data Security

Protecting confidential information is a core responsibility at Veritscale. We maintain technical, organisational, and administrative safeguards designed to protect personal information against unauthorised access, disclosure, alteration, misuse, loss, or destruction. Our security measures may include:

• Access controls and password protection
• Employee confidentiality obligations
• Secure cloud infrastructure
• Cybersecurity monitoring and restricted data access
• Encryption technologies where appropriate
• Ongoing security awareness practices

While we continuously strive to maintain a high standard of security, no method of internet transmission or electronic storage can be guaranteed to be completely secure.

9. Data Retention

Veritscale retains personal information only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy. Retention periods may vary depending on the nature of the information, contractual obligations, legal requirements, dispute resolution needs, and legitimate business interests.

When information is no longer required, we take reasonable steps to securely delete, anonymise, or otherwise dispose of it in accordance with applicable laws and industry practices.

10. Your Rights (GDPR & UK GDPR)

Individuals located within jurisdictions that provide privacy rights, including the United Kingdom and European Union, may have certain rights regarding their personal information. These rights may include:

• The right to access personal information held about you
• The right to request corrections to inaccurate information
• The right to request deletion of personal information
• The right to restrict certain processing activities
• The right to object to specific forms of processing
• The right to request data portability
• The right to withdraw consent
• The right to lodge complaints with relevant supervisory authorities

Veritscale is committed to responding to legitimate requests within the timeframes required by applicable law. To protect privacy and security, we may request identity verification before processing requests.

11. Cookies & Analytics

To improve our website and better understand how visitors interact with our content, Veritscale may use cookies and analytics technologies. For full details, please see our Cookie Policy.

12. Marketing & Remarketing

Where permitted by applicable law, Veritscale may use remarketing technologies provided by third-party platforms (such as Google Ads, Microsoft Advertising, and social media platforms) to display relevant advertisements to individuals who have previously visited our website.

These technologies use cookies and similar tracking mechanisms to serve targeted content. You may opt out of remarketing at any time through your browser cookie settings or through the advertising platform's own preference controls.

13. Third-Party Websites

Our website may contain links to external websites operated by third parties. These websites are not controlled by Veritscale, and we are not responsible for their privacy practices, security measures, or content. We encourage users to review the privacy policies of any external websites before providing personal information.

14. Confidentiality Commitment

Because many of our services involve handling financial information, operational data, and business records, confidentiality is fundamental to our business. All employees, contractors, consultants, and authorised representatives of Veritscale are expected to maintain strict confidentiality obligations regarding client information.

Access to confidential information is limited to individuals who require access for legitimate business purposes and who are subject to appropriate confidentiality obligations.

15. Children's Privacy

Veritscale's services are intended for businesses, professionals, and organisations. We do not knowingly collect personal information from individuals under the age of eighteen. If we become aware that personal information relating to a minor has been collected inadvertently, we will take reasonable steps to remove such information from our systems.

16. Changes to This Privacy Policy

As our business evolves, we may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, business practices, or technology. Any updates will be published on this page together with the revised effective date.

Continued use of our website or services following the publication of updates constitutes acceptance of the revised policy.

17. Contact Us

18. GDPR & UK GDPR Compliance Statement

Veritscale is committed to processing personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the European Union General Data Protection Regulation (EU GDPR), and applicable data protection legislation.

We recognise the importance of protecting individual privacy rights and have implemented policies, procedures, contractual safeguards, and security controls designed to support compliance with these regulations.

Where Veritscale processes personal information on behalf of clients, we act only in accordance with documented instructions and contractual obligations. We maintain appropriate safeguards for international data transfers, confidentiality, information security, and data retention.

Individuals whose personal information is processed by Veritscale may exercise their applicable rights by contacting us directly. We are committed to responding promptly and transparently to privacy-related enquiries and requests.