Privacy Policy
At GoEcom, we take your privacy seriously. This policy explains how we collect, use, and protect your personal information.
Introduction
Ember Nine Ltd, trading as GoEcom ("we", "us", "our"), is committed to protecting and respecting your privacy. We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This privacy policy explains how we collect, use, store, and protect your personal information when you use our website (www.goecom.co.uk) and our accounting services. By using our services, you agree to the collection and use of information in accordance with this policy.
Data Controller Information:
Company:Ember Nine Ltd (trading as GoEcom)
Registration Number:11871779
VAT Number:GB320577713
Email:support@goecom.co.uk
Phone:0203 389 7010
Information We Collect
Personal Information
- Full name and contact details (email, phone number, address)
- National Insurance number and UTR (Unique Taxpayer Reference)
- Company registration details and VAT number
- Date of birth and identification documents (when required by law)
Financial Information
- Bank account details and payment information
- Income and expense records
- Ecommerce platform transaction data (Amazon, Shopify, eBay, etc.)
- Tax returns and related documentation
Technical Information
- IP address and browser information
- Cookies and usage data
- Login and authentication data
How We Use Your Information
We use your personal information for the following purposes:
Service Provision
To provide accounting, tax, and bookkeeping services
Legal Compliance
To comply with HMRC requirements and legal obligations
Communication
To contact you about your accounts and services
Service Improvement
To improve our services and customer experience
Identity Verification
To verify identity and prevent fraud
Marketing
To send relevant updates (with your consent)
Legal Basis for Processing
We process your personal data under the following legal bases:
Contract Performance
Processing necessary to provide our accounting services as agreed in our engagement letter
Legal Obligation
Processing required to comply with tax laws, anti-money laundering regulations, and HMRC requirements
Legitimate Interests
Processing for business administration, service improvement, and fraud prevention
Consent
Processing for marketing communications and non-essential cookies
Who We Share Your Data With
We may share your information with:
HMRC and Government Agencies
For tax returns, VAT filings, and regulatory compliance
Software Partners
FreeAgent, Xero, QuickBooks for accounting software services
Professional Service Providers
Legal advisors, auditors, and consultants bound by confidentiality
Banks and Payment Processors
For processing payments and financial transactions
Important:We never sell your personal data to third parties. All data sharing is done securely and only when necessary for service provision or legal compliance.
Data Security
We implement robust security measures to protect your personal data:
Data Retention
We retain your personal data in accordance with legal requirements:
| Data Type | Retention Period |
|---|---|
| Tax Records | 7 years from submission |
| VAT Records | 6 years from submission |
| Company Records | 6 years after company closure |
| Payroll Records | 3 years from tax year end |
| Client Communications | 6 years from last contact |
Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete personal data
Right to Erasure
Request deletion of your personal data (subject to legal retention requirements)
Right to Restrict Processing
Request limitation of how we process your personal data
Right to Data Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests or direct marketing
Right to Withdraw Consent
Withdraw consent for processing at any time (where consent is the legal basis)
To exercise any of these rights, please contact us atsupport@goecom.co.ukor call0203 389 7010.
Cookies
We use cookies to improve your experience on our website. Types of cookies we use:
Essential Cookies
Required for website functionality and security
Analytics Cookies
Help us understand how visitors use our website
Marketing Cookies
Used to deliver relevant advertisements (with consent)
You can manage cookie preferences through your browser settings or by contacting us.
International Data Transfers
Some of our service providers may process data outside the UK. When this occurs, we ensure appropriate safeguards are in place:
- Standard contractual clauses approved by the ICO
- Adequacy decisions for countries with equivalent data protection
- Binding corporate rules for international organizations
Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes:
- We will update the "Last Updated" date at the top of this policy
- We will notify you by email or through our website
- We will seek fresh consent where required
We encourage you to review this policy periodically to stay informed about how we protect your information.
Contact Us
If you have any questions about this privacy policy or how we handle your data, please contact our Data Protection Officer:
Complaints:If you're not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) atico.org.uk
Additional Information for Specific Services
Anti-Money Laundering (AML) Compliance
As required by the Money Laundering Regulations 2017, we may need to verify your identity and the source of funds. This information is processed under our legal obligations and retained for 5 years after our business relationship ends.
Ecommerce Platform Data
When you authorize us to access your Amazon, Shopify, eBay, or other marketplace accounts, we only access data necessary for accounting and tax purposes. We do not store marketplace passwords and use secure OAuth connections where available.
Virtual Office Services
If you use our London virtual office service, we process mail on your behalf. Scanned mail is stored securely and deleted after 90 days unless you request otherwise. Physical mail is forwarded or destroyed based on your instructions.
Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.