Privacy Policy

FirmPulse is a practice management platform for UK accountancy firms. We also provide the Verify module, which supports Companies House identity verification.

If you have any questions about this Privacy Policy, please contact us at hello@firmpulse.co.uk.

1. Who we are

FirmPulse Ltd is a company registered in England and Wales (Company No. 17206272).

We are registered with the Information Commissioner's Office (ICO registration: to follow).

Our registered office is:

C/O 3DOM.UK Accountants Ltd
Second Floor
61 Hamilton Square
Birkenhead
Merseyside
CH41 5AT

Website: https://firmpulse.co.uk

Email: hello@firmpulse.co.uk

2. Our role

FirmPulse acts in different roles depending on the information being processed.

Where FirmPulse is the data processor

When an accountancy firm uses FirmPulse to manage its clients, including through the Verify module, the Firm is the data controller and FirmPulse processes personal data on the Firm's behalf.

The Firm is responsible for:

• deciding why and how personal data is processed;
• providing privacy information to its own clients; and
• complying with UK GDPR and the Data Protection Act 2018.

If you completed an identity verification or provided personal information to an accountancy firm using FirmPulse, you should contact that Firm if you wish to exercise your privacy rights. We will assist the Firm where required.

Where FirmPulse is the data controller

FirmPulse is the data controller for personal data relating to:

• account holders and authorised users;
• enquiries and prospective customers;
• website visitors;
• marketing communications; and
• our own business operations.

This Privacy Policy applies to that processing.

3. What personal data we collect

Depending on how you interact with us, we may collect:

Account information

• Name
• Work email address
• Telephone number
• Job title
• Login credentials
• User activity and audit logs

Client information processed on behalf of Firms

Where a Firm uses FirmPulse, we may process:

• Name
• Email address
• Telephone number
• Identity verification information
• Verification status
• Verification timestamps
• Payment status

Identity verification data is processed on behalf of the Firm using specialist identity verification providers.

Payment information

Payments are processed securely by Stripe.

FirmPulse does not store full payment card details.

We may retain transaction references, payment amounts and payment status.

Advertising and analytics information

Where a Firm connects its Google Ads account, we may process:

• Google Click Identifier (gclid)
• wbraid and gbraid identifiers
• UTM campaign parameters
• Offline conversion information
• Hashed email addresses where required to improve conversion matching

Website information

When you visit our website we may collect:

• IP address
• Browser and device information
• Pages visited
• Cookies and analytics data, where you have provided consent

4. How we use personal data

We use personal data to:

• provide and operate the Service;
• manage customer accounts;
• process payments;
• provide customer support;
• improve the Service;
• protect against fraud and misuse;
• comply with legal and regulatory obligations;
• measure advertising performance where enabled by our customers; and
• operate our website.

5. Our legal basis

Where FirmPulse acts as a data controller, we rely on one or more of the following legal bases under UK GDPR:

Performance of a contract

To provide the Service, manage accounts and process payments.

Legitimate interests

To improve our platform, maintain security, prevent fraud, analyse usage and measure advertising performance.

Consent

Where required for marketing communications or non-essential cookies.

Legal obligation

Where we are required to retain information or comply with legal or regulatory requirements.

Where FirmPulse acts as a data processor, we process personal data only on the documented instructions of the relevant Firm.

6. Verify identity verification

The Verify module supports Companies House identity verification under the Economic Crime and Corporate Transparency Act.

Identity verification is carried out using specialist identity verification providers.

The accountancy Firm remains the data controller and Authorised Corporate Service Provider (ACSP).

FirmPulse processes identity verification information solely to provide the Verify service on behalf of the Firm.

7. Who we share information with

We only share personal data where necessary to provide the Service or where required by law.

Our service providers may include:

• Stripe for payment processing.
• Identity verification providers.
• Google for Google Ads integrations and website analytics.
• Vercel for application and website hosting.
• Microsoft 365 for business communications and productivity services.

We require our service providers to protect personal data appropriately.

We do not sell personal data.

We may disclose information where required by law or where necessary to establish, exercise or defend legal claims.

8. International transfers

Some of our service providers may process personal data outside the United Kingdom.

Where this happens, we ensure appropriate safeguards are in place in accordance with UK GDPR, including adequacy regulations or approved international transfer mechanisms where required.

9. Data retention

We retain personal data only for as long as necessary.

In general:

• account information is retained while your account remains active and for a reasonable period afterwards;
• payment records are retained for as long as required by law;
• identity verification information is retained in accordance with the relevant Firm's regulatory obligations; and
• website and analytics information is retained only for as long as necessary for the purposes described in this Privacy Policy.

10. Your rights

Where FirmPulse acts as the data controller, you have rights under UK GDPR, including the right to:

• access your personal data;
• correct inaccurate information;
• request deletion of your personal data;
• restrict processing;
• object to processing;
• request data portability; and
• withdraw consent where processing is based on consent.

To exercise these rights, please contact:

hello@firmpulse.co.uk

If FirmPulse processes your personal data on behalf of an accountancy Firm, you should contact that Firm directly. We will assist them where required.

You also have the right to complain to the Information Commissioner's Office (ICO).

Website: https://ico.org.uk

11. Security

We use appropriate technical and organisational measures to protect personal data.

These include:

• encrypted communications;
• access controls;
• user authentication;
• tenant data separation;
• monitoring and audit logging; and
• the use of reputable third-party service providers.

No system can be completely secure, but we continually work to protect the information entrusted to us.

12. Cookies

Our website uses cookies for essential functionality and, where you consent, analytics and advertising measurement.

Further information is available in our Cookie Policy.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Where appropriate, we will publish the updated version on our website with a revised "Last updated" date.

14. Contact

FirmPulse Ltd

Email: hello@firmpulse.co.uk

Registered Office:

C/O 3DOM.UK Accountants Ltd
Second Floor
61 Hamilton Square
Birkenhead
Merseyside
CH41 5AT