1. Who is responsible for your information?
David Rios-Hughes, trading as ComplyMinder, is the data controller for personal information collected through the ComplyMinder website and free pilot registration.
Contact: [email protected]
Website: complyminder.co.uk
ComplyMinder is independent of Companies House and HMRC.
2. Information we collect
When you apply for the free pilot, we may collect your name, business email address, company name, company registration number, location, and mobile telephone number if you choose to provide one. We also keep your date of registration, registration and reminder status, relevant service communications and any requests you send us.
We may obtain publicly available company status and filing deadline details from Companies House. These are associated with your registered company record.
3. Why we use it
- To receive and review free pilot registrations.
- To contact you to confirm whether and when your registration is activated.
- To obtain company filing dates and, once activated, send the reminder emails you requested.
- To respond to enquiries, correct records, and deal with requests to stop reminders.
- To maintain service security, prevent misuse, and troubleshoot errors.
Pilot status: Registering interest does not mean that live deadline monitoring has begun. We will contact you when your reminder service is activated. Company officers remain responsible for making required filings on time.
4. Our legal bases
We generally process the details you provide to take steps at your request and, where appropriate, deliver the reminder service you have requested (UK GDPR Article 6(1)(b)). Where that basis does not apply, for example when a company contact signs up on behalf of the business, we may rely on legitimate interests to administer requested reminders, maintain reliable records and secure the service (Article 6(1)(f)), subject to an assessment of the impact on individuals.
We will seek separate permission when consent is legally required for optional promotional communications. Service messages are not an automatic opt-in to unrelated marketing.
5. How information is stored and shared
Google Forms and Google Workspace are used to collect and manage pilot registrations. Cloudflare helps deliver our website. These providers may process information on our behalf under their applicable terms. We restrict access to those who need it and use account security measures such as multi-factor authentication.
We do not sell your personal information. We will not send your contact information to a partner accountant simply because you joined the pilot. If you ask for filing assistance, we will explain the referral arrangements and information to be shared before proceeding.
6. Transfers outside the UK
Some service providers may process information outside the UK. Where UK data protection law requires safeguards for those transfers, we use the mechanisms provided under the suppliers' applicable data processing arrangements.
7. How long we keep data
We keep information for as long as reasonably necessary to administer your pilot registration and any activated reminder service. If you do not activate or withdraw from the pilot, we will ordinarily delete your registration details within 90 days of withdrawal or the decision not to proceed, unless there is a legal requirement or a legitimate reason to keep a limited record for longer. For active customers, we retain service records while the service is provided and review them for deletion after the service ends. We may keep minimal records of an opt-out to ensure no further messages are sent.
These arrangements are our intended pilot retention policy and will be reviewed as the service develops.
8. Your rights
Subject to applicable conditions, you can ask to see, correct or erase your personal information, object to certain uses, request restriction, and exercise other rights under UK data protection law. Where processing is based on consent, you can withdraw it.
Email [email protected] with a privacy request. You may also complain to the UK Information Commissioner's Office at ico.org.uk.
9. Changes and questions
We may update this notice when the pilot or our technology changes. Any material change will be communicated where required. For any questions, contact [email protected].