Privacy Policy

1. Who we are

RegisterInUK is the company formation and compliance brand of Kaplan Accountancy Ltd (Company No. 13041144, registered in England & Wales), 372C Green Lanes, London, N13 5PD, United Kingdom. We are the data controller for the personal data described in this policy and are registered with the Information Commissioner's Office (ICO), registration reference ZB666542. Privacy contact: support@registerinuk.com.

2. What we collect

• Identity and contact details: name, date of birth, nationality, residential and correspondence addresses, email, telephone and WhatsApp number.
• Verification documents: passport or ID, proof of address, and the results of our identity and anti-money laundering (AML) checks.
• Company details: proposed company name, officers, shareholders, people with significant control (PSCs) and their holdings.
• Financial and tax data: bookkeeping records, UTR, VAT and PAYE details, bank details and payroll information, where you use our accountancy services.
• Payment data: billing details and transaction references. Card details are handled by our payment provider.
• Post and correspondence: if you use our registered office service, we open and scan post addressed to your company and can see its contents.
• Communications: emails, WhatsApp messages, call notes and Reggy chat transcripts.
• Technical data: IP address, device and browser information, and pages visited.

3. Why we use your data

4. What becomes public

Information we file at Companies House, such as the company name, registered office, directors' names, service addresses, month and year of birth, nationality and shareholdings, appears on the public register, and we cannot remove it once filed. Some details, such as residential addresses, are held on a non-public register but can be disclosed to specified public authorities and credit reference agencies. Our director service address service exists to keep your home address off the public record.

5. Reggy, our AI assistant

Reggy is an AI assistant. Your messages are processed by a third-party AI service provider on our behalf to generate replies. We keep chat transcripts to handle your request, improve our service and record what was said. Our staff may review them. Please do not enter passport numbers, passwords or card details in the chat. Reggy provides general information, not regulated advice, and does not make decisions about you. We do not make decisions based solely on automated processing that have legal or similarly significant effects on you. You can ask for a human at any time.

6. Who we share your data with

• Companies House, HMRC and other public authorities, where required to provide our services or by law.
• Our payment provider.
• Cloud hosting, storage, email and messaging providers that process data on our behalf under contract and may not use it for their own purposes.
• The AI service provider that powers Reggy.
• Our professional advisers, insurers and our AML supervisory body.
• Law enforcement or regulators where the law requires, including AML reports that we may be legally prohibited from telling you about.

We carry out identity verification ourselves and do not send your identity documents to third-party verification providers. We do not sell your personal data.

7. Transfers outside the UK

Some of our providers, and many of our clients, are outside the UK. Where personal data is transferred abroad, we rely on UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep your data

• Identity and AML records: 5 years after our relationship with you ends, as required by the Money Laundering Regulations 2017.
• Company, accounting and tax records: normally 6 years after the end of the relevant period or engagement.
• Support messages and Reggy transcripts: up to 12 months, unless linked to an ongoing matter.
• Marketing preferences: until you unsubscribe.

After these periods we delete or anonymise your data.

9. Security

We use appropriate technical and organisational measures, including encryption in transit, access controls limited to staff who need the data, and secure hosting. No system is completely secure. If a breach is likely to put you at risk, we will notify you and the ICO as the law requires.

10. Your rights

Under UK GDPR you have the right to access your data, correct it, have it erased, restrict or object to its use, receive a portable copy, and withdraw consent at any time. Some rights are limited where we must keep data by law, for example AML and company records. To exercise a right, email support@registerinuk.com. We respond within one month.

11. Cookies

We only use strictly necessary cookies to run the website, such as login and security. We do not use analytics, advertising or other non-essential cookies. If this changes, we will add a cookie consent banner and update this policy. You can also manage cookies in your browser settings.

12. Marketing

We send marketing emails only with your consent, or to existing customers about similar services. Every email includes an unsubscribe link, and you can also opt out by writing to us.

13. Other people's data and children

If you give us details of other people, such as co-directors, shareholders or PSCs, you confirm you are authorised to do so and have told them how we use their data. Our services are for adults, and we do not knowingly collect data from anyone under 16.

14. Changes to this policy

We may update this policy and will publish the current version here with a new date.

15. Contact and complaints

Kaplan Accountancy Ltd, 372C Green Lanes, London, N13 5PD · support@registerinuk.com · 020 8054 15 19. You can also complain to the ICO at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.