1. Overview and Scope
Neptune Formation is committed to protecting your privacy. This policy outlines how we handle personal data collected from website visitors and users of our corporate incorporation platforms. We strictly adhere to the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018.
2. Data Collection and Usage
We collect and process the following categories of personal and corporate data:
- Client Contact Details: Name, company name, phone, email, and location.
- Identity Records (KYC): Scanned copies of passports, proof of address, national IDs, and proof of beneficial ownership.
- Payment Information: Vetted transaction tokens processed via PCI-DSS secure gateways. We do not store full credit card details.
- Technical Data: IP addresses, cookie tokens, page interaction analytics, and browser details.
3. Purpose of Processing
We process your personal details to satisfy legal and contractual duties:
- To compile and submit company formation applications to Companies House and other registries.
- To satisfy legal Anti-Money Laundering (AML) identity validation duties.
- To forward official statutory mail scans if you buy registered address services.
- To keep you updated regarding confirmation statement renewal dates.
4. Data Sharing and Third Parties
We share personal details with third-party networks only under the following situations:
- Official Registries: Government registrar offices (such as Companies House) to form your company. Please note that directors' names and registered office addresses become part of the public registry.
- KYC Verification Partners: Secure automated verification portals to validate identity papers against fraud databases.
- Partner Banks: Only with your direct request, we submit onboarding data to partner business banks.
5. Cookies and Analytics
We use functional cookies to save your dashboard logins and theme settings. We use anonymous performance cookies (e.g. Google Analytics) to monitor traffic and UI flow. You can adjust your browser rules to decline cookies, though some features might not render correctly.
6. Data Security and Encryption
All data sent between your browser and our platform is encrypted via secure SSL (HTTPS) channels. KYC uploads are saved in an encrypted storage container with limited employee access.
7. Data Retention
Under UK law, corporate register records and customer AML documentation must be saved for 5 years after the business relationship is dissolved. After this period, records are permanently deleted.
8. Your Legal Rights
Under the GDPR, you have the right to request access to your records, request modifications to incorrect details, object to processing, or request erasure (where not overridden by statutory retention rules). To exercise these rights, contact our Data Protection Officer at contact@neptuneformation.com.