Privacy Policy

Who we are

Deplexify (“we”, “us”, “our”) provides business automation, compliance management, accounting, and outreach services. Our website is deplexify.com. For privacy enquiries, contact us at hello@deplexify.com.

Information we collect

We collect information you provide directly, including:

• Contact form submissions (name, email, company, message)
• Communications via email, WhatsApp, or other channels
• Information provided during onboarding or service delivery

We also collect standard web analytics data (page views, referrers, browser type) through privacy-respecting analytics, where applicable. We do not use Google Analytics.

How we use your information

We use the information we collect to:

• Respond to enquiries and provide requested services
• Manage client relationships and service delivery
• Send relevant service updates (where you have provided consent)
• Comply with legal and regulatory obligations

We do not sell, rent, or share your personal information with third parties for marketing purposes.

Legal basis for processing (UK GDPR)

Where we process personal data, our legal basis is:

• Contract: Processing necessary to deliver services you have engaged us for
• Legitimate interests: Responding to enquiries, managing business communications
• Consent: Where specifically requested, such as marketing communications

UK accounting clients

If you are a client of our UK accounting service (contractors, landlords, property and flat management companies, charities), this is what we hold and where.

• What: your identity documents and proof of address (the Money Laundering Regulations 2017 require us to check who you are), your engagement letter, your bank statements, receipts and bills, your books, the returns we prepare and your approval of them, and your messages to us.
• Where: your page and files on our own server in Germany (Hetzner), your books in Deplexify Books on our own server in New Zealand, email through SparkPost, payments through Stripe (we never see your card number), and Cloudflare in front of our websites. The United Kingdom recognises New Zealand and the EU as providing adequate protection for personal data.
• How long: identity records for five years after we stop acting for you (the Regulations require it); your accounting records and returns for six years after the end of the year they relate to; then deleted.
• Who else: HMRC and Companies House, only what the law requires us to file and only after you have approved it; nobody else, unless the law requires it. If we suspect money laundering the law may require us to report it and may not allow us to tell you.
• Controller: Deplexify (Glenn Broome), Christchurch, New Zealand. Our registration with the Information Commissioner's Office is in progress; the number will appear here.

Data retention

We retain personal data only as long as necessary for the purposes it was collected. Client data is typically retained for 7 years to meet legal and accounting obligations. Enquiry data from non-clients is deleted after 12 months of inactivity.

Third-party services

Our website contact form is processed via Web3Forms. Service delivery may involve third-party tools such as Xero, HubSpot, n8n, and cloud storage services. We use only reputable providers with appropriate data protection measures.

Your rights

Under UK GDPR, you have the right to access, correct, delete, or restrict processing of your personal data. You may also withdraw consent at any time. To exercise any of these rights, contact us at hello@deplexify.com.

If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

This website uses essential cookies only. We do not use tracking cookies, advertising cookies, or third-party analytics cookies without your explicit consent.

Changes to this policy

We may update this policy periodically. Material changes will be communicated to active clients. The current version is always available at this URL.

Contact

For any privacy-related questions: hello@deplexify.com