Privacy Policy

Last updated: 6 October 2026

Fileminder Ltd ("Fileminder", "we", "us") decides how and why the personal data described here is used, so we are its controller. Fileminder Ltd is registered in England and Wales, company number 17027059, registered office 159 Kilburn High Road, London, NW6 7HU. Questions about your data: support@fileminder.co.uk.

What we collect, why, and how long we keep it Each use below has its own purpose, lawful basis and retention period.

Enquiries. When you use our contact form, message us on WhatsApp or email us, we receive your name, WhatsApp number or email address, company details, the services you ask about and your message. The contact form sends these through Resend to our support inbox; it does not add you to a marketing list. We use them to answer you and, if you ask, to quote. Lawful basis: taking steps you ask for before a contract. If you do not become a client, we keep them for 2 years after our last contact with you, then delete them.

Clients. When you engage us, we hold your identity documents, your company and tax records, and our correspondence with you, to deliver the services and meet our legal duties. Lawful bases: our contract with you, and legal obligation (anti-money laundering rules, tax law and company law). We keep a client file for 6 years after we stop acting for you. Where the law requires a record to be kept longer, we keep it for as long as that rule requires: anti-money laundering identity records for at least 5 years after the business relationship ends, and the evidence of an identity verification we carry out as a Companies House ACSP for 7 years from the date of the check.

Documents you send us. When we need documents such as a passport or a bank statement, we ask you to send them by email to support@fileminder.co.uk. Please send them only to that address. Once received, they form part of your enquiry or client file and are kept as described above.

Free compliance check. When you use our compliance checker, we send the company number you enter to the Companies House public API and show you the public company profile and filing dates it returns. If you ask for the action plan by email, we send your email address and the company's name, number, status and deadlines through Resend to deliver that report. This does not subscribe you to marketing unless you tick the separate box. Lawful basis: our legitimate interest in providing the free tool and the report you ask for.

Newsletter, free resources and course waitlists. If you sign up to our newsletter, tick the optional box when you request a free resource or an action plan, or join a course waitlist, Resend holds your email address, language, where you signed up, the topic or course you chose, and when you agreed and to which version of the wording. The two course waitlists are separate lists. A starter-pack request emails you the pack and tells our support inbox; it does not add you to a marketing list unless you opt in. Lawful basis: your consent. We keep these details until you unsubscribe. Every marketing email has an unsubscribe link, and you can also reply to any email or write to support@fileminder.co.uk to unsubscribe or object to marketing at any time. After you unsubscribe, your contact stays marked as unsubscribed so that we do not email you again.

Website analytics and reviews. Google Analytics 4 and Trustpilot's scripts load only if you choose "Accept all" in the cookie banner. Lawful basis: your consent, which you can withdraw at any time through "Cookie settings" at the bottom of every page. Separately, we keep simple counts of website events (the event, the page and the language) for 120 days, with no visitor identifier.

Payments. If you pay us by card through Stripe, or through Wise, they process your payment details under their own terms; we receive confirmation of the payment, not your card details. Course purchases on Payhip work the same way. Lawful basis: our contract with you.

Finance and business introductions. If you ask us about business finance for your UK limited company, or about an introduction to another business (for example building or property management), we use your enquiry to discuss a possible introduction to a finance provider, broker or business. We share your details with a provider or business only after you have agreed to an introduction to it by name, and only what it needs. We may receive a referral fee, which we tell you about before you decide. Lawful basis: taking steps you ask for, with your agreement to each introduction. Records are kept as described above for enquiries and client files.

Who we share data with We use a small number of service providers, each only for the purpose stated: Vercel (website hosting), Resend (email delivery, and marketing email where you have opted in), Google Analytics and Trustpilot (only after you accept optional cookies; see our Cookie Policy), WhatsApp/Meta (if you message us on WhatsApp), Upstash (short-lived rate-limit counters for the website assistant, and the event counts above), Stripe, Wise and Payhip (payments), Companies House and HMRC (the filings and identity verifications we make for you), a finance provider, broker or other business you have agreed to be introduced to, and our regulator AAT, our professional advisers or law enforcement where the law requires it. We do not sell your data.

Website assistant The optional Fileminder Assistant provides general website information; it does not make legal or similarly significant decisions and is not a substitute for professional advice. It selects a reviewed answer from a small, version-controlled Fileminder knowledge set. It does not send your question to OpenAI or another generative AI provider, browse the web, access client or government systems, or perform an action for you. Do not enter confidential information, identity-document data, tax references, banking information, login credentials, or client data.

We rely on our legitimate interests in providing secure, efficient website support for this processing. Each question is processed independently through our website host. The interface keeps the visible exchange in temporary browser memory only and does not intentionally save transcripts to local storage, our application database, Resend, or Google Analytics. Reloading the page or using "Clear conversation" removes that browser-memory copy. To limit automated abuse, we send Upstash a salted one-way identifier derived from limited request data; we do not send it the question or answer text. The resulting short-lived rate-limit counters expire automatically.

If optional analytics cookies are accepted, we may record non-content events such as opening the assistant, receiving an answer, selecting an approved source, or requesting human help. We do not send the question, answer, name, contact details, company number, or chat identifier to Google Analytics.

International transfers Some of these providers, including Vercel, Resend, Google, Meta, Stripe and Upstash, are based in the United States or process data there. When personal data leaves the UK, we rely on the UK's adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, for providers certified under it) or on the International Data Transfer Agreement or Addendum in the provider's data processing terms. You can ask us which safeguard applies to a provider.

Your rights You have the right to access your data, correct it, have it erased, restrict or object to its use, and receive a copy in a portable form. Where we rely on your consent you can withdraw it at any time, and you can object to marketing at any time without giving a reason. Some rights are limited where the law requires us to keep a record, such as anti-money laundering records. To use any of these rights, email support@fileminder.co.uk. You can also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

Cookies See our Cookie Policy for details on what cookies we use and how to manage them.

Changes to this policy We update this policy when the way we use data changes; the date at the top shows the latest version.

Contact Fileminder Ltd, 159 Kilburn High Road, London, NW6 7HU. Company number 17027059, registered in England and Wales. Email: support@fileminder.co.uk