Privacy Policy

    Last updated: February 2025

    Introduction

    Record OS respects your privacy and is committed to protecting personal data collected in connection with our services. This Privacy Policy explains how we collect, use, disclose, and protect personal information from our business clients and their representatives in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

    1. Data Controller

    Count LTD, registered in the United Kingdom, is the data controller responsible for the processing of personal data. If you have any questions about this Privacy Policy or our data practices, please contact us:

    privacy@record-os.com

    2. Personal Data We Collect

    We collect and process only the personal data necessary for delivering and supporting our services. This may include:

    • Business Contact Information: Name, work address, work email, phone number, and job title of client representatives.
    • Financial Information: Bank details, transaction data, and financial account information (as needed for tax compliance services).
    • Usage Data: Information about interactions with our services, including IP addresses, login information, browser type, and usage history.
    • Technical Data: Device information, operating system, and other technical data related to accessing our systems.
    • Analytics Data: Anonymized and aggregated information about website usage collected via Google Analytics cookies (e.g., pages viewed, session duration, traffic sources, and user behavior patterns).

    3. How We Collect Personal Data

    We may collect personal data in the following ways:

    • Direct Interactions: Information provided directly by our clients or their representatives when engaging our services, contacting us, or interacting with our customer support.
    • Automated Collection: Data collected through automated means when accessing our website or applications, including through cookies and similar technologies.
    • Google Analytics: We use Google Analytics cookies on our website to measure and analyse usage. These cookies collect aggregated, pseudonymised data about how visitors use the site. We use this information to improve content, usability, and performance. Collection of Analytics cookies is based on your consent, which you can manage at any time (see the Cookies section).
    • OpenAI Ads Measurement Pixel: If you accept advertising cookies, we load OpenAI's measurement pixel. It records the pages you view on our website, when you click a sign-up link and when you book a call, together with the ChatGPT ad click identifier, cookie identifiers and device and browser information. OpenAI uses this to tell us which ChatGPT ads lead to these actions and to optimise our ad delivery. We do not send your name or email address.
    • Third-Party Sources: Where necessary, we may obtain information from third parties, such as financial institutions or public records, to verify or process financial transactions.

    4. Purpose and Legal Basis for Processing

    Record OS processes personal data in compliance with UK GDPR. Our main purposes and legal bases for processing include:

    • Service Delivery: To provide, operate, and maintain our automated financial services, including but not limited to tax compliance (Performance of a Contract).
    • Client Support: To respond to client inquiries, provide support, and manage client accounts (Legitimate Interests).
    • Compliance: To fulfill legal and regulatory obligations, including those related to financial reporting and tax compliance (Legal Obligation).
    • Business Development: Where appropriate, to develop and improve our services and analyse trends for service enhancements (Legitimate Interests).
    • Marketing Communications: To send business-related marketing communications to client representatives who have consented to receive such information. Consent may be withdrawn at any time by contacting us or using the unsubscribe option.
    • Analytics: To measure and analyse website usage, improve content relevance, and optimise user experience using aggregated data collected by Google Analytics (Consent).
    • Advertising Measurement: To measure and optimise our ChatGPT ads using the OpenAI Ads Measurement Pixel (Consent).

    5. Data Sharing

    We do not sell or lease personal data. However, we may share data with trusted third parties as necessary for business purposes, including:

    • Service Providers: We may share data with third-party providers who assist with IT support, data processing, financial services, and website analytics (including Google LLC for Google Analytics) and advertising measurement (OpenAI, for ChatGPT ads, only with your consent). These third parties are subject to data protection agreements.
    • Professional Advisors: Accountants, legal advisers, and auditors who assist with compliance, accounting, and regulatory matters.
    • Legal and Regulatory Bodies: Where required by law, we may disclose data to regulators, law enforcement, or other government authorities.

    6. International Data Transfers

    If personal data is transferred outside of the United Kingdom, we ensure that adequate safeguards are in place, such as Standard Contractual Clauses (SCCs), to protect the privacy and security of data in line with UK GDPR.

    7. Data Retention

    We retain personal data only as long as is necessary to fulfill the purposes for which it was collected, or as required by law. Data that is no longer required will be securely deleted or anonymized, following our data retention policy.

    8. Privacy Rights

    Under data protection laws, client representatives have the following rights regarding their personal data:

    • Right to Access: Request a copy of the personal data we hold about them.
    • Right to Rectification: Request corrections to any incomplete or inaccurate information.
    • Right to Erasure: Request the deletion of personal data where applicable.
    • Right to Restrict Processing: Request a limitation on the processing of data under certain conditions.
    • Right to Data Portability: Request a copy of data in a machine-readable format, where applicable.
    • Right to Object: Object to the processing of data for certain purposes, including for marketing.
    • Right to Withdraw Consent: Withdraw consent where data processing is based on consent (e.g., marketing communications, Google Analytics cookies and advertising cookies). Use Cookie settings in the website footer to change your choice at any time.

    To exercise these rights, please contact us using the details in Section 1. We will respond to requests within one month, in compliance with legal requirements.

    9. Data Security

    Record OS implements industry-standard security measures to protect personal data from unauthorized access, loss, alteration, and disclosure. Security practices include access controls, encryption, and regular assessments. While we take all reasonable precautions, no transmission over the internet can be entirely secure.

    10. Cookies

    We use cookies to improve website functionality and performance. These include:

    • Essential Cookies: Required for core website functionality, including session management and secure login. These cookies are strictly necessary and cannot be switched off in our systems.
    • Google Analytics Cookies: Used to collect anonymized information on website usage such as visitor counts, pages visited, session duration, and user behavior patterns. We use this information to improve content and performance. You can manage or disable Google Analytics cookies via your browser settings or opt-out tools:
    • Advertising Cookies: Set by OpenAI's measurement pixel, only if you accept advertising cookies, to measure which ChatGPT ads lead to page views, sign-ups and booked calls. See OpenAI's privacy policy: https://openai.com/policies/privacy-policy

    Where required, we will request your consent before setting non-essential cookies. You can withdraw consent at any time through your browser settings or applicable consent management tools.

    11. Updates to This Privacy Policy

    This Privacy Policy may be updated periodically to reflect changes in our practices, legal requirements, or service offerings. Significant updates will be communicated through our website or direct communication with clients.

    12. Complaints

    If you are dissatisfied with how we handle personal data, please contact our Data Protection Officer at the details in Section 1. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

    Record OS is dedicated to ensuring the privacy and data security of our business clients and their representatives.