The personal information we collect depends on your relationship with us and the services we provide.

It may include the following.

Identity and contact information

This may include:

• name;
• date of birth;
• home or business address;
• email address;
• telephone number;
• National Insurance number;
• Unique Taxpayer Reference (“UTR”);
• company number;
• job title;
• employment details; and
• details of directors, shareholders, partners or other individuals connected with a business.

Identity verification and AML information

To comply with our legal and regulatory obligations, we may collect:

• passports;
• driving licences;
• proof of address;
• photographs or other identity information;
• Companies House information;
• information required to verify identity;
• information relating to beneficial ownership;
• sanctions and politically exposed person (“PEP”) screening results;
• source of funds or source of wealth information where required;
• information relating to business activities and ownership structures; and
• other information required for anti-money laundering and financial crime checks.

We currently use LexisNexis to assist us with identity verification, anti-money laundering screening and sanctions/PEP screening.

Accountancy and tax information

Depending on the services we provide, this may include:

• accounting records;
• bookkeeping records;
• invoices and receipts;
• business income and expenditure;
• tax returns and tax calculations;
• VAT information;
• Corporation Tax information;
• Self Assessment information;
• payroll information;
• pension information;
• Companies House records;
• financial statements;
• details of assets and liabilities;
• information about business transactions;
• HMRC correspondence;
• HMRC authorisations and related information; and
• other financial or tax information required to provide our services.

Financial and payment information

We may process:

• bank account information;
• payment information;
• Direct Debit information;
• details of payments made to or by Helpbox;
• billing and invoicing information; and
• information relating to failed or overdue payments.

Payment information may also be processed by third-party payment and Direct Debit providers acting on our behalf or providing services directly to us.

Payroll and employment information

Where we provide payroll or related services, we may process information concerning employees and workers of our clients, including:

• name and contact details;
• National Insurance number;
• date of birth;
• salary and pay information;
• tax codes;
• pension information;
• bank details;
• employment dates;
• holiday information;
• statutory payments;
• sickness information;
• maternity, paternity or other family-related leave information; and
• information required to calculate and process payroll.

Some payroll information, particularly health information relating to sickness, maternity or other statutory payments, may constitute special category personal data and receives additional protection under data protection law.

Where Helpbox processes this information solely on the instructions of an employer client, the employer will normally determine the relevant lawful basis and any applicable special-category condition. Where Helpbox processes special-category information for its own purposes as controller, we will ensure that an appropriate Article 6 lawful basis and Article 9 condition applies.

Communications and call recordings

We may collect information contained in:

• emails;
• telephone calls;
• Microsoft Teams conversations or meetings;
• support tickets;
• website enquiries;
• complaints;
• client instructions;
• messages and other correspondence.

We record inbound and outbound telephone calls, including sales and customer service calls.

Some Microsoft Teams meetings may also be recorded.

Customers are informed when calls or meetings are being recorded.

We may use recordings for purposes including:

• confirming instructions;
• maintaining an accurate record of communications;
• staff training;
• quality monitoring;
• resolving complaints and disputes;
• investigating potential fraud or misuse; and
• protecting Helpbox, our clients and our staff.

Our usual retention period for call recordings is 12 months, unless there is a particular reason to retain a recording for longer, such as an ongoing complaint, investigation or legal dispute.

Website and technical information

When you use our website, we may collect information such as:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• referring website;
• approximate location derived from IP address;
• interactions with our website or advertising; and
• cookie and tracking identifiers.

Further information is provided in the website and advertising section below and, where applicable, our cookie information.

Marketing information

We may record:

• whether you have agreed to receive marketing;
• the types of marketing you have received;
• how you interact with our marketing;
• whether you have opted out;
• the source from which your details were obtained; and
• advertising and audience information.

Recruitment information

If you apply to work for Helpbox, we may process:

• name and contact details;
• CV;
• employment history;
• qualifications;
• interview notes;
• salary expectations;
• information supplied through recruitment platforms;
• references where appropriate; and
• other information supplied during the recruitment process.

We currently recruit through sources including Indeed and LinkedIn.