Privacy Notice

Who looks after your information?

FoxSums Accounting is a trading name of ConstructLink Finance Ltd (company number 16810203). The company is the controller: it decides how and why personal information is used for this website and your enquiries. You can write to us at 60 Tottenham Court Road, Office 2012, Fitzrovia, London, W1T 2EW.

This notice covers visitors to the FoxSums website and quote tool, and people enquiring about our services. If you become a client, we give you separate information about how we handle your accounting records.

What happens when you get a quote?

The quote tool uses details you enter about your business, workload and chosen services to show an indicative monthly price, or lets you know when something needs checking. The calculation runs in your browser. The tool holds your answers in the open page, not in application cookies or saved browser storage. Reloading the page starts a new calculation.

You can see an estimate without sending it to us. If you only calculate a price, our advisers cannot look up your answers. Getting or sending a quote does not take a payment, open an account or commit you to a plan.

What if you choose to send your quote?

Where this option is available, select Send my quote to FoxSums to share your name, business name, email address and, if you provide it, telephone number. We receive your quote answers, selected services, the indicative result or items that still need checking, and the time you sent it. You do not need to upload any paperwork.

Once your quote has been saved, we show you a reference. Keep it for your call: it helps an authorised adviser find the answers you already gave, confirm what you need and discuss your price. Resetting the calculator does not delete a quote you have already sent. We use these details to deal with your request, not to add you to a marketing list.

What happens when you call or email?

We use the details you give us, such as your name, contact details, business needs and correspondence. We use them to answer your question, discuss a quote or take the next step you ask for. You don’t need to provide these details just to browse. If you’d like a reply, we need enough information to understand your enquiry and reach you.

Please don’t send passwords, bank details, identity documents or tax records with an initial enquiry. If we need records later, we’ll agree a suitable way to receive them. An enquiry does not add you to a marketing list.

If you ask us to take steps towards a contract with you personally, we use the information necessary to take those steps. This includes a quote you ask us to follow up. For a general enquiry, or when you contact us for a company, our basis is our legitimate interest in answering enquiries and discussing our services. We also use relevant information to meet legal obligations, such as responding to a data-rights request. If a dispute arises, we may keep information needed for our legitimate interest in establishing or defending a legal claim.

Browsing, cookies and analytics

When your device requests a page, image or download, our hosting and security providers may process its IP address, browser details, the requested address, time and any errors. We rely on our legitimate interest in delivering the site reliably, diagnosing problems and protecting it against misuse. These technical records are separate from your quote answers.

Optional analytics is off on the FoxSums website and quote tool. A choice made on the ConstructLink website is not consent to tracking here. Necessary service or security cookies may still be used. If we introduce optional analytics, we’ll explain it and give you a choice before it starts.

Who receives information?

• Zoho Sites hosts the website. Zoho Mail delivers email sent to FoxSums to the practice mailbox.
• Cloudflare provides domain-name services and hosts the separate quote tool. It can process technical requests to deliver and protect the tool. Simply calculating your price does not send the answers to the practice. If you choose to send a quote, the providers used to deliver and store that request process its contents on our behalf.
• Zadarma provides our telephone service and stores the call recordings, which contain your voice and what is said during the call. Within the practice, only the practice owner can listen to the recordings.
• Practice staff handle ordinary enquiries as needed. We may share relevant information with professional advisers if a dispute arises, or with authorities where the law requires it.

Can information be processed outside the UK?

Our suppliers operate internationally. For example, Zoho’s UK privacy policy describes processing in the European Economic Area, the United States and other countries where it operates. Cloudflare’s data processing terms describe safeguards for transfers, including contractual protections where required. Those statements describe the suppliers’ operations; they do not mean every visitor’s data goes to every location.

For details of where your information is processed or to request a copy of the safeguards that apply to it, contact sales@foxsumsaccounting.co.uk.

How long do we keep information?

If you enquire but don’t become a client, our normal retention period is 3 months after the last contact. This applies to a quote you send us, including its contact details, answers, result and reference. We then delete or anonymise the enquiry. If a legal obligation, complaint, dispute or legal hold requires us to retain some information longer, we keep only what is needed for that purpose and review the exception.

Client accounting records follow the separate rules explained when you engage us. Security logs and recovery copies follow their own retention arrangements for detecting incidents and restoring services. The three-month enquiry period is not a statement about the phone system’s recording settings or a deadline for erasing every technical log or backup.

Your rights and how to raise a concern

You can ask to see your personal information, correct inaccuracies, or ask us to delete it or limit its use. In some circumstances you can ask for a portable copy. These rights depend on why the information is being used. If we rely on your consent, you can withdraw it without affecting earlier lawful use.

For a request about a saved quote, you can give us its reference so we can locate it. We may need to check your identity before sharing personal information.

You can also ask for access to your personal information in a call recording. The approximate date and number you called from will help us find it. We may ask for enough information to confirm who you are.

If you think we’ve mishandled your information, you can complain directly to us using the same details. Tell us what happened and how you’d like us to reply. We’ll acknowledge a privacy complaint within 30 days, investigate it and let you know the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. Its helpline is 0303 123 1113.

We’ll update this notice if the way we handle information changes. Contact FoxSums Accounting.