Notice on Privacy and Personal Data

PoundLedgerix regards the careful handling of personal information as a core responsibility. This notice explains the information we collect, why we use it and the measures we take to protect it, including safeguards under the UK GDPR. It describes how data is received, processed, retained and secured.

1. Responsibility for your personal data

Under the UK GDPR, responsibility for your personal information rests with the website operator and the PoundLedgerix platform. Our legal notice provides the relevant contact details and additional information. You may also send privacy enquiries to our data protection officer.

2. Personal information we obtain

We obtain the information necessary to deliver the service, satisfy legal duties and keep the platform safe. This can include:

Identity details: your given name, surname and date of birth, used to establish who you are and verify your age.
Contact details: your email address, telephone number if supplied, country of residence and, where applicable, postal address.
Account and payment records: payment information, deposits, withdrawals and transaction-related activity.
Technical and usage data: IP address, device and browser information, login timestamps and network details.
Verification records: identity documents, address evidence and other information required for relevant KYC and AML procedures.

We generally avoid collecting special-category data, including information about health or religious beliefs, unless the law requires it or you have specifically authorised its use.

3. Where your information comes from

We may receive your information from a number of protected sources, including:

Details submitted by you: for example, during registration, when changing account information, uploading documents or contacting support.
Data gathered automatically: including cookies, server logs, analytics information and technical records created through your use of the platform.
Data supplied by other organisations: such as payment providers handling deposits or withdrawals, KYC and AML screening services, and social login providers where you have authorised access.

4. Uses of personal information

Depending on the circumstances, our lawful grounds for using your information may include one or more of the following:

Setting up and managing your account, providing assistance and operating the platform features available to you.
Handling and safeguarding payment activity, including money credited to or withdrawn from your account.
Offering suitable support and dealing with your questions, requests and reported problems.
Complying with legal and regulatory duties, including KYC, AML and tax obligations.
Defending our services by detecting and preventing fraud, misuse and attempted unauthorised access.
Improving the platform’s usability, performance and available features.
Sending operational updates or marketing communications where you have opted in to receive them.

5. Lawful grounds for processing

Taking requested pre-contract steps or performing the agreement we have made with you (Article 6(1)(b) UK GDPR).
Fulfilling statutory duties (Article 6(1)(c) UK GDPR), including anti-money-laundering requirements.
Acting on legitimate interests (Article 6(1)(f) UK GDPR), such as protecting the platform, maintaining resilience and delivering a dependable service.
Your clear consent (Article 6(1)(a) UK GDPR), for example for marketing or non-essential features.

6. Circumstances for sharing information

We disclose information only where necessary and to selected recipients or service providers, which may include:

Banks and payment providers involved in receiving deposits or facilitating withdrawals.
Authorised specialist providers that perform KYC and AML screening.
Cloud hosting and technology partners working under appropriate data-processing arrangements.
Analytics and information-security suppliers, using anonymisation or pseudonymisation where reasonably possible.
Professional consultants, such as legal or tax advisers, where specialist advice is required.
Courts and public authorities when disclosure is legally required or needed to bring, pursue or defend legal proceedings.

We do not sell your personal information or disclose it to third parties for their separate commercial purposes.

7. Transfers of data abroad

Certain providers, including hosting and analytics suppliers, may be based outside the UK or European Economic Area. For international transfers, we apply recognised safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, binding corporate rules or an applicable adequacy decision.

8. How we secure information

We use a combination of technical controls and organisational procedures to protect personal information:

Protected connections using current protocols, including TLS 1.3 or a later equivalent.
Strong encryption for sensitive data held in our systems, including AES-256 where appropriate.
Planned security checks, penetration testing and reviews conducted by independent experts.
Continuous monitoring intended to spot unusual activity and potential security events.
Access permissions assigned according to role and a genuine business need.
Client funds held in segregated accounts with regulated service providers.

No internet service can remove every security risk; these measures are designed to limit risks that can reasonably be anticipated.

9. Information retention periods

We retain personal information only as long as necessary for the purposes described in this notice or as required by law:

For the duration of your active account and contractual relationship.
After closure, for the period required by applicable rules, which may include retaining tax or regulatory records for 5–10 years.
Where consent supports processing, such as marketing, until you revoke that consent.

Once information is no longer needed, we securely erase it or anonymise it.

10. Your rights under data protection law

Data protection legislation provides you with several rights concerning your personal information, including the right to:

Ask whether we process personal information about you and receive a copy of that information.
Request correction of inaccurate information or completion of incomplete records.
Seek deletion where there is no continuing lawful reason to keep the information.
Ask us to restrict or suspend processing in situations recognised by law.
Receive your information in a structured, widely used and machine-readable format so it can be moved to another provider.
Revoke consent at any time where consent is the legal ground for processing.
Complain to the relevant data protection supervisory authority.

11. Cookies and comparable technologies

Cookies and similar technologies allow the website to operate, help us understand visitor behaviour and support service improvements. Essential cookies are enabled by default; analytics and advertising cookies require your consent. Further information appears in our separate cookie notice.

12. Changes to this privacy notice

This notice may be revised when laws, regulatory expectations or the platform develop. The latest version will remain available on our website. Where a change significantly affects you, we will inform you by email or via an in-platform notification.

13. Privacy enquiries and data protection contact

For questions about this notice, privacy or your rights, contact [email protected] or use the website contact form. Our data protection contact will review your message and respond within a reasonable period.

By using PoundLedgerix, you acknowledge that you have read this notice and agree to its terms.