About us
Privacy Policy
Effective Date: October 31, 2026
Numverse ("Numverse," "we," "our," or "us") is committed to protecting your privacy and handling personal information in a transparent, secure, and lawful manner.
This Privacy Policy explains how we collect, use, disclose, store, and otherwise process personal information when you access our website, purchase our services, engage our team, communicate with us, or otherwise interact with Numverse.
This Privacy Policy applies to services provided by Numverse, including bookkeeping, financial reporting, tax preparation and compliance support, payroll administration, business consulting, financial planning, our private client workspace, digital platform features, financial analysis tools, and related services.
By using our services, you acknowledge that your personal information may be processed as described in this Privacy Policy. Where consent is legally required for a particular activity, we will obtain that consent separately where appropriate.
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1. WHO WE ARE
1.1. Numverse is a United Kingdom based accounting and financial operations firm specialising in bookkeeping, accrual accounting, financial reporting, payroll administration support, Cost of Goods Sold management, and financial operations for business clients.
1.2. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, Numverse may act as a Data Controller or a Data Processor depending on the nature and purpose of the processing.
1.3. Where Numverse determines the purposes and means of processing personal information, it acts as the Data Controller. Where Numverse processes personal information solely on behalf of a business client and in accordance with that client's instructions, Numverse acts as the Data Processor.
1.4. Where Numverse acts as a Data Processor, the relevant business client may be responsible for determining the purposes and lawful basis of processing and for providing appropriate privacy information to the individuals concerned.
1.5. Privacy enquiries may be submitted through the official Numverse support email published on our website or provided through our client workspace.
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2. SCOPE OF THIS PRIVACY POLICY
2.1. This Privacy Policy applies to personal information collected through our website, client workspace, accounting and financial operations services, payroll administration support, client communications, financial reporting tools, digital platform features, and third-party services integrated with our operations.
2.2. It applies to personal information relating to business owners, founders, directors, employees, contractors, authorised platform users, customers, suppliers, and other identifiable individuals whose information may be included in records processed by Numverse.
2.3. This Privacy Policy also applies to information submitted through Anatomy, our business financial knowledge and memory feature, and Money Concierge, our AI-assisted financial support prototype operating through Microsoft Teams.
2.4. This Privacy Policy does not govern third-party websites, applications, or services that operate independently of Numverse, even where they are linked to or integrated with our services. Such services are governed by their own privacy policies and terms.
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3. INFORMATION WE COLLECT
The information we collect depends on how you interact with Numverse, the services you use, the permissions you grant, and the information provided by you or the business you represent.
3.1. Personal Information. We may collect names, business email addresses, contact details, business addresses, account identifiers, professional information, correspondence, and other information that identifies or relates to an individual.
3.2. Business and Financial Information. Where you engage our services, we may collect business financial records, accounting entries, invoices, receipts, expenses, transaction records, revenue information, financial statements, Cost of Goods Sold data, bookkeeping information, tax-related records, financial forecasts, and supporting documentation required to provide our services.
3.3. Bank Transaction Information. Where provided or authorised, we may process transaction dates, amounts, descriptions, payment references, counterparties, transaction categories, account-related identifiers, and other information needed to reconcile records, prepare reports, support financial analysis, or operate connected features.
3.4. Payroll and Employee Information. Where payroll or related services are provided, we may collect employee names, contact details, compensation information, payment details, working arrangements, tax identifiers, deductions, and other information required to administer payroll or support applicable employment, accounting, and tax obligations.
3.5. Platform and Account Information. When you access our website or client workspace, we may collect account details, user preferences, login records, service selections, support requests, platform activity, feature usage, and other information necessary to administer your account and provide our services.
3.6. Xero and Connected Service Information. Where you authorise an integration with Xero or another third-party service, we may access information made available through the connection, subject to the permissions granted. This may include accounting records, invoices, transaction details, contacts, and other information needed to provide the connected functionality.
3.7. Founder Lessons, Milestones, and Business Experiences. Through Anatomy and related memory features, Numverse may collect information founders choose to record about business milestones, lessons learned, mistakes, challenges, decisions, strategies, experiences, and outcomes. This information may be used to organise business knowledge, preserve context, identify recurring patterns, and support future reflection or decision-making.
3.8. AI Prompts and Responses. When you interact with Money Concierge or another AI-assisted feature, we may process questions, prompts, instructions, contextual information, financial data made available to the feature, generated responses, and related interaction records.
3.9. Website Enquiries and Communications. If you contact us, request information, or communicate with our team, we may collect your name, email address, business details, enquiry contents, attachments, and other information you choose to provide.
3.10. Technical and Usage Information. Depending on the technologies implemented, we may collect IP addresses, browser types, device information, access timestamps, session details, error reports, security logs, cookie identifiers, and other technical information relating to the use of our website or platform.
3.11. Information from Third Parties. We may receive information from business clients, authorised representatives, connected accounting systems, financial service providers, payroll systems, technology providers, and other sources where the information is relevant to our services and its collection is permitted by law.
3.12. Sensitive Information. Financial and payroll records may contain information that is sensitive or subject to additional legal protections. We process such information only where appropriate for the relevant service, authorised instructions, applicable law, or another permitted basis.
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4. HOW WE USE PERSONAL INFORMATION
Numverse uses personal information for purposes connected with delivering, administering, securing, and improving its services.
4.1. Service Delivery. We process information to provide bookkeeping, financial reporting, accounting support, tax preparation and compliance support, payroll administration, business consulting, financial planning, and related services.
4.2. Financial Analysis and Reporting. We use relevant financial records to reconcile transactions, prepare statements, analyse business performance, support financial planning, generate reports, and assist clients in understanding their financial position.
4.3. Platform Operation. We process information to provide access to the client workspace, administer accounts, operate financial dashboards, support connected integrations, and deliver platform features.
4.4. Anatomy and Business Memory. We may use founder lessons, milestones, mistakes, business decisions, and recorded experiences to build an organised memory of business knowledge. This may help users retrieve prior context, reflect on past decisions, identify recurring themes, and understand patterns in their business journey.
4.5. Tax Watch. Where available, Tax Watch may analyse relevant transaction and accounting information to produce accumulating tax estimates or related indicators. These outputs depend on the information available and the assumptions or calculations used by the feature.
4.6. Simulation Lab. Where available, Simulation Lab may process supplied or connected financial information to model hypothetical business scenarios, compare assumptions, and explore potential outcomes.
4.7. Money Concierge. Money Concierge is currently a prototype operating through Microsoft Teams, which also serves as our workspace for client communications and access to a dedicated accountant. Information submitted to or made available through Money Concierge may be processed to generate responses, provide financial context, and support client interactions.
4.8. Client Support. We use information to respond to questions, communicate with clients, resolve issues, provide service updates, and coordinate with the relevant dedicated accountant.
4.9. Administration and Billing. We may process information to manage client relationships, administer service agreements, maintain business records, process payments, and address account-related matters.
4.10. Security and Improvement. We may use relevant technical and usage information to troubleshoot issues, maintain platform reliability, detect unauthorised access, prevent misuse, and assess or improve our services.
4.11. Legal and Regulatory Compliance. We may process information to comply with applicable legal, tax, accounting, employment, recordkeeping, regulatory, and lawful reporting requirements.
4.12. Legal Claims and Protection. We may process information where reasonably necessary to establish, exercise, or defend legal claims, enforce agreements, or protect Numverse, its clients, personnel, and services.
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5. LAWFUL BASES FOR PROCESSING
Where applicable data protection law requires a lawful basis, Numverse will rely on a basis appropriate to the purpose and circumstances of the processing.
5.1. Contractual Necessity. We may process information where necessary to enter into or perform a contract, provide requested services, administer a client account, or take steps requested before entering into a contract.
5.2. Legal Obligations. We may process information where necessary to comply with legal or regulatory obligations, including applicable accounting, tax, payroll, employment, and recordkeeping requirements.
5.3. Legitimate Interests. We may process information where necessary for legitimate interests pursued by Numverse or another party, provided those interests are not overridden by the rights and interests of the individual concerned. These interests may include service administration, business operations, security, service improvement, and the prevention of fraud or misuse.
5.4. Consent. Where consent is required or appropriate, we will seek it for the relevant processing activity. This may include certain non-essential cookies or other activities for which applicable law requires consent.
5.5. Other Permitted Grounds. We may rely on another lawful basis where it is available and appropriate under applicable law.
5.6. The appropriate lawful basis depends on the specific processing activity and whether Numverse acts as a Data Controller or Data Processor. Where Numverse acts as a Data Processor, the relevant client is generally responsible for determining the lawful basis for the processing it instructs us to perform.
5.7. Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal, and we may continue processing where another lawful basis applies.
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6. FINANCIAL DATA AND CONNECTED SERVICES
6.1. Numverse may process financial information provided directly by clients or made available through authorised integrations. The scope of information received depends on the service, the permissions granted, and the functionality enabled.
6.2. Where a client connects Xero or another financial service, Numverse may access and process information made available through that connection to support bookkeeping, reporting, reconciliation, analysis, or other authorised functions.
6.3. Numverse does not independently control the privacy practices of third-party providers acting as separate Data Controllers. Those providers may process information under their own privacy policies, contractual terms, and legal obligations.
6.4. Clients are responsible for ensuring that they are authorised to provide relevant information to Numverse and to enable the integrations they choose to use. Clients should review the permissions granted to connected services and revoke access when it is no longer required, where that option is available.
6.5. Financial reports, tax estimates, and other outputs depend on the accuracy, completeness, and timeliness of the available records. Clients should provide updated information and notify Numverse of relevant errors or omissions.
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7. ANATOMY AND FOUNDER MEMORY
7.1. Anatomy is designed to help businesses organise and retain financial knowledge, business context, and relevant experiences within a structured memory environment.
7.2. Information recorded through Anatomy may include business milestones, lessons learned, mistakes, challenges, strategic decisions, operational experiences, founder reflections, and outcomes. Users may voluntarily provide this information to preserve knowledge that may otherwise be lost over time.
7.3. Numverse may process these records to organise information, support retrieval, connect related topics, identify recurring patterns, and provide context for future business reflection or decision-making.
7.4. The information may contain personal opinions, commercially sensitive information, or information about identifiable individuals. Users should provide only information they are authorised to share and should avoid including unnecessary personal or sensitive information about other people.
7.5. Anatomy is intended to organise and support the use of recorded business knowledge. Identifying a pattern does not guarantee that a conclusion is correct, that a past outcome will repeat, or that a particular decision will produce a particular result.
7.6. Access to founder memory records should be limited to authorised users and relevant service providers as necessary to operate the feature. Where a business client controls the information and Numverse acts as a Data Processor, the client remains responsible for determining the purposes of processing and the appropriate access permissions.
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8. MONEY CONCIERGE AND ARTIFICIAL INTELLIGENCE
8.1. Money Concierge is currently a prototype that operates through Microsoft Teams. Microsoft Teams also serves as Numverse's client workspace, where clients can communicate with their dedicated accountant and access relevant service interactions.
8.2. Information processed through Microsoft Teams may include messages, questions, financial context, attachments, account information, and other content submitted through the workspace. The information available to Money Concierge may depend on the feature configuration and permissions granted.
8.3. Money Concierge may use third-party AI technology to interpret questions and generate responses. Information submitted to the feature or made available as context may be processed by Numverse, Microsoft, and the relevant AI technology provider, depending on the configuration and service arrangements.
8.4. The identity of the AI provider, the precise data flows, and the applicable retention and model-training arrangements depend on the technical implementation and contractual terms in effect. Numverse will assess these arrangements and provide further information where required by applicable law.
8.5. AI-generated responses may be incomplete, inaccurate, outdated, or unsuitable for a particular business circumstance. Responses are intended to support financial understanding and client interactions and should not be treated as a substitute for professional review where that review is necessary.
8.6. Tax estimates, financial explanations, and scenario outputs may rely on assumptions, available records, transaction categorisation, or other limitations. They do not guarantee a final tax liability, a particular financial outcome, or the accuracy of every conclusion.
8.7. Users should avoid submitting unnecessary sensitive personal information into AI features. Where information relates to employees, customers, suppliers, or other individuals, users should ensure that they are authorised to provide it.
8.8. AI features may change as they are tested, developed, or improved. Availability and functionality may vary while Money Concierge remains a prototype.
8.9. Numverse does not intend for AI features to make solely automated decisions that produce legal or similarly significant effects on an individual without applicable safeguards required by law. If such processing is introduced, the relevant information and safeguards will be provided as required.
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9. HOW WE SHARE PERSONAL INFORMATION
Numverse may share personal information where necessary to provide services, operate its business, comply with law, or fulfil another permitted purpose.
9.1. Service Providers. We may share information with providers supporting cloud hosting, data storage, software, security, communications, analytics, customer support, and other operational functions.
9.2. Microsoft and Workspace Services. Information processed through Microsoft Teams may be handled by Microsoft in accordance with the applicable service configuration, contractual terms, and privacy documentation.
9.3. AI Providers. Where AI-enabled features are used, relevant information may be processed by the provider supporting those features, subject to the applicable configuration and contractual arrangements.
9.4. Accounting and Financial Integrations. We may exchange information with Xero and other authorised services where necessary to provide connected accounting or financial functionality.
9.5. Professional Advisers. We may disclose information to accountants, auditors, legal advisers, insurers, and other professional advisers where reasonably necessary for business, legal, or professional purposes.
9.6. Authorities and Regulators. We may disclose information to courts, regulators, tax authorities, law enforcement bodies, or other authorities where disclosure is legally required or otherwise permitted.
9.7. Business Transactions. Information may be disclosed to prospective or actual purchasers, investors, successors, or professional advisers in connection with a merger, acquisition, financing, restructuring, or transfer of all or part of the business, subject to appropriate safeguards.
9.8. Authorised Recipients. We may share information with recipients where the relevant client or individual has authorised the disclosure or where disclosure is otherwise permitted by law.
9.9. We do not intend to disclose personal information indiscriminately. Access should be limited to recipients who require the information for an authorised purpose, subject to applicable contractual, technical, and legal safeguards.
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10. INTERNATIONAL DATA TRANSFERS
10.1. Numverse may use international cloud infrastructure and technology providers. Depending on the services and systems used, personal information may be stored, accessed, or processed in countries outside the United Kingdom.
10.2. The exact processing locations may vary by provider and service. Where applicable law requires safeguards for an international transfer, Numverse will ensure that an appropriate transfer mechanism or permitted exception is in place before making the transfer.
10.3. Applicable safeguards may include an adequacy decision or regulations, approved contractual safeguards, or another legally permitted transfer mechanism, depending on the circumstances.
10.4. Further information about relevant international transfers and safeguards will be made available where required by applicable law.
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11. COOKIES AND SIMILAR TECHNOLOGIES
11.1. Numverse may use cookies, local storage, pixels, and similar technologies on its website or platform.
11.2. These technologies may support essential website functionality, authentication, security, user preferences, analytics, performance monitoring, and other functions depending on the technologies implemented.
11.3. Non-essential cookies and similar technologies will be used in accordance with applicable law. Where consent is required, users will be provided with an appropriate opportunity to make or change their choices.
11.4. The specific cookies, providers, purposes, and retention periods depend on the technologies deployed. Further details should be provided through the applicable cookie notice or preference tool.
11.5. Browser settings may allow users to manage certain cookies. Disabling essential cookies may affect the availability or functionality of some services.
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12. DATA RETENTION
12.1. Numverse retains personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, subject to applicable legal, regulatory, accounting, tax, employment, contractual, and recordkeeping requirements.
12.2. Retention periods depend on the type of information, the purpose for which it was collected, the length of the client relationship, applicable legal obligations, and whether the information is needed to establish, exercise, or defend legal claims.
12.3. Financial records, payroll information, tax-related documents, client communications, and business account records may need to be retained after a service ends where required by law or reasonably necessary for legitimate business and legal purposes.
12.4. Founder lessons, milestones, mistakes, and other Anatomy records may be retained for as long as necessary to provide the relevant functionality, subject to applicable client instructions, retention arrangements, and legal requirements.
12.5. Information associated with Money Concierge, Microsoft Teams, AI interactions, technical logs, and other connected services may be subject to separate retention settings or policies operated by the relevant providers.
12.6. When information is no longer required, Numverse will take appropriate steps to delete it, anonymise it, or otherwise dispose of it in accordance with applicable requirements and its retention practices.
12.7. Information stored in backups or systems operated by third-party providers may not be removed immediately from every system when it is deleted from an active service. Such information will be handled in accordance with applicable retention arrangements and legal requirements.
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13. DATA SECURITY
13.1. Numverse recognises the importance of protecting financial and personal information against unauthorised access, disclosure, alteration, loss, or destruction.
13.2. We will implement and maintain appropriate technical and organisational measures designed to protect personal information, taking into account the nature of the information, the risks involved, the services provided, and applicable legal requirements.
13.3. Depending on the systems and services deployed, protective measures may include access controls, permissions management, authentication controls, secure transmission, monitoring, confidentiality obligations, and security practices applied by relevant service providers.
13.4. No website, platform, storage system, or electronic transmission can be guaranteed to be completely secure. Users should maintain appropriate account security practices and notify Numverse promptly if they suspect unauthorised access to their account or information.
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14. INDIVIDUAL RIGHTS
Depending on the applicable law and the circumstances of the processing, individuals may have rights concerning their personal information.
14.1. Right of Access. You may have the right to request access to personal information held about you.
14.2. Right to Rectification. You may have the right to request correction of inaccurate or incomplete personal information.
14.3. Right to Erasure. You may have the right to request deletion of personal information where the legal conditions for erasure are met.
14.4. Right to Restriction. You may have the right to request that processing be restricted in certain circumstances.
14.5. Right to Object. You may have the right to object to processing based on legitimate interests or to processing for direct marketing, as applicable.
14.6. Right to Data Portability. You may have the right to receive certain personal information in a portable format where the legal conditions for portability are met.
14.7. Withdrawal of Consent. Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out before withdrawal.
14.8. Automated Decision-Making. Where applicable law provides rights in relation to solely automated decisions that produce legal or similarly significant effects, those rights will apply in accordance with the relevant legal conditions.
14.9. These rights are not absolute and may be subject to legal exceptions. Numverse may need to retain certain information to comply with legal obligations or establish, exercise, or defend legal claims.
14.10. Where Numverse processes information solely on behalf of a business client, individuals may need to direct their requests to that client. Numverse will assist the relevant client as required by the applicable agreement and law.
14.11. Requests may be submitted through the official Numverse support email published on our website or provided through the client workspace. We may request reasonable information to verify identity and clarify the scope of a request before responding.
14.12. Where UK data protection law applies, individuals may also raise a complaint with the Information Commissioner's Office. Information is available at https://ico.org.uk/.
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15. MARKETING AND SERVICE COMMUNICATIONS
15.1. Numverse may send communications necessary to administer accounts, provide contracted services, respond to enquiries, communicate service changes, and address operational or security matters.
15.2. Where Numverse sends marketing communications, it will do so in accordance with applicable law and any required consent or other lawful conditions.
15.3. Individuals may opt out of marketing communications using an unsubscribe method provided or by contacting Numverse. Opting out of marketing does not prevent Numverse from sending communications necessary to provide services or comply with legal obligations.
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16. THIRD-PARTY SERVICES
16.1. Numverse may use or integrate with third-party services, including Microsoft Teams, Xero, cloud infrastructure providers, and AI technology providers.
16.2. These providers may process personal information under their own contractual terms, technical configurations, and privacy policies. Their roles and responsibilities depend on the service and the relevant processing activity.
16.3. Numverse is not responsible for the independent privacy practices of third parties acting as separate Data Controllers. Users should review the relevant third-party privacy information before using those services or authorising an integration.
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17. CHILDREN AND THIRD-PARTY INFORMATION
17.1. Numverse's services are designed for business use and are not intended to be directed at children.
17.2. Business records may contain personal information about employees, customers, suppliers, contractors, and other individuals who are not direct Numverse clients. Such information will be processed only as appropriate for the relevant service, authorised instructions, and applicable law.
17.3. Clients should ensure that they are authorised to provide personal information to Numverse and should avoid providing information that is not reasonably necessary for the services requested.
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18. PERSONAL DATA BREACHES
18.1. If Numverse becomes aware of a personal data breach affecting information for which it is responsible, we will assess the incident and take appropriate steps to contain, investigate, and address it.
18.2. Where applicable law requires notification to a supervisory authority or affected individuals, Numverse will provide the required notification within the applicable timeframe.
18.3. Where Numverse acts as a Data Processor, we will notify the relevant Data Controller of a personal data breach in accordance with the applicable agreement and legal requirements.
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19. CHANGES TO THIS PRIVACY POLICY
19.1. Numverse may update this Privacy Policy to reflect changes in our services, platform features, technology providers, processing activities, legal requirements, or privacy practices.
19.2. The current version will be made available through an appropriate Numverse channel. Where required by law, we will provide notice of material changes or obtain consent before introducing a processing activity for which consent is required.
19.3. The effective date at the beginning of this Policy indicates when the relevant version is intended to take effect.
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20. CONTACT US
20.1. Questions, concerns, or requests relating to this Privacy Policy or the handling of personal information may be submitted through the official Numverse support email published on our website or provided through the client workspace.
20.2. Please provide sufficient information to help us understand and respond to your enquiry. Avoid including unnecessary financial details or sensitive personal information in an initial message.
20.3. Numverse will review privacy enquiries and respond in accordance with applicable legal requirements.
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