Privacy Policy
Last updated: 01/07/2025
This privacy policy (“Policy”) describes how Fincohub Services Ltd (“Fincohub”, “we”, “us”, or “our”) collects, protects, and uses the personally identifiable information (“Personal Information”) you (“User”, “you”, or “your”) may provide on the https://www.fincohub.com/ website and any of our services (collectively, “Website” or “Services”). It also outlines your rights under the General Data Protection Regulation (EU) 2016/679 (GDPR) and relevant European privacy laws.
For the purposes of EU Regulation 2016/679 hereinafter referred to in this policy as the “GDPR” the Data Controller is Fincohub Services Ltd of Despoinas & Nikou Pattichi 27, 3071, Limassol, Cyprus.
By visiting our website or using our services, you confirm your understanding and agreement with the principles described here. If you disagree, we encourage you to cease your interaction with us and contact us directly for clarification.
1. Data Responsibility:
We periodically assess and document our legitimate interests in accordance with GDPR guidelines to ensure that your data is processed fairly and lawfully. As the Data Controller, Fincohub decides how and why your data is processed. We may collaborate with trusted third-party providers who assist us in offering a seamless experience. These providers act as data processors, and we take all reasonable measures to ensure they treat your data with the same respect and responsibility that we do. We continually review our data practices to ensure they align with legal standards and your best interests.
We process data based on legitimate interests, including for administrative efficiency, service delivery, and business improvement.
2. What kind of information we collect:
When you connect with us, you may choose to share:
- Identification Data: Name, date of birth, gender, profession, and other identifying details.
- Contact Data: Email address, phone number, and physical address for communication purposes.
- Photograph: A photograph may be requested for identity verification or regulatory compliance purposes (e.g., anti-money laundering checks).
- Professional Data: Business details, such as your role and company structure, if applicable.
- Correspondence Data: Information from our communications with you, including emails and phone calls.
- Third-Party Data: Information from trusted sources, such as financial institutions, to verify your data and meet legal requirements.
- Sensitive Data: In the course of providing our accounting services, we may collect and process sensitive financial data, including tax ID, tax returns, tax records, bank account details, and other financial information. We ensure that such data is processed in compliance with GDPR and is used solely for the purpose of delivering our services
3. How We Collect Your Data:
We only collect your personal information under the following conditions:
- With your full awareness and consent
- If necessary to provide the services or information you request
- For administrative processes
- If you become our client, we will process your data to deliver services and maintain records
Your Personal Data may be collected during the KYC procedure, engagement letters, retention agreements, or through direct communication via phone, email, in person, or other channels. Information from other sources/or trusted third-party providers may be provided by our associates (introducers), the internet, world check search engines etc. and will be used to complete your profile in our database. We may also collect additional personal data from trusted third-party sources, such as associates, search engines, and world-check databases, to complete your profile.
We will also collect your Personal Data where you request information about our services, via our website, provide information in communications with us via in person, telephone, texts, and third parties. We may collect information about your visits to us to help us personalize your experience with us. By providing this information to us you are consenting our use in the manner set out in this Policy.
When we collect Personal Data, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it. If anything is unclear, please feel free to ask for further clarification. If you object to the collection, sharing and use of your personal data we may be unable to provide you with our services. You may withdraw your consent at any time by contacting us, and we will respect your decision to do so.
If you object to the collection, sharing, and use of your personal data, we may be unable to provide you with our services.
4. How we use your personal information:
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- to schedule and deliver services.
- to send administrative emails.
- to manage payments
- to improve our website through analytics.
- for internal record keeping.
- We may use the information to improve our products and services.
- We may contact you by email, phone, fax or mail.
- We may use the information to credit reference agencies and/or banking/financial institutions for the purpose of assessing your credit score where this is a condition of us entering into contract with you.
We ensure that all such uses remain proportionate, respectful, and consistent with your reasonable expectations, based on the context and purpose for which the data was initially shared.
5. Third-Party Auditors and Financial Institutions:
In providing our accounting and auditing services, we may need to share personal and financial data with third-party auditors, financial institutions, or regulatory bodies as required. We take appropriate measures to ensure that your data is handled securely and in accordance with applicable data protection laws.
6. Collection of Data under money-laundering policies and procedures:
Fincohub undertakes client due diligence investigations in respect of each new client, as well as any individuals connected thereto, and conducts ongoing monitoring of existing client relationships. Such investigations are conducted in accordance with the Recommendations of the Financial Action Task Force (FATF) and the provisions of the applicable European Union Anti-Money Laundering Directives.
Where additional information is deemed necessary to fulfil these obligations, such information shall be obtained, including, where appropriate, from reputable third-party data providers.
Any personal data collected in the course of these processes shall be processed solely for the purposes of compliance with anti-money laundering requirements and shall be retained only for the duration required under applicable anti-money laundering and data protection legislation.
7. Compliance with Tax Regulations and Legal Requirements:
Fincohub is committed to complying with all applicable tax regulations and cooperating with the relevant tax authorities where necessary. In this case, we may be required to disclose personal data to government authorities or auditing bodies, always in compliance with applicable laws and with the utmost protection of your data.
8. Legal disclosure:
We will disclose any information we collect, use or receive if required or permitted by law, such as to comply with a subpoena, or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request. In the event we go through a business transition, such as a merger or acquisition by another company, or sale of all or a portion of its assets, your user account, and Personal Information will likely be among the assets transferred.
9. Your GDPR Rights:
We want you to know you have legal rights about your personal data. You grant use of your data under the contract and terms herein through your active conduct and use of our services. At any time, you have the right to know what personal data relates to you that is held by us, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing.
You may request the following at any time about your data held by us with regards to the services that we provide:
- The right to be informed about the personal data being processed
- The right to rectification of your personal data
- The right to erasure of your personal data
- The right to restrict processing of your personal data
- The right to data portability (to receive an electronic copy of your personal data)
- The right to object to the processing of your personal data
- The right to access your personal data
You can also request the deletion of your personal data, but this may be declined on the exception for the establishment, exercise or defence of legal claims. Please see the Information Commissioners Office in Europe here for guidance on this exception.
In accordance with the General Data Protection Regulations (“GDPR”), you may request a copy of all data that we store about you at no cost at info@fincohub.com. To protect your Personal Data, we may require identification from you before releasing the requested information. Repeated, unfounded or excessive requests may be challenged by us. There are some limited circumstances that may limit the information that we can provide to you in a request, for example, public interest, law enforcement, legal and or health related matters. Please also bear in mind that we rely on third parties for some of your information in the flow of data. It may take us the full calendar month permitted to provide a full response to your request.
10. Maintaining the Quality of Your Personal Data:
It is important to us that your Personal Data is up to date. We will take reasonable steps to make sure that your Personal Data is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
11. How Long We Keep your Data:
We retain your personal data for as long as necessary to provide our services or as required by law. Specific retention periods will vary depending on the type of data and the legal requirements.
12. Links to Other Websites:
Sometimes we may include links to websites or resources outside of our own. Once you leave our site, we don’t have control over how those websites collect or use your data. These external sites are not covered by this Privacy Policy. We encourage you to review their privacy policies before sharing any personal information.
13. Changes to this Privacy Policy:
We reserve the right to update and amend this Privacy Policy at any time, effective upon posting an updated version on the Website. If we decide to change our Privacy Policy, we will post a copy of the revised policy here. The most recent version will always include the latest “Last updated” date.
14. Information Security and how we keep your data safe:
Fincohub uses suitable technical and organizational measures to protect personal data. These include, for example, password-protected files, secure cloud storage (such as Google Drive), and restricting access to authorized staff only.
However, no data transmission over the internet or electronic storage system can be guaranteed to be fully secure. While certain risks associated with internet security and data privacy are beyond our reasonable control, we remain committed to protecting your information.
15. IP Addresses:
An IP (Internet Protocol) address is a unique numerical address assigned to your device when it connects to the internet. We may log your IP address when you visit our site for statistical purposes. However, we do not collect any personally identifiable information through this process. The IP address data is only used to analyze the number of visitors to our site and understand traffic patterns. We do not use this information to identify individual users, nor do we seek or store any personal data related to your IP address.
16. Notification of Breach:
If we have reason to suspect that a serious data breach has occurred and that this may result in harm or loss to you, we will immediately assess the situation and take appropriate remedial action. If we still believe that you are at risk, we will notify the Office of the Information Commissioner and either notify you directly, or if that is not possible, publicize a notification of the breach on this website.
17. Enquiries & Complaints:
If you have any queries or complaints about our Privacy Policy, please contact us first at: info@fincohub.com
18. Cookies: We may use cookies on this site to enhance your user experience. Cookies are small text files placed on your device to help improve site functionality, such as retaining your preferences, storing information for shopping carts, and providing anonymized tracking data to third-party services like Google Analytics. By continuing to use this site, you consent to our use of cookies. If you prefer, you can disable cookies in your browser settings. Please note that disabling cookies may impact your browsing experience. For more information on how to manage cookies, please visit the Help section of your browser or visit www.aboutcookies.org, which provides guidance for all modern browser.
19. This Privacy Policy forms part of the Terms Conditions of using this website and accessing any services from Fincohub Services Ltd.
We’re Here to Help!
Got questions, feedback, or need assistance with your data? We’d love to hear from you! Feel free to reach out to us anytime at: info@fincohub.com