Privacy Policy

Helvtia Business Services Ltd (“Helvtia”, “we”, “us”) is a business services company incorporated in England and Wales under company number 17370859, registered office 30 First Avenue, London, England, W10 4NL. For the personal information described on this page, we are the data controller within the meaning of the UK General Data Protection Regulation.

Everything we do with personal data is done under the UK GDPR and the Data Protection Act 2018 — no more data than the task requires, and no longer than the law and good order demand.

The records we keep depend on your relationship with us. They may include:

• Identity and contact details — name, email address, postal address
• Payment particulars where a mandate exists: your bank account details including IBAN, and the SEPA direct debit mandate itself
• The ledger of collections, subscriptions, corrections, and refunds tied to that mandate
• The client number we assign to you
• Correspondence you exchange with us, on any channel
• Materials supplied to us during a service engagement
• Routine technical records from visits to this website — IP address, browser, pages requested

Each category of data serves a defined purpose:

• Administering collections made by SEPA direct debit under a valid mandate
• Resolving questions about entries on bank statements bearing the descriptor HELVTIA BUSINESS — identifying the transaction and, where needed, amending or refunding it
• Performing the receivables, coordination, records, and communications services we are engaged to deliver
• Satisfying our accounting, tax, and company-law obligations in the United Kingdom
• Keeping this website secure and functioning properly

The lawful bases we rely on are contract performance, compliance with legal obligations, and our legitimate interest in running a precise, secure operation. On the rare occasions we ask for consent, it can be withdrawn at any time without consequence.

When you write to us about an entry marked HELVTIA BUSINESS on your statement, the details you provide — name, client number, IBAN — are used for one purpose only: locating the mandate and transaction concerned so we can answer you. Each lookup and its outcome is recorded internally, which is how we keep our answers auditable.

Personal data is never sold. It leaves our hands only where the work or the law requires, to:

• The banks and authorised payment institutions that execute SEPA direct debit collections
• Accountants, auditors, insurers, and professional advisers acting for us
• Hosting and IT providers operating our systems under contract
• HMRC, Companies House, courts, and regulators where disclosure is legally required

Records are kept for as long as they are needed and not a day beyond a defensible schedule. Financial records — including mandates and collection histories — are retained for a minimum of six years from the end of the financial year they relate to, as UK law requires. General correspondence is held only as long as reasonably necessary to conclude the matter it concerns.

Access to personal data is limited to the people whose work requires it. Transmission is encrypted, storage is access-controlled, and our retention calendar governs disposal — the same clerical exactness we apply to client records is applied to yours.

Processing takes place primarily within the United Kingdom. Should a transfer beyond the UK become necessary, it proceeds only under safeguards recognised by the UK GDPR — an adequacy decision or standard contractual clauses.

You may request access to the personal data we hold about you, its correction or erasure, restriction of processing, or a portable copy; you may also object to processing based on legitimate interests. Send any such request to [email protected] — we answer within one month.

Should our answer not satisfy you, the Information Commissioner’s Office is the UK supervisory authority: ico.org.uk.

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This policy is revised as needed; the version published here is always the current one. Questions about it, or about our handling of your data, reach us at [email protected] or in writing to Helvtia Business Services Ltd, 30 First Avenue, London, England, W10 4NL.