You have the following rights under UK data protection law:

• Access – to request a copy of your personal data
• Rectification – to correct inaccuracies
• Erasure – to request deletion (under certain circumstances)
• Restriction of processing
• Objection to processing
• Data portability
• Withdraw consent (where applicable)

To exercise any of these rights, please email us at support@hopetex.co.uk with the subject line "Exercise of Data Protection Rights". We will aim to respond within 30 days unless the request is complex.

To comply with UK Money Laundering Regulations (MLR) and Companies House requirements, HOPETEX must verify your identity. This is known as KYC (Know Your Customer) and is also a core part of our AML (Anti-Money Laundering) policy.

We are legally required to collect and store the following from all clients:

• Proof of Identity (passport, national ID card, or driving license)
• Proof of Address (utility bill, bank statement, etc.)
• Company documents (Certificate of Incorporation, shareholding details)
• 📸 A Selfie holding your ID document – to verify the submitted ID belongs to the correct person and prevent impersonation/fraud.

➡️ This procedure aligns with best practices from the Information Commissioner’s Office (ICO) and guidance from UK regulatory bodies:

• UK Government Guidance on AML Compliance
• ICO Lawful Basis for Processing Personal Data

• Direct submission: via forms, email, or secure upload
• Photo/selfie verification: via secure link or third-party KYC software
• Cookies & analytics: when visiting our website (see Cookie Policy)
• Third-party sources: Companies House, HMRC, identity providers, Google Analytics

Your data is stored securely with encryption, firewall protection, and access control. Data is only accessible to staff with a legitimate business need.

In cases of international data transfer (e.g., cloud storage), we ensure compliance through ICO-approved Standard Contractual Clauses or transfers to countries with an adequacy decision.

Identification data (including selfies) and transaction data is retained for at least 6 years after your last transaction, in line with HMRC and Companies House compliance.

After the legal retention period, your data is securely deleted or anonymized unless legal proceedings are pending. You may request deletion, subject to our legal obligations (see Part B).

We may contact you with service-related updates or relevant offers unless you opt out. You can opt out anytime via email or unsubscribe link in our messages.

Service emails (e.g., payment confirmations) will continue regardless of your marketing preferences.

Your data may be shared with trusted parties including:

• Government bodies (e.g. HMRC, Companies House)
• Our professional advisers (e.g. lawyers, accountants)
• Identity verification partners
• Cloud hosting providers
• Merchant account partners (with consent)

We will never sell your data. Data shared with partners is protected by data sharing agreements and used only for the stated purpose.

If you have questions or complaints about our data practices:

📧 Email: support@hopetex.co.uk
Subject Line: "Data Protection Query" or "Data Protection Complaint"

You also have the right to raise concerns with the Information Commissioner’s Office (ICO):
🔗 https://ico.org.uk/make-a-complaint

This policy may be updated to reflect changes in law or business practices. We encourage customers to review it periodically on our website.