Important launch information
The Efficiency Architects is currently presented as a trading name and brand. If you trade through a limited company, you must add the registered company name, company number, registered office, VAT number if applicable, and ICO registration details if required before taking paid client data.
Who we are
The Efficiency Architects provides Revenue Recovery Audits, workflow automation design, and supervised AI workflow implementation for accounting firms.
Contact for privacy matters: hello@theefficiencyarchitects.co.uk. If a signed proposal or order form identifies a different legal contracting entity, that document will identify the relevant controller or processor.
What personal data we collect
- Enquiry data: name, business email address, firm size, message content, and any information you choose to include.
- Business contact data: role, firm name, phone number, email correspondence, meeting notes, and proposal history.
- Website technical data: IP address, browser information, device data, security logs, and basic server logs created by hosting infrastructure.
- Client workflow data, where a paid pilot or implementation is agreed: client names, job status, document names, emails, checklist evidence, audit logs, and workflow decisions needed to provide the service.
The public WorkflowHub, Agent Fleet, and Pilot pages are demonstration tools. Do not enter live confidential client data into those demo pages unless a controlled pilot environment and data processing agreement have been agreed.
Why we use personal data and our lawful bases
- To respond to enquiries and prepare briefings: legitimate interests and steps before entering a contract.
- To provide audits, pilots, and workflow implementation services: contract and legitimate interests.
- To maintain security, prevent misuse, and keep service records: legitimate interests and legal obligations.
- To send direct marketing to business contacts where permitted: legitimate interests, or consent where required. You can object at any time.
- To comply with accounting, tax, legal, regulatory, and dispute requirements: legal obligation and legitimate interests.
AI and automated decisions
WorkflowHub is designed to support human review. AI may classify documents, summarise information, draft client communications, and flag risk, but client advice, sensitive client-facing communication, and escalation decisions should remain subject to accountant approval.
We do not use the public website enquiry form to make solely automated decisions that have legal or similarly significant effects on individuals.
Who we share data with
- Hosting, email, security, CRM, document storage, and workflow software providers.
- AI infrastructure providers or model providers, only where required for an agreed service and subject to appropriate contractual controls.
- Professional advisers, insurers, accountants, auditors, and legal advisers.
- Regulators, courts, law enforcement, or public authorities where required by law.
For client workflow implementations, subprocessors, hosting location, and transfer safeguards should be documented in the relevant proposal, statement of work, or data processing agreement.
International transfers
Some service providers may process data outside the UK. Where personal data is transferred internationally, appropriate safeguards should be used, such as an adequacy decision, UK International Data Transfer Agreement, UK Addendum to EU Standard Contractual Clauses, or another lawful transfer mechanism.
How long we keep data
- Website enquiry data: normally up to 24 months after the last meaningful contact.
- Proposal, contract, invoice, and service records: normally up to 6 years for legal, accounting, and dispute purposes.
- Client workflow data: retained for the period agreed in the statement of work or data processing agreement, then returned or deleted where appropriate.
- Technical security logs: retained for a limited period needed for security, diagnostics, and abuse prevention.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict, object to, or receive a portable copy of your personal data. You also have the right to complain to the UK Information Commissioner's Office.
Your right to object: you can object to processing based on legitimate interests, including direct marketing, at any time by emailing hello@theefficiencyarchitects.co.uk.
Changes to this notice
We may update this notice as the service, legal entity details, subprocessors, hosting choices, or legal requirements change. The latest version will be posted on this page.