Privacy Policy

Last updated: 28 April 2025

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This privacy policy explains how OnMetrix Ltd ("we", "us") collects, uses and protects personal data when:

• You visit www.onmetrix.com (the “Site”)

• You enquire about or buy our Xero → Power BI reporting service (the “Service”)

• We process Xero data on behalf of our business clients

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1. Who we are

• Company: OnMetrix Ltd (Company no. 15816492)

• Registered office: 9-10 Society1, Cross Street, Preston, England, PR1 3LT

• Data Protection Registration: ZB805851

• Contact: support@onmetrix.com

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2. Personal data we collect

 

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Website browsing

• Data collected: IP address, device type, pages visited, cookies

• Source: Your browser

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Enquiries

• Data collected: Name, email, phone, company, message

• Source: You

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Account setup

• Data collected: Name, work email, job title, billing details

• Source: You or your employer

 

Support chats

• Data collected: Chat transcripts, call recordings

• Source: You

 

Marketing

• Data collected: Email engagement (opens, clicks)

• Source: Our email platform

 

Xero sync

• Data collected: Accounting records incl. invoices, contacts, payroll

• Source: Xero API (your company account)

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We do not collect special category data unless you send it via Xero.

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3. Why we use your data

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Provide and secure the Site

• Legitimate interests – operate a safe site

Respond to enquiries

• Legitimate interests – grow our business

Set up and deliver the Service

• Contract – perform our agreement

Process payments

• Contract and legal obligation (tax)

Send product updates

• Legitimate interests – you can opt out

Show marketing ads

• Consent (via cookie banner)

Process Xero data for dashboards

• Processor role – client instructions only

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4. Sharing your data

We only share data when needed for service delivery.

All providers sign contracts compliant with Article 28 UK GDPR.

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5. International transfers

We store data in the UK. If we need to use non-UK/EEA services, we will use approved UK data transfer agreements and notify you in advance.

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6. Security

We apply strict security controls

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7. Retention

Data: Enquiry records

Retention period: 18 months from last contact

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Data: Client account data

Retention period: 6 years after contract ends (tax law)

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Data: Xero data copies

Retention period: 30 days after contract end, then deleted

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Data: Logs

Retention period: 12 months

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8. Your rights

You may:

• Request a copy of your data

• Ask us to correct or delete it

• Object to marketing

• Restrict or export your data

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Email support@onmetrix.com. We will respond within one month.
You can also complain to the ICO: ico.org.uk

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9. Cookies

We use the following:

• Essential cookies – For site security and login (always active)

• Analytics cookies – Site usage (with consent)

• Marketing cookies – Google Ads / LinkedIn (with consent)

You can manage cookies through our cookie banner.

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10. Acting as a processor for Xero data

When your company connects Xero, we act as a data processor.
Our Data Processing Agreement sets out our responsibilities, including security, use of sub-processors, and data deletion.
We do not use Xero data for our own purposes.

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11. Updates to this policy

We may update this privacy policy.
If changes are significant, we will notify clients by email.