Privacy Policy

Last Updated: January 2024
Effective Date: January 2024

This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Accounts-Manager.co.uk ("we", "us", or "our") is committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our document management and accounting services.

2. Data Controller

For the purposes of the UK GDPR, the data controller is:
Accounts-Manager.co.uk
Contact: [email protected]

3. Personal Data We Collect

We collect and process the following categories of personal data:

  • Identity Data: First name, last name, username
  • Contact Data: Email address, telephone number
  • Account Data: Login credentials, account preferences
  • Financial Data: Payment card details (processed securely via Stripe)
  • Document Data: Business documents you upload for processing
  • Technical Data: IP address, browser type, device information
  • Usage Data: Information about how you use our services

4. Lawful Basis for Processing

We process your personal data on the following legal bases under Article 6 of the UK GDPR:

  • Contract: Processing necessary to perform our contract with you
  • Legitimate Interests: Processing necessary for our legitimate business interests
  • Consent: Where you have given explicit consent for specific purposes
  • Legal Obligation: Processing necessary to comply with UK law

5. How We Use Your Data

We use your personal data to:

  • Provide and manage your account
  • Process and analyse your uploaded documents
  • Process payments and manage subscriptions
  • Send service-related communications
  • Provide customer support
  • Improve our services
  • Comply with legal obligations

6. Data Sharing

We may share your personal data with:

  • Service Providers: Third-party providers who assist in operating our services (e.g., cloud hosting, payment processing)
  • Your Accountancy Practice: If you have linked your account to an accountancy practice
  • Legal Authorities: When required by law or to protect our legal rights

We do not sell your personal data to third parties.

7. International Transfers

Your data may be processed outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO).

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Document data is retained according to your subscription terms and can be deleted upon request.

9. Your Rights Under UK GDPR

Under the UK GDPR, you have the following rights:

  • Right of Access: Request a copy of your personal data
  • Right to Rectification: Request correction of inaccurate data
  • Right to Erasure: Request deletion of your data ("right to be forgotten")
  • Right to Restrict Processing: Request limitation of how we use your data
  • Right to Data Portability: Receive your data in a portable format
  • Right to Object: Object to processing based on legitimate interests
  • Right to Withdraw Consent: Withdraw consent at any time

To exercise any of these rights, please contact us at [email protected]

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Secure access controls and authentication
  • Regular security assessments
  • Staff training on data protection

11. Cookies

We use essential cookies to ensure our website functions properly. For more information, please see our Cookie Policy.

12. Children's Privacy

Our services are not intended for children under 18 years of age. We do not knowingly collect personal data from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through our platform.

14. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

15. Contact Us

For any questions about this Privacy Policy or our data practices, please contact:
Email: [email protected]