Privacy policy

Who we are

FilingKeeper ("we", "us") provides deadline-tracking software for UK accounting and bookkeeping practices. This policy explains what personal data we collect, why we collect it, and the choices you have. For any privacy question, contact us at Contact us.

What we collect

We deliberately collect as little as the product needs to work:

• Account data — your name, work email address, practice name and a hashed password.
• Client records you add — client names, entity types, key dates (such as year-end and VAT periods) and filing flags.
• Filing activity — deadline statuses, who marked them and when, and any proof-of-filing documents you choose to attach.
• Usage basics — sign-in timestamps and standard server logs kept for security.
• Anonymous analytics — page views and basic device/browser type, collected without cookies and not linked to a profile across visits.
• Error diagnostics — if something crashes, technical details of the error (not your business data) so we can fix it.

What we never collect: client financial figures, HMRC or Companies House credentials, or personal tax records. The product is designed not to need them.

How we use it

• To calculate and display filing deadlines for the clients you add.
• To send you reminder emails before deadlines are due.
• To keep an audit trail of filing activity inside your practice.
• To operate, secure and improve the service.

We do not sell your data, and we do not use it for advertising. We only email you about deadlines you are tracking and essential service notices.

Where your data lives

Client records and account data are stored in a database in London, United Kingdom. The application servers that handle your requests run in the EU (Frankfurt, Germany). Attachments are stored with our cloud storage provider. Payments are handled by Paddle, our merchant of record, who processes your billing details under their own privacy policy — we never see your full card number.

Processors we use

A small number of providers process data on our behalf, each under its own data-protection terms:

• Supabase — our database, hosted in London (UK).
• Render — hosts the application servers, in Frankfurt (EU).
• Netlify — serves the website and app pages.
• Cloudflare R2 — stores the proof-of-filing documents and client uploads you choose to attach.
• Resend — delivers our emails: reminders, document requests and account messages, including the recipient's name and email address.
• Sentry (EU region) — error monitoring, to capture technical crash details. Configured not to attach personal data such as IP addresses or cookies.
• PostHog (EU region) — privacy-friendly, cookieless product analytics. Only anonymous usage events, kept in the EU.
• Paddle — payments and invoicing, as our merchant of record.

Some of these providers process data outside the UK. The UK recognises the EU as giving personal data adequate protection; for any provider that processes data elsewhere, we rely on the international transfer safeguards in its data-protection terms.

Who can see it

Your practice's data is isolated to your practice. Every query in the application is scoped to your firm, with database-level isolation behind it. Our staff access production data only when needed to operate the service or support you.

How long we keep it

For as long as you have an account. If you close your account, we delete your practice's data within 30 days, except where we must keep records to meet legal obligations.

Your rights

Under UK GDPR you can ask us to access, correct, export or delete your personal data, and you can object to or restrict certain processing. Email us and we will respond within one month. You also have the right to complain to the Information Commissioner's Office (ICO).

Changes

If we make material changes to this policy we will notify you by email before they take effect.