Privacy Policy

Who we are

ThisQuarter is provided by Computify Limited, registered in England and Wales (company number 12869690), Forest House Business Centre, 8 Gainsborough Road, London, United Kingdom, E11 1HT.

We are the data controller for the personal information described in this policy. Our ICO registration reference is [ICO registration reference].

If you have any questions about this policy or wish to exercise your data protection rights, contact us at support@mail.thisquarter.co.uk.

The information we collect

ThisQuarter has been designed so that your accounting and tax records remain on your own computer. We do not upload or store your bookkeeping records, VAT data, HMRC submissions, National Insurance numbers, UTRs or other tax information on our servers.

We only store the information needed to operate your account and licence.

• Account information
  Name, organisation name, email address, billing address, VAT number, telephone number and profile information.
• Licence information
  Your licence key, subscription plan, subscription status, licence activation status and account email.
• Device information
  When you activate a licence we record the device identifier, device name, operating system, activation date and the last time the device contacted our licensing service. This allows you to manage your activated devices and transfer a licence to another computer.
• Authentication information
  Secure login information, active session identifiers, session expiry, IP address and browser or application user agent when you sign in. Passwords are never stored in plain text.
• Payment information
  Your Stripe customer identifier and subscription status. Payments are processed securely by Stripe. We do not receive or store your payment card details.

What we do not collect

• Accounting records
• VAT returns
• Income or expense records
• Payroll data
• National Insurance numbers
• Unique Taxpayer References (UTRs)
• HMRC Government Gateway usernames or passwords
• HMRC OAuth tokens

HMRC authentication takes place directly between your desktop application and HMRC. Authentication credentials and OAuth tokens remain on your own device and are never transmitted to or stored on our servers.

Why we process your information

Providing your account and billing information is necessary to create your account and provide the service under our contract with you. You do not have to provide it, but without it we cannot set up or run your account. We do not make decisions with legal or similarly significant effects about you based solely on automated processing.

Using ThisQuarter as an accountant

If you use ThisQuarterto prepare or submit information on behalf of clients, you are responsible for complying with data protection law in relation to your clients' personal information.

Because your clients' accounting and tax data remains stored locally on your own computer, we do not ordinarily process that information.

Security

• Connections to our services are encrypted using HTTPS/TLS.
• Passwords are protected using industry-standard one-way hashing and are never stored in plain text.
• Access to customer account information is restricted to authorised personnel who require it to provide support or operate the service.
• Customer data is logically separated between accounts and protected using appropriate technical and organisational security measures.
• We regularly review our security controls and procedures to help protect personal information.

Who we share your information with

We do not sell your personal information. We share the limited account and billing information described above only with trusted providers who process it for us, on our instructions and under contract:

• Stripe — payment processing, subscriptions, VAT and invoicing.
• Resend — sending account, verification, password-reset and support emails.
• Our cloud hosting and database providers — running the account and licensing service.

We may also disclose information where the law requires it, or to protect the rights or security of the service. We never share your information with anyone for their own marketing.

Where your information is processed

Account, licensing and billing information is processed on servers within the United Kingdom and the European Economic Area. Some of our providers (for example Stripe and Resend) may process limited information outside the UK or EEA. Where they do, we rely on appropriate safeguards — such as UK adequacy regulations, the UK International Data Transfer Agreement (IDTA) or standard contractual clauses.

How long we keep your information

We keep your account information for as long as your account remains active.

After your account is closed, we retain only the information necessary to comply with legal, accounting and taxation obligations. Other personal information is deleted or anonymised when it is no longer required.

Your rights

Under UK GDPR you have the right to request that we:

• provide a copy of the personal information we hold about you;
• correct inaccurate information;
• erase your personal information where applicable;
• restrict or object to certain processing;
• provide your information in a portable format where applicable;
• withdraw your consent at any time where we rely on consent (for example, for marketing).

To exercise any of these rights, contact support@mail.thisquarter.co.uk.

Cookies

Our website uses only cookies that are necessary for authentication, security and the operation of your account. We do not use advertising cookies.

Personal data breaches

If a personal data breach occurs that is likely to result in a risk to individuals, we will notify the Information Commissioner's Office (ICO) without undue delay and, where feasible, within 72 hours of becoming aware of it. Where the breach is likely to result in a high risk to you, we will also tell you without undue delay. Where a breach affects data connected to HMRC services, we will notify HMRC as required.

To report a security risk, vulnerability or suspected incident to us, email security@mail.thisquarter.co.uk.

Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page shows when it was most recently revised.

Complaints

If you are unhappy with how we process your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO).