Legal

Privacy Policy.

Last updated: 12 May 2026

1. Who we are

FirmBooks ("we", "us") provides white-label accounting support to UK accountancy practices. We are registered in the UK and act as a data processor on behalf of the accountancy firms (controllers) who instruct us. Contact: hello@firmbooks.co.uk.

2. What we collect

  • Firm contact details — name, email, phone, firm name.
  • Job submissions — job type, period, sector, deadline, notes.
  • Client documents you upload — bank statements, invoices, ledgers and other source documents needed to perform the service.
  • Account data — login credentials (hashed) if you create an account.

3. Lawful basis

We process firm contact data under legitimate interest and contract. Client source documents are processed on the instruction of the accountancy firm (controller) under a Data Processing Agreement.

4. How we use it

To deliver the requested accounting service, communicate with you about the job, and meet our legal obligations (e.g. AML record-keeping).

5. Sub-processors

We use vetted sub-processors including cloud hosting (Supabase / AWS, EU region) and email delivery. All accounting work is performed by our in-house, UK-based team. A current list of sub-processors is available on request.

6. International transfers

All accounting work is processed in-house within the UK. Where any limited processing by a sub-processor occurs outside the UK/EEA (e.g. cloud infrastructure regions), transfers are protected by the UK International Data Transfer Agreement (IDTA) and/or Standard Contractual Clauses, plus appropriate organisational and technical measures.

7. Retention

Submitted files are retained for up to 24 months after job completion, then deleted, unless a longer period is required by law (e.g. AML obligations: 5 years).

8. Security

All data is encrypted in transit (TLS) and at rest. Storage buckets are private with row-level access control. Access is restricted to authorised staff on a need-to-know basis.

9. Your rights

Under UK GDPR you may request access, rectification, erasure, restriction, portability or to object. Email hello@firmbooks.co.uk. You may also complain to the ICO (ico.org.uk).

10. Changes

We will post any updates on this page and notify active customers by email.