Privacy Policy

1. Introduction

EvenBooks ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our accounting software services (the "Service") operated from our website at evenbooks.co.uk.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our Service.

2. Information We Collect

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). This may include:

• Email address
• First name and last name
• Company name and business address
• Phone number
• Billing and payment information
• VAT registration number (where applicable)
• Companies House registration number (where applicable)

Usage Data

We may also collect information on how the Service is accessed and used ("Usage Data"). This may include your computer's Internet Protocol address (IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

Financial Data

As an accounting service, we collect and process financial data that you input into our Service, including invoices, expenses, bank transactions, payroll information, and tax-related data. This data is processed solely for the purpose of providing our accounting services to you.

3. How We Use Your Information

We use the information we collect for various purposes:

• To provide and maintain our Service
• To notify you about changes to our Service
• To provide customer support
• To gather analysis and valuable information to improve our Service
• To monitor the usage of our Service
• To detect, prevent and address technical issues
• To process payments and send billing information
• To submit VAT returns and other filings to HMRC on your behalf (with your consent)
• To comply with legal obligations

4. Legal Basis for Processing (GDPR)

If you are from the European Economic Area (EEA), our legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context:

• Performance of a contract: Processing your data is necessary to provide our Service to you
• Legitimate interests: For purposes such as fraud prevention and network security
• Consent: Where you have given us permission to process your data for specific purposes
• Legal obligation: Where we are required to process your data to comply with applicable laws

5. Data Retention

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (including UK tax law requirements to retain financial records for a minimum of 6 years), resolve disputes, and enforce our legal agreements and policies.

6. Data Security

The security of your data is important to us. We implement appropriate technical and organisational measures to protect your Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include:

• 256-bit SSL/TLS encryption for data in transit
• Encryption at rest for stored data
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures

7. Data Subject Rights

Under GDPR, you have certain rights regarding your Personal Data:

• Right to Access: You can request copies of your personal data
• Right to Rectification: You can request correction of inaccurate data
• Right to Erasure: You can request deletion of your data (subject to legal retention requirements)
• Right to Restrict Processing: You can request limited use of your data
• Right to Data Portability: You can request your data in a portable format
• Right to Object: You can object to certain processing activities

To exercise any of these rights, please contact us at privacy@evenbooks.co.uk.

8. Third-Party Services

We may employ third-party companies and individuals to facilitate our Service:

• Payment Processing: We use Stripe to process payments securely
• HMRC Integration: We connect to HMRC APIs for VAT and tax submissions
• Cloud Infrastructure: Our services are hosted on secure cloud infrastructure

These third parties have access to your Personal Data only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

9. International Data Transfers

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. By using our Service, you consent to such transfers. We take appropriate safeguards to ensure your data remains protected in accordance with this Privacy Policy.

10. Children's Privacy

Our Service is intended for business users and does not address anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• By email: privacy@evenbooks.co.uk
• By mail: EvenBooks, United Kingdom