Privacy Policy

ACCO-AI LTD ('us', 'we', or 'our') operates the ac-co.ai service (the 'Service'). This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data. We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy.

• Service: The ac-co.ai application operated by ACCO-AI LTD
• Personal Data: Data about a living individual who can be identified from those data
• Usage Data: Data collected automatically from the Service
• Cookies: Small files stored on your device
• Data Controller: ACCO-AI LTD is the Data Controller for your Personal Data
• Data Processors: Third parties who process data on our behalf
• Data Subject: Any individual using our Service

Types of Data Collected

Personal Data

• Email address
• Full name and business details
• VAT registration numbers
• Business financial information
• Contact information
• Payment details

Usage Data

We collect usage information including:

• Browser type and version
• Time and date of access
• Pages visited
• Time spent on pages
• Device information

We use the collected data for the following purposes:

• To provide and maintain our VAT and accounting services
• To process submissions to HMRC
• To notify you about changes to our Service
• To provide customer support
• To gather analytics to improve our Service
• To detect and prevent fraud
• To comply with legal obligations

Under GDPR, we process your Personal Data based on: Contract performance, Legal obligations (tax law compliance), Legitimate interests, and Your consent where required. For tax-related data, we are legally required to maintain records for the period specified by UK tax law.

We retain your Personal Data for as long as necessary for the purposes set out in this Privacy Policy and to comply with our legal obligations, particularly UK tax law requirements. Financial records are kept for a minimum of 6 years as required by HMRC.

Your information may be transferred to and processed in countries where data protection laws may differ from UK law. We ensure appropriate safeguards are in place through standard contractual clauses and adequacy decisions.

We use the following third-party services:

• HMRC APIs for tax submissions
• Payment processors for subscription management
• Cloud service providers for data storage
• Analytics services to improve our Service

Essential cookies are used to keep authentication, security, and core site behaviour working. Optional analytics and marketing cookies are only enabled if you allow them.

You can review or change your preference at any time on our cookie preferences page.

Under UK GDPR, you have the following rights:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ('right to be forgotten')
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Rights related to automated decision making

Where you use ac-co.ai to file with HM Revenue & Customs (Making Tax Digital for VAT and for Income Tax, Self Assessment, Corporation Tax and related submissions), we act on your behalf and in line with HMRC's Developer Hub Terms of Use. Specifically:

• We send the figures you have reviewed and approved to HMRC. Submissions and amendments are derived from your digital records — we do not invent or alter your figures.
• We submit the fraud-prevention header data HMRC requires (information about the device and connection used to file) — this is a legal requirement of the MTD APIs.
• HMRC access tokens and personally identifiable data are encrypted in transit and at rest. We use OAuth 2.0, so we never store your HMRC sign-in details.
• You own your records. From within the product you can export all of your Making Tax Digital records and delete our local copy at any time. Deleting our copy does not retract anything already filed with HMRC — a filed return is corrected through an amendment.
• We do not share your data with third parties for their own purposes, and we will not file anything without your consent.

We implement appropriate security measures to protect your data, including encryption, access controls, and regular security assessments. However, no method of transmission over the Internet is 100% secure.

We may update this 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.

For any questions about this Privacy Policy or our data practices, please contact our Data Protection Officer at support@ac-co.ai