Privacy policy

Last updated: 1 September 2026 · Template — have it reviewed by a UK adviser before launch

1. Who we are

UK Cashier is a bookkeeping service operated by Taxten. For this service we are the data controller for your account data. To be completed legal entity, company number, registered office and ICO registration number.

2. What we collect

• Account data: name, email address, phone number, company name, VAT number and password (stored as a hash).
• Bookkeeping data: receipts, invoices, bank transactions, categories and the figures derived from them.
• Technical data: IP address, device and browser information, and log records of actions in the service.
• Tax filing data: when you file to HMRC, the law requires software to send audit data about the device and connection used.

3. Why we use it, and our legal basis

• To provide the service you signed up for — performance of a contract.
• To meet tax and accounting obligations, including record keeping — legal obligation.
• To keep the service secure and to improve it — legitimate interests.
• To send product news, only if you ask for it — consent, which you can withdraw at any time.

4. Who we share it with

We do not sell your data. We share it only with the suppliers who run the service for us (hosting, email delivery, error monitoring, payment processing), with HMRC when you file, and with your accountant when you give them access. Every supplier works under a written data processing agreement.

5. Where we keep it, and for how long

Data is stored on servers in the United Kingdom or the European Economic Area. We keep bookkeeping records for six years after the end of the tax year they belong to, because HMRC requires it. Account data is deleted within 90 days after you close your account, unless we must keep it by law.

6. Your rights

You can ask for a copy of your data, ask us to correct it, ask us to delete it, object to processing, or ask for it in a portable format. Write to privacy@ukcashier.com. We answer within one month. If you are not satisfied you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

7. Security

Traffic is encrypted with TLS and stored data with AES-256. Access to production data is limited to named staff and is logged. We test the service regularly and fix what we find.

8. Cookies

We use a small number of cookies and local storage entries. The cookie policy lists them.

9. Changes to this policy

If we change this policy we update the date at the top of the page and, for important changes, we tell you by email.