Legal
Privacy Policy
Last updated 9 October 2026
This policy explains how Axento Books handles personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who is responsible
For your account details, we are the controller. For the financial records you put into your books (which may include details of your customers, suppliers and employees), you are the controller and we process that data on your behalf as your processor.
What we collect
- Account data: your name, email address and password (stored only as a secure hash by our authentication provider).
- Business data: company details, VAT and tax references, chart of accounts, transactions, invoices, journals and fixed assets.
- Documents you upload, such as bank statements.
- Feedback you send us, and technical logs needed to keep the service secure.
How we use it
- To provide the service you signed up for (contract).
- To keep the service secure, prevent abuse and fix problems (legitimate interests).
- To meet legal obligations.
We do not sell your data or use it for advertising.
Who we share it with
We use these sub-processors to run the service:
- Supabase — database, authentication and file storage.
- Vercel — application hosting.
- Google (Gemini API) — reading uploaded documents and generating suggestions and summaries, only when you use those features.
Some of these providers may process data outside the UK. Where they do, transfers are covered by the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or UK adequacy regulations.
How long we keep it
We keep your books while your account is active. UK law generally requires businesses to keep accounting records for at least six years (companies: six years from the end of the financial year), so export your records before deleting a business. Deleted businesses are removed from the live database immediately and from backups within 30 days.
Your rights
You can ask to access, correct, delete or export your personal data, object to or restrict processing, and withdraw consent where we rely on it. Email support@axentobooks.com. If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office (ico.org.uk).
Security
Data is encrypted in transit and at rest. Each business's records are isolated by database row-level security, uploaded statements are stored privately, and every change to your books is recorded in an audit trail.
Cookies
We use only essential cookies: to keep you signed in and to remember which business you are working on. We do not use advertising or tracking cookies.