Privacy policy
Last updated [date]
This policy explains what personal data GetFiledUp collects, why, who it’s shared with and your rights. GetFiledUp is software for keeping business records and filing returns with HM Revenue & Customs (HMRC) and Companies House.
Who we are
GetFiledUp is provided by Inspiware Limited, a company registered in England and Wales (company number 11360123), registered office Oxford, United Kingdom. We are the data controller for the personal data described here. ICO registration number: [ICO number].
Contact us about privacy at privacy@getfiledup.com.
What we collect
| Data | Examples | Why |
|---|---|---|
| Account details | Name, email address, password (stored only as a one-way hash), authenticator-app settings, linked Google or Facebook account identifier | To give you a secure account |
| Business and financial records | Bank transactions you import, invoices, bills, accounts, contacts (customers and suppliers), VAT numbers | To keep your books and prepare your returns |
| Tax and company information | Tax returns and their figures, National Insurance numbers, Unique Taxpayer References, VAT registration numbers, company officers’ and shareholders’ details, dates of birth where Companies House requires them | To prepare and file returns with HMRC and Companies House |
| Connections to HMRC | Access keys HMRC issues when you connect (encrypted). We never store your Government Gateway password. | To send and read information with HMRC on your instruction |
| Device and connection details | IP addresses, device identifier, operating system, browser, screen size, time zone, and your user identifiers | HMRC requires software to send these “fraud prevention headers” with every Making Tax Digital request, to help protect taxpayers from fraud |
| Usage and security records | Sign-in times, devices signed in, failed sign-in attempts | To keep your account secure |
| Early access list | Your name, email address, company or business name, phone number if you give it, when you signed up. We also keep a one-way fingerprint (hash) of your IP address for an hour-long limit on sign-ups, to stop abuse. | To contact you personally about early access when GetFiledUp opens (your consent) |
| Messages | Emails you send us | To reply to you |
Our lawful bases
- Contract: to provide the service you’ve signed up for, including filing on your instruction.
- Legal obligation: to send fraud prevention information to HMRC and to keep records the law requires.
- Legitimate interests: to keep the service secure, prevent misuse and improve it.
- Consent: for the early access list and marketing emails. You can withdraw it at any time by emailing hello@getfiledup.com, and we’ll remove you from the list.
Who we share it with
- HMRC and Companies House, when you file or connect, and only what that filing or request needs.
- Service providers who host or deliver the service for us under contract, for example hosting and content delivery (Cloudflare), email delivery ([email provider]), and payments ([payment provider], once paid plans start).
- Google or Facebook, only if you choose to sign in with them. They tell us your account identifier, name and email address.
- People you invite to your workspace, such as your accountant, with the access you give them.
We don’t sell personal data, and we don’t use your records to train AI models.
Where it’s stored
[Hosting location, e.g. the UK or EU]. If any provider handles data outside the UK, we use the safeguards UK law requires, such as the International Data Transfer Agreement.
How long we keep it
While your account is open, and afterwards for as long as the law requires. Businesses must generally keep tax records for at least 6 years. When you close your account we delete or anonymise your data after [period], unless we must keep it longer. Security records are kept for up to [period]. Early access details are kept until GetFiledUp opens and we’ve contacted you, then for up to 12 months unless you open an account, or until you ask us to remove them.
Security
Data is encrypted in transit. Passwords are hashed, and credentials such as HMRC access keys are encrypted at rest. Sign-in can require a code from an authenticator app, and access within a workspace is limited by role.
Cookies
This website doesn’t use advertising or tracking cookies. The early access form uses Cloudflare Turnstile to check that sign-ups come from people, not bots; it doesn’t track you across sites. The GetFiledUp app uses one essential cookie to keep you signed in, and stores a random device identifier in your browser for HMRC’s fraud prevention headers.
Your rights
You can ask for a copy of your data, and ask us to correct it, delete it, restrict or object to its use, or send it to you or another provider in a portable format. Email privacy@getfiledup.com. We’ll reply within one month.
If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint.
Changes
We’ll post any changes here and, if they’re significant, tell account holders by email.