QK Accounts Client App – Privacy Policy
This policy explains what personal data the QK Accounts app and website collect, why, and what rights you have over it. It applies to the app at app.qkaccounts.com, the Android app "QK Accounts Limited" on Google Play and the iPhone app "QK Accounts" on the App Store.
Last updated: 9 November 2026
1. Who we are
QK Accounts Ltd ("QK", "we", "us") is the data controller for your personal data.
- Company number: 14873698, registered in England and Wales
- Registered address: 9 Sandgate Road, Luton, England, LU4 9TB
- ICO registration number: ZC145840
- Privacy contact: accounts@qkaccounts.com
2. What we collect
We collect only what we need to provide our accounting and tax services through the app.
- Account details: name, email address, phone number, and login credentials.
- Business and financial information: company details; bank statements, receipts and invoices; payroll records and payslips; tax deadlines; accounts and tax return drafts; monthly reports; letters from HMRC and Companies House; and, for company changes, directors' names, dates of birth, nationality, home addresses, shareholdings and Companies House personal codes. This can include personal data about your directors, shareholders and employees, so please make sure you are entitled to share it with us.
- Communications: messages, requests and support queries you send through the app or to us.
- People you refer: if you refer someone to us, the name, email address, phone number and note you give us, and your confirmation that they are happy to be contacted.
- Device and usage data: your IP address and the app version, used for security (for example to stop repeated failed sign-ins) and to keep the app working. We do not use analytics, advertising or third-party crash-reporting tools.
- Push notification tokens: if you allow notifications, a device token so we can send reminders and updates.
We do not collect your precise location, contacts or microphone data. The app asks permission to send notifications. When you send us a document you can choose a file or photo with your phone's picker, or, on iPhone, take a photo with the camera; the phone asks your permission the first time. Only the file or photo you choose to send reaches us, and the app has no other access to your camera, photos or storage.
We do not knowingly collect special category data, and we do not sell your personal data.
3. How and why we use your data
Under UK GDPR we need a legal basis for each use.
| Purpose | Legal basis |
|---|---|
| Create and run your account, and provide accounting, tax and related services | Contract |
| Prepare and file returns, accounts and other filings on your behalf | Contract and legal obligation |
| Send service messages, reminders and deadline notices | Contract and legitimate interests |
| Keep the app secure, prevent fraud and fix faults | Legitimate interests |
| Meet accounting, anti-money-laundering and tax record-keeping duties | Legal obligation |
| Send you news and marketing about our services by email or messaging (not through the app itself) | Consent, or legitimate interests for existing clients, with an easy opt-out |
We do not use your data for automated decision-making that has legal or similarly significant effects on you, and we do not use it to serve third-party ads.
4. Who we share data with
We share personal data only where needed, and never sell it.
- Service providers (processors) who host or support the app, under written data-processing terms: Render and Cloudflare (hosting); monday.com (where your data is stored); Make.com and Anthropic (Claude), which reads profit and loss PDFs on our behalf; and the Google, Apple and Mozilla notification services (to deliver push notifications).
- Authorities: HMRC, Companies House and other bodies, when we file or submit information for you or the law requires it
- Professional advisers and insurers, where necessary and under confidentiality
- Legal and safety: courts, regulators or law enforcement where required by law, or to protect rights and safety
- Business changes: a buyer or successor if QK's business is sold or restructured, with the same protections
5. International transfers, retention and security
Transfers. Some providers may process data outside the UK. Where they do, we rely on UK-approved safeguards, such as the UK adequacy regulations or the International Data Transfer Agreement or UK Addendum. Render stores our service data in the United States (Oregon), and monday.com stores your data in the United States.
Retention. We keep personal data only as long as needed for the purposes above. Accounting and tax records are generally kept for at least six years after the end of the relevant period, as the law requires. Account and profile data that we have no legal duty to keep is deleted or anonymised after you close your account, within 30 days.
Security. Data is encrypted in transit (HTTPS) and access is limited to authorised staff and providers. No system is completely secure, so please keep your password private and tell us straight away if you suspect unauthorised access.
6. Your rights
You can ask us to access, correct, delete or restrict the use of your personal data, to object to our use of it, to move it to another provider, and to withdraw consent at any time. Email accounts@qkaccounts.com and we will respond within one month. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
7. Deleting your account and data
You can request deletion of your account and associated data in two ways:
- In the app: go to More > Delete my account and confirm.
- On the web: visit https://app.qkaccounts.com/delete-account or email accounts@qkaccounts.com from your registered address.
We will delete your data within 30 days, except records we must keep by law, such as accounting and tax records, which we keep for the legally required period and then delete. We will tell you what we kept and why.
8. Children
The app is for business clients and is not directed at children under 13. We do not knowingly collect their data. If you believe a child has given us data, contact us and we will delete it.
9. Changes to this policy
We may update this policy. We will post the new version here with a new "last updated" date and, for material changes, notify you in the app or by email.
10. Contact us
QK Accounts Ltd, 9 Sandgate Road, Luton, England, LU4 9TB. Email: accounts@qkaccounts.com.