Privacy & Cookie Policy

1Who we are

Keelaris is a service operated by Keelaris Ltd ("Keelaris", "we", "us"), a company registered in England & Wales (company number to be confirmed). For anything in this policy, contact us at [email protected]. We are the data controller for the personal data described here. Where an accounting firm uses Keelaris to serve its own clients, that firm is the controller of its clients' data and Keelaris acts as its processor.

2What information we collect

• Account details — your name, email, phone, and login credentials.
• Tax and financial information — the information needed to prepare and file your tax: income, expenses, property, bank transactions (via Open Banking, with your consent), tax references (UTR, NI number), and prior filings.
• Documents — anything you upload, such as statements, receipts and returns.
• Firm and client data — if you are an accounting firm, the details of your clients that you add to Keelaris.
• Usage data — how you use the service, device and log information, and cookies (see section 10).

3How we use it

• To provide the service: track deadlines, store documents, prepare and file your tax.
• To submit filings to HMRC and Companies House on your, or your firm's, instruction.
• To have a qualified accountant review filings where your plan includes it.
• To keep you informed about your tax and your account.
• To improve the service, keep it secure, and meet our legal obligations (including anti-money-laundering checks).

4Lawful bases

We rely on: performance of a contract (to deliver the service you signed up for); legal obligation (for example anti-money-laundering and record-keeping); legitimate interests (to run and improve the service securely); and consent (for example connecting your bank, or non-essential cookies), which you can withdraw at any time.

5Who we share it with

We do not sell your data. We share it only where needed to run the service:

• HMRC and Companies House, to make your filings.
• The accountant reviewing your filing, where your plan includes review, or the firm you are a client of.
• Trusted service providers acting on our instructions: hosting, authentication, payments, e-signature, identity and anti-money-laundering checks, and Open Banking. Each is bound by contract to protect your data.
• Where required by law, or to protect our rights and users.

6International transfers

We aim to keep data in the UK or European Economic Area. Where a provider processes data elsewhere, we put appropriate safeguards in place (such as the UK International Data Transfer Agreement or adequacy regulations).

7How long we keep it

We keep your data for as long as you have an account, and afterwards only as long as needed for legal and tax reasons. Tax records are typically kept for the statutory periods HMRC requires. When no longer needed, data is securely deleted or anonymised.

8Security

We protect your data with encryption in transit and at rest, strict access controls, and audit logging of sensitive actions. No system is perfectly secure, but we work to industry standards and will notify you and the ICO of any breach where the law requires.

9Your rights

Under UK data protection law you have the right to access your data, correct it, delete it, restrict or object to its use, and receive a copy in a portable format. To exercise any of these, contact [email protected]. You also have the right to complain to the ICO at ico.org.uk, though we'd appreciate the chance to help first.

10Cookies

We use cookies and similar technologies for two purposes:

• Essential cookies, needed to log you in and keep the service working. These are always on.
• Analytics cookies, which help us understand how the service is used so we can improve it. These are only set with your consent.

You choose your preferences from the cookie banner, and can change them at any time. Blocking non-essential cookies won't stop you using Keelaris.

11Changes & contact

We may update this policy from time to time and will post the new version here with the date. For any question about your privacy, or to exercise your rights, contact us at [email protected].