This policy describes how TaxCycle (“we”, “us”, “our”) uses personal information when you use our website and the TaxCycle app (together, the “Services”). The Services help UK sole traders and landlords keep digital records for Making Tax Digital (MTD) and, where you choose to use those features, send quarterly updates to HMRC.
If you disagree with this policy, please stop using the Services. We may update this policy; when we do, we will change the date at the top.
Who we are
TaxCycle provides digital record-keeping, income and expense tracking, and MTD-related tools, including optional submission of updates to HMRC. For data protection questions, use the contact details at the end of this policy.
Information we collect
Account and login information
When you register, we process details you give us—such as your name, email, and sign-in data (for example a password hash, or tokens if you use another sign-in provider). We use this to run your account, protect access, send important service notices, and help when you contact support.
Financial and tax-related records you enter
You can store business or property information you add, including income and expenses, categories, notes, and uploaded documents or receipts where the app supports them. We use this to power the app, show summaries, and—only when you ask us to—to prepare and send the information needed for MTD updates to HMRC.
HMRC and MTD-related processing
If you connect to HMRC or submit MTD updates, we process the data needed to carry out your instructions. That can include identifiers, tax references, and the figures HMRC requires for quarterly updates or related MTD steps.
HMRC is an independent controller for its own services. Its privacy notices and terms apply when you use HMRC; read them alongside this policy.
HMRC authorisation data
When you connect TaxCycle to HMRC, we process the authorisation data needed to maintain that connection and to make HMRC API requests on your behalf. That can include access tokens, refresh tokens, token expiry information, and related identifiers.
We use this data only to provide HMRC-connected features you have asked for, such as retrieving obligations and submitting updates. HMRC-connected data is not used for advertising or marketing, and it is not sold.
Revoking access and retention
You can disconnect HMRC features in TaxCycle or revoke the app’s authority through HMRC.
After you disconnect HMRC or delete your account, TaxCycle stops making new HMRC API calls on your behalf, except where we need to complete an in-flight request, comply with the law, resolve disputes, prevent fraud or abuse, or maintain limited audit or security records. HMRC-related personal data is then deleted or anonymised unless we must keep it for a lawful reason.
Support and communications
When you email or message us, we keep your address, message, and any attachments so we can reply. We retain support correspondence only as long as needed to resolve issues, meet legal duties, and improve the Services.
Technical and usage information
We collect limited technical data such as device type, operating system, app version, coarse location from IP (for example country or region), diagnostics, and usage events. We use this to secure the Services, fix problems, and keep them reliable.
How we use information
We use personal information to:
- Deliver the Services, including records, summaries, and MTD features you enable;
- Verify users, protect accounts, and detect misuse;
- Respond to support requests;
- Send essential notices (security, account, legal, or compliance);
- Meet legal requirements and enforce our terms.
Where the law allows, we may send optional product news. You can opt out using the message instructions or by contacting us.
Legal bases (UK GDPR)
Under UK GDPR we rely on: contract (providing the Services you ask for); legitimate interests (such as security, fraud prevention, and improving stability), balanced against your rights; consent where we need it; and legal obligation where the law requires processing.
Data storage and security
We apply technical and organisational measures appropriate to the risk. No online service is risk-free; if something goes wrong, we aim to respond promptly and in line with the law.
Third-party services
We use trusted suppliers for hosting, authentication, email delivery, analytics, crash reporting, and similar functions. They may only process data on our instructions. HMRC sits outside that relationship: when you use HMRC, its rules and notices apply.
International transfers
Your data may be processed in the UK, the EEA, or—where a supplier is based elsewhere—other countries. If UK law requires extra safeguards for a transfer, we use approved tools such as the UK International Data Transfer Agreement or addendum, or standard contractual clauses.
Retention
We keep data while your account is open and for a limited period afterwards if we must meet legal, regulatory, accounting, or security needs.
When you delete your account, we delete or anonymise personal data unless a narrow exception applies (for example a legal hold). Some HMRC-related submission records, connection logs, and security or audit records may be retained only where needed for legal, compliance, fraud-prevention, or security reasons; we limit what we keep and how long we keep it.
Your rights
Depending on the situation, you may have rights to access, correct, or delete your data, to restrict or object to certain processing, and to receive a copy in a portable format. You may also complain to the UK Information Commissioner’s Office (ICO).
To exercise a right, contact us using the details below. We may ask for reasonable proof of identity before we act.
Children
The Services are not aimed at anyone under 16, and we do not knowingly collect their personal information.
Cookies (website)
Our website uses cookies and similar technologies that are strictly necessary to operate the site and keep it secure. If we introduce optional analytics or marketing cookies, we will update this policy and, where required, ask for your consent before using them.
Contact
TaxCycle — privacyEmail: support@taxcycle.co.uk