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Privacy &
safeguarding policy

Privacy Policy Banner

Last updated 11th May 2018

Clear Books provides clear & simple online accounting and payroll software to thousands of small businesses. In order to provide these service, Clear Books stores data, which may include personal data.

At Clear Books we recognise the importance of Your privacy. This policy outlines the information we collect, how we use it and how we safeguard your information.

Clear Books may be required to revise this Privacy Policy in the future to comply with any applicable laws, in order to utilise new technologies or to improve Your Clear Books experience, so please check back periodically. Your continued use of our Services will be deemed acceptance of any amended Privacy Policy.

This Privacy Policy forms part of, and should be read in conjunction with, our Terms and Conditions.


1. What Information does Clear Books collect?

a. When You access Clear Books

Clear Books uses cookies to store and collect information about Your usage of the Website in order to enhance Your online experience and to help us improve the quality of our Service.

When You access Clear Books, your computer automatically sends us information such as the URL on our Website that You have visited, your IP address, Your browser type and language, and the date and time of Your request.

b. When You sign up to Clear Books and when You use the Service

Clear Books collects personal information when You register on the Website and when You use the Service.

c. When You contact Clear Books

If You contact Clear Books including via email, livechat or by telephone, Your details and a history of the communication will be stored/recorded by us in order for us to deal with enquiries adequately and improve our customer support services.

d. Opt in to receive free accounting advice

If You opt in to receive free accounting advice Clear Books will share Your name, organisation, location and telephone number with our approved partner accountants so that they can contact You independently. This is the only information we will share.

f. Other people’s personal data

Through Your use of the Service Clear Books may also collect information about someone else from You.

If You provide Clear Books with personal information about someone else You must ensure that You are authorised to disclose that information to Clear Books and without Clear Books taking further steps required by applicable data protection or privacy laws. Clear Books may collect, use and disclose such information for the purposes described this Policy.

This means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that personal information, Clear Books’ identity and how to contact Clear Books.

By agreeing to these Terms, You consent to the processing of Your communication in this way. To withdraw Your consent with, You should contact the Clear Books Support Team at support@clearbooks.co.uk.

You can always choose not to provide Your personal information to Clear Books, or to withdraw your consent for Clear Books holding that personal information but it may mean that we are unable to provide You with our Service.


2. How do we use your data?

a. Clear Books processing

Clear Books collects and processes Your personal information provided in section 1 above as necessary in order to provide You with our Service and any related services You may request.

In order to provide our Service effectively, it is also necessary for Clear Books to use the personal information we have collected from You for purposes related to our Service including to:

  • Notify You of new or changed services offered in relation to our Service;
  • Carry out marketing or training relating to our Service;
  • Assist with the resolution of technical support issues or other issues relating to our Service;
  • Comply with laws and regulations in applicable jurisdictions; and
  • Communicate with You.

By using our Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorise. Clear Books will only use Your personal information for the purposes described in this Policy or with Your express permission.

Your information will continue to be held and used by Clear Books to contact you in such a way after You cease using our Service but You may unsubscribe from such communications.

Your personal details will never be passed on to any other companies or third parties including affiliates (other than the third party service providers described below) and will never be added to any third party mailing lists or databases unless you opt in to do so. By using the Service You consent to Your personal information being collected, held and used in this way.

To withdraw Your consent with, You should contact the Clear Books Support Team at support@clearbooks.co.uk.

b. Use of third party applications

Clear Books allows You to integrate with third party service providers to allow You to deal with your business processes within our Service more seamlessly. Whenever you activate one of these integrations from within the Website you are allowing that third party to access Your data within the Website for the purposes of them providing their services. The data collection and usage practices of any third party integration provider are not covered by this Privacy Policy. Clear Books assumes no liability and is not responsible for any practices of such third party providers, including their privacy practices or content.

Clear Books also uses third party service providers in order to provide certain services to Clear Books in connection with its Websites and its Service. These third party service providers include customer relationship management software, development work prioritisation software, software to analyse customer usage patterns, internal communication tools and customer feedback tools. They are used as is necessary for Clear Books to provide its Services effectively to You. Any personally identifiable information provided by You may be disclosed by Clear Books to such third party service provider for the sole purpose of the provision of those services to Clear Books. By signing up to Clear Books and when providing feedback You consent to the disclosure of any personally identifiable information to such third party service providers. Clear Books has no control over, and takes no responsibility for, the privacy practices or content of these services.

c. Links and affiliated websites

Clear Books contains hypertext links to other sites, advertisers and other third parties. By clicking on any of these links, You are leaving our Website. Clear Books has no control over the information collected by any third party after You have left the Website. Clear Books encourages You to read their privacy policies.

The data collection and usage practices of any third party linked to Clear Books are not covered by this Privacy Policy. Clear Books assumes no liability and is not responsible for any practices of such third party web sites, including their privacy practices or content.

d. When you publish Your details on our Website including our blog or community

If You have published Your organisation publicly on any of our websites then we reserve the right to use Your organisation name and logo in any of our marketing material. Marketing on our websites includes testimonials, case studies and publishing Your organisation’s logo and contact details in our public directories.

e. Aggregating non-personally identifiable data

Clear Books may also use information about our users in statistical aggregate form. This is non personal information and simply refers to information such as the number of registrations, traffic patterns and Website user trends.

f. Court orders

Clear Books will not otherwise disclose Your personal information to a third party without Your express consent. However, Clear Books may be required to disclose Your personal information without Your consent in order to comply with any court order or other legal requirement.


3. Security of your information

Clear Books uses a best in class hosting provider (AWS) to host its Services on servers located in Ireland. For more information on Clear Books’ security arrangements please see our security policy.

By entering personal information into the Service, you consent to that personal information being hosted on AWS’s servers located in Ireland. AWS’s role is limited to providing hosting and storage services to Clear Books. Clear Books retains control of Your personal information and AWS is not permitted to access or use Your personal information, except for the limited purpose of storing the information.

However, the internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter or instruct the entering of personal information to the Service within a secure environment.


4. What happens to Your data when You cancel your Subscription?

As set out in our Terms of Use once a subscription has been cancelled, any Data will no longer be accessible by You. After six months that Data (including any personal information) will be archived. After a further period it will then be permanently deleted. If You want to retain that Data in the same format when you cancel your subscription, please contact support@clearbooks.co.uk who can offer You a low-cost view-only dormant account (a Dormant Account).

We may be required to keep some of Your personal information for longer periods of time to satisfy Clear Books’ own legal obligations, for example regarding our legal relationship with You.


5. What are Your rights regarding Your personal information?

a. Request access

It is Your responsibility to ensure that the personal information You provide is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at support@clearbooks.co.uk.

Clear Books will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested.

b. Opt out of email communications

Clear Books sends information related to our Services to You via email. You can choose to be removed from any mailing list not essential to the Service by following the instructions in those emails to unsubscribe, or by contacting support@clearbooks.co.uk.

c. Notification of data breach

Clear Books has implemented appropriate technical and organisational measures as set out in our Security Policy. If Clear Books becomes aware of a data security breach it shall inform You without unde delay and shall provide reasonable information and cooperation to You so that You can fulfil any data breach reporting obligations it may have under applicable data protection laws. Clear Books shall also take reasonably necessary measures to remedy or mitigate the effects of any such breach and keep You informed of all material developments.

d. Complaints

If You wish to complain about how we have handled Your personal information, please provide full details of Your complaint with any supporting documentation to support@clearbooks.co.uk who will pass the query on to our Privacy Officer. Our Privacy Officer will respond to your complaint with as soon as is reasonably practicable.

e. Data Subject’s Rights

Clear Books shall provide reasonable assistance to You (at Your expense) to enable You to respond to any request from a data subject to exercise any of its rights under applicable data protection law, and any other correspondence received from a data subject, regulator or other third party in connection with the processing of their personal information.


6. Definitions

a. What is Personal Information?

Personal information is information You provide to us which personally identifies You including Your name, address and email address.

b. What is Non Personal Information?

Non personal information is collected and recorded about users when they use the Website. This information is collected into groups so that it no longer reflects or represents any individual user and is used purely for statistical purposes. This information may include financial information.

c. What is an IP address?

Each Internet connection is identified by a unique address which is referred to as an IP address (Internet Protocol address).

An IP address is made up of four numbers, separated by dots, for example: 87.124.10.1. This address allows any website visitor to be identified with the co-operation of the relevant Internet Service Provider (ISP). In practice an ISP would not give out this information because they would be in breach of the Data Protection Act. You should be aware that it is technically possible to connect an IP with a user with the help of a court order and the relevant ISP.

Some ISPs publish the name of the company or individual who uses the connection which allows anyone to see who is using that IP from central registries held by R.I.P.E. and other Regional Internet Registries (RIR). You can check if your IP address is listed using the who is service provided by all RIRs.