Privacy notice

Who we are

The Finance Desk is a trading name of The Developer Desk Ltd, which is the controller of the personal information described in this notice. Email hello@thefinancedesk.co.uk with any question about it. Our registration with the Information Commissioner's Office is number [ICO REGISTRATION NUMBER].

What we collect

When you visit the website or contact us

• Your work email when you join the founding member list or contact us.
• The name, company, job title, phone, billing details and order details you give us when you order tools or a software plan.

When you use the software

• Your account: name, work email, password (stored only in scrambled form by our sign-in provider) or your Microsoft sign-in.
• Your role and desks in each practice you belong to, and the invitations you send or receive.
• A record of the changes you make (what changed, when, and by whom), shown to your colleagues in the change history.
• Technical information needed to run the service securely, such as sign-in times and device and browser details.

The clients, client contacts, risk assessments, due diligence records, fees, time and other records your practice enters into the app are your practice's data. For that data, your practice is the controller and we are its processor; see the data processing terms.

Why we use it, and our lawful basis

• To provide what you buy, including the software, sign-in, invitations, support, invoices and licences: performing our contract with you or your employer.
• To keep the service secure and prevent misuse: our legitimate interest in running a safe service.
• To keep accounting records: our legal obligation.
• To tell you about founding places and new tools, only if you asked to hear about them: your consent, which you can withdraw at any time.

Who we share it with

We never sell your information. We use these providers to run the business, each only for the service they provide:

• Google (Firebase): sign-in, database and file storage for the software. Data is stored in London (europe-west2).
• Cloudflare: hosting and protecting the website and the app.
• Our form provider (Formspree or Netlify): receiving order and sign-up forms from the website.
• Microsoft: only if you choose to sign in with Microsoft.
• Our email, accounting and banking providers: to send emails and invoices and take payment.

Some of these providers are based in, or may access data from, the United States. Where that happens, transfers are covered by the UK–US data bridge or the UK International Data Transfer Addendum.

How long we keep it

• Order, invoice and licence records: six years after the end of the financial year they relate to, as tax law requires.
• Software accounts: while you belong to a practice on The Finance Desk. If your practice's subscription ends, its data is deleted as set out in our terms (90 days, then backups within a further 35 days).
• Founding member list: until you ask us to remove you.

Your rights

You can ask to see, correct or delete the information we hold about you, to restrict or object to how we use it, or to receive a copy in a portable form. Email hello@thefinancedesk.co.uk. For data your employer has entered into the app, we will pass your request to them and help them answer it.

If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk.

Cookies and storage

The website doesn't set tracking or advertising cookies. The software stores what it needs on your device to keep you signed in, to remember your settings and to work offline, such as the last figures it saw. Signing out removes the offline copy from that device.

The website loads its fonts from Google Fonts, which means your browser contacts Google when you visit.

Security

Each practice's data is kept apart by rules in the database itself, not only on screen, and in a database separate from our other products. Connections are encrypted, data is encrypted when stored, and only people your admin invites can sign in to your practice.