Privacy Policy

My Firms App Ltd takes your privacy very seriously. We ask that you read this privacy policy carefully as it contains important information about what to expect when we collect personal information about you and how we will use your personal data.

My Firms App Ltd is wholly owned by My Firms App Holdings Ltd.

This policy applies to personal data information we collect about:

– visitors to our website;

– people who use a version of the mobile app and related web services developed and managed by us which carry the branding of one of our customers who provide professional accountancy and other services. That app version is referred to in this policy as a “Branded Service”. Those professional services customers under whose branding the Branded Service is supplied are referred to in this policy as “Professionals”.

people who work for Professionals.

Information is considered ‘personal data’ if it relates to a person who can be identified from those data (or from a combination of that data and other information held by the person processing that data).

1. The information we collect about you

1.1     when you use a Branded Service we collect the following personal data from you:

1.1.1     the account details you input into the Branded Service. These will depend on the requirements of the Professional who gives you access to the Branded Service, but will normally include name, address, email address, phone number and date of birth. (It may be that some of this information is received from Professionals). This is referred to “Account Data” in this Policy.

1.1.2     financial and other data you input into the Branded Service for the purposes of using the functionality of the Branded Service (for example, mileage data or turnover information processed by the Branded Service); data regarding the features of the Branded Service you use, and the way you use it (for example, the times you used the Value Added Tax calculator). This is referred to “Usage Data” in this Policy;

1.1.3     information we receive about you from Professionals which we will add to the information which we already hold about you in order to help us learn more about the services you use, or might be interested in using in the future.

1.2       If you work for a Professional, we will collect account information consisting of your name, billing address, corporate email address and phone number.

1.3       If you access the App through a mobile device, and choose to operate the Mileage Tracker function, we will collect and store your geolocation data, which may include the GPS coordinates of your trip (including your route) or similar information regarding the location of your mobile device (“Geolocation Data”).

2. How we will use the information about you

If you are a user of a Branded Service, we will use your data on behalf of Professionals to allow us to provide the services comprised in the Branded Service. In that capacity we are acting as a ‘data processor’, for the purposes of data protection legislation. The ‘data controller’ for the purposes of data protection legislation is your Professional.

We also use your Account Data for our own purposes – to this extent, we are a ‘data controller’ of the data. The purposes for which we use the Account Data and Usage Data are – to study and improve the Branded Service and our other products and services, and to help develop new and better ones. If you agree, we may also use your Account Data to contact you about other products and services we think may be of interest to you.

We may also use aggregate information and statistics compiled using your Usage Data and Account Data for the purposes of monitoring usage of this website or the Branded Service in order to help us to develop our website and our products and services. We may also provide such aggregate information to third parties. These statistics will not include information that can be used to identify you.

We (or someone acting on our behalf, such as the Professional) may use your Account Data contact you to ask you for your feedback and comments on the Branded Service or our website.

If you work for a Professional, we will use your information to administer our account with the Professional, provide and bill for services to the Professional, and update you and promote our services.

We use your Geolocation Data solely for the purpose of providing the Mileage Tracker functions of the Branded Service. We do not share any Geolocation Data with any third party.

3. Professionals’ use of your data

This privacy policy only applies to our processing of your personal data. Professionals also collect and use your data from the Branded Service for their own purposes. That collection and use is subject to the Professional’s own `Privacy Policy, which we require that they maintain on their website.

4. Marketing

If you agree, we and our group companies may also wish to provide you with information about special features of our website; and news, promotions or updates regarding the Branded Service or any other of our services or products we think may be of interest to you. If you would rather not receive this information, please send a blank email message to [email protected]. If you agree to us providing you with marketing information, you can always opt out at a later date.

If you have opted-in to receive such information, we may provide you with related information from specific third parties we think may be of interest to you. If you later decide you no longer which to receive this information, please send an email to [email protected]. If you agree to us providing you with third party marketing information, you can always opt out at a later date.

If you are a Branded Service user, it may be that Professionals wish us to send you marketing information using your personal data you provide to them by means of the Branded Service; this is governed by the Professional’s own privacy policy, which we require the Professional to maintain on their website.

5. Our use of cookies and other information-gathering technologies

The website used to deliver the Branded Service uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy at

6. Sharing Your data.

We use industry leading third party hosting partner Amazon Web Services to host your data. All information you provide to us is stored by them on their secure server. If you use our Branded Service, your Usage Data and Account Data will be shared with the Professional who is the data controller of your data.

We will also (on behalf of your Professional) share your Usage Data and Account Data with third parties such as Companies House and HMRC for the purposes of their providing annual returns, tax filings and other official reports.

7. How we protect your information

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We will use all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.

8. How Long we Hold Your Data

We will keep your Account Data for as long as you remain a registered user of the Branded Service and may continue to do so for so long as reasonably necessary afterwards (usually 6 years).

9. Access to your information and updating and correcting your information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please send an email to [email protected]. We will process all such request s in accordance with applicable UK data protection legislation.

We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided to us via the website or the Branded Service changes, for example if you change your email address, name or payment details, please let us know the correct details by sending an email to [email protected].

You may ask us, or we may ask you, to correct information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate.

10. Sale of business

If our business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

11. Your consent

By submitting your personal information to us, you consent to the use of that information as set out in this policy.

12. Changes to privacy policy

We keep our privacy policy under regular review. If we change our privacy policy we will post the changes on this page, and place notices on other pages of the website, so that you may be aware of the information we collect and how we use it at all times. This privacy policy was last updated on 24.11.20.

13. Complaints to the ICO

If you make a complaint to us and think we have not dealt with it to your satisfaction, you may send your complaint to the Information Commissioner for investigation. For more information on the Information Commissioner, and how to make a complaint, please visit their website at

14. How to contact us

We welcome your views about our website and our privacy policy. If you would like to contact us with any queries or comments, please send an email to [email protected].