Privacy policy.

Who we are

Prodro Group Limited, trading as Swiftmore, is the data controller. Registered in England and Wales, company number 17268651, 71 to 75 Shelton Street, London, WC2H 9JQ. Questions about your data: hello@swiftmore.co.uk.

If your accountant uses Swiftmore for you

Accountancy and bookkeeping practices can use Swiftmore to keep their clients’ records and prepare their returns. If your accountant does, your records sit in the practice’s account, not in an account of your own. For that data the practice is the controller and we process it on the practice’s instructions as its processor, under our Data Processing Addendum. Ask the practice first about what is held, to see or correct it, or to have it deleted; it can export or delete your file at any time. If you are worried about the security of your data, you can also write to us directly.

If you have your own Swiftmore account and choose to share a file with your accountant, that file stays yours under this notice. You decide who can read it and can withdraw the access at any time.

What we collect, and why

• Your account: name, email address and login details, so you can sign in and we can reach you about deadlines and submissions. Lawful basis: performing our contract with you.
• Your records: the income, expenses and answers you enter or import, so we can build your tax position and prepare your return. Lawful basis: performing our contract with you.
• Your submissions: what you send to HMRC through Swiftmore, and HMRC’s receipt, so you and we have a record of it. We keep these for as long as the law requires.
• Payment: when you pay the £99, Stripe takes the payment. Your card details go to Stripe and never touch Swiftmore; we receive a confirmation, the last four digits and a receipt reference, so we can show you what you paid. Lawful basis: performing our contract with you.
• Email: the emails we send you about your account, deadlines and submissions go through HubSpot, which holds your name and email address for that purpose. Anything beyond those, such as news about the product, is sent only if you have said yes, and every such email has an unsubscribe link.
• Contact: what you send to hello@swiftmore.co.uk, through the contact form or through chat, to reply to you and for nothing else.
• This website: Google Analytics, to see which pages are read. Until you choose Accept all, and if you choose Reject all, Google’s script runs in its no-cookies mode (Google Consent Mode) and sends only anonymised, cookieless page counts; its two cookies are set only after Accept all. Microsoft Clarity, only after Accept all and only when it is switched on, to see how pages are used: where people scroll and what they press, with every piece of text masked before anything is recorded. The tools on this site run in your browser and send nothing to us. The cookie policy has the detail.

Where it comes from

Almost all of it from you: what you type, the bank statements, spreadsheets and receipts you upload, and the answers you give. The rest comes from HMRC, which sends a receipt and reference for each submission, and from Stripe, which confirms a payment. We do not buy data about you or take it from other sources.

Who it is shared with

We never sell your details, and we do not use your records for advertising.

• HMRC, when you press submit, and only what the submission contains.
• Stripe, to take your payment. Stripe is a payment institution regulated in the UK and handles your card details under its own privacy policy.
• HubSpot, to send our emails to you. HubSpot processes your name and email address on our instructions under contract.
• Our service providers, who process data on our instructions under contract: Vercel, which runs the product and holds uploaded receipts and statements in its Frankfurt region; Prisma Data Platform, the product’s database, Frankfurt; Microsoft Azure, encrypted backups, UK South; Resend, which sends the product’s emails such as receipts, reminders and sign-in messages; Anthropic, which reads bank statements, receipts and transaction descriptions to suggest categories when you use those features, for the request only and never to train its models; Cloudflare, the bot check on the sign-in and sign-up pages; and tawk.to, the chat provider, only if you open chat on this site.

Where it is kept

Your records and submissions are kept in the European Economic Area (Frankfurt), encrypted in transit and at rest, with encrypted backups in the United Kingdom. Transfers from the UK to the EEA rely on the UK’s adequacy regulations. Stripe, HubSpot, Vercel, Resend, Anthropic and Cloudflare may process the limited data they hold for us in the United States; where they do, the transfer is covered by the safeguards UK law requires, the International Data Transfer Agreement or the UK Addendum to the EU standard clauses, which each provider offers under its standard terms.

How long we keep it

Each tax-year file, with its receipts, is kept for seven years after that tax year's 31 January filing deadline while your account keeps paying: a Single return bought for the current tax year, or a subscription. If your account is not paying, each file is kept for a year's grace instead, a year after its filing deadline or a year after the deadline of your last paid tax year if that is later, and then removed; paying again puts every file back on the seven-year rule. We email the account owner six months, a month and a week before a file is removed, and once more when it has gone, so you can download it first. If you close your account, an export is available for 30 days and then we delete it, except for limited information the law requires us to keep, such as a record of submissions made on your instruction. A free account unused for 24 months is deleted after two reminders and at least 30 days to export. You can ask us to delete your data at any time.

How it is protected

Encrypted in transit and at rest, access limited to the people who need it to run the service, and logged. Your Government Gateway password is entered in the product to authorise filing and is not stored. If a breach ever affects your data we will tell you and the Information Commissioner’s Office as the law requires.

Decisions made by software

Swiftmore places your bank lines in the right boxes and works out your tax by rule, and asks you about any line it cannot place. Nothing is filed until you have checked the summary and pressed submit, so no decision with a legal or similar effect on you is made by software alone.

Marketing

We only send you news about the product if you have said yes, and every such email has an unsubscribe link. Saying no, or changing your mind, never affects the service.

Children

Swiftmore is for people aged 18 and over. We do not knowingly collect data about anyone younger, and we delete it if we learn we have.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, withdraw consent where we rely on it, and take your data elsewhere. Write to hello@swiftmore.co.uk and we will reply within one month; there is no charge. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, though we would rather you told us first so we can put it right.

What you have to give us

To open an account we need a name and an email address; to file a return we need the records that go into it. Without those we cannot provide the service. Everything else is optional.

Changes

When this notice changes in a way that matters, we will tell you before it takes effect and keep a record of what changed here.