PRIVACY POLICY
Topnotch Technologies Ltd — Accwatch Platform
Last Updated: 1 July 2026
1. WHO WE ARE
Accwatch is operated by Topnotch Technologies Ltd, registered in England and Wales (Company No. 17242921). We are the data controller for personal data processed through the Accwatch platform. Contact us at privacy@accwatch.app.
2. WHAT DATA WE COLLECT
We collect data you provide directly: name, email address, business details, financial records, employee data, and documents you upload for processing. We also collect usage data automatically: device type, browser, IP address, and activity logs for security and platform improvement purposes.
3. WHY WE PROCESS YOUR DATA
We process your data to provide the Accwatch platform services, process payments via Stripe, comply with our legal obligations, improve the platform, and communicate with you about your account. Our legal bases are contract performance, legal obligation, and legitimate interests.
4. WHO WE SHARE YOUR DATA WITH
We share data only with trusted service providers necessary to operate the platform: Stripe (payment processing), Supabase (cloud database infrastructure), Google (AI document processing via Gemini API), Zoho (customer support email). We do not sell your data. We do not share your data with third parties for marketing purposes.
5. INTERNATIONAL DATA TRANSFERS
Some of our service providers operate outside the UK. Where data is transferred internationally, we ensure appropriate safeguards such as the International Data Transfer Agreement (IDTA) or equivalent mechanisms are in place.
6. COMPLIANCE INTEGRATIONS
When you use Accwatch's compliance features (Companies House, HMRC MTD, ZATCA, ETA, Mudad, WPS), data is transmitted to the relevant regulatory authority on your behalf and at your instruction. We act as your data processor for these submissions.
7. HOW LONG WE KEEP YOUR DATA
Account data: for the life of your account, then deleted within 30 days of closure. Team and agency workspace data: retained for the life of the workspace, then deleted within 30 days of the workspace being closed. Payment records: 6 years (UK legal requirement). Support records: 2 years.
8. HOW WE PROTECT YOUR DATA
We use encryption, access controls, and role-based permissions. For team and agency workspaces, data is stored on our cloud infrastructure, encrypted in transit and at rest, and protected by role-based access controls and per-workspace isolation enforced at the database level via row-level security. We do not store your banking credentials. No system is completely secure, but we take the protection of your data seriously.
9. YOUR RIGHTS
Under UK GDPR you have the right to access, rectify, erase, restrict, port, and object to the processing of your data, and to withdraw consent. To exercise any right, email privacy@accwatch.app. We respond within one month.
10. AUTOMATED PROCESSING
Accwatch uses automated tools, including AI, to categorise and analyse the documents you choose to process. These tools support your decisions and do not make legally significant decisions about you without human involvement.
11. COOKIES
We use essential cookies to keep you logged in and maintain secure sessions. We currently use only essential cookies required for login and security. If we introduce analytics or non-essential cookies in future, we will update this policy and request your consent where required.
12. CHILDREN
Accwatch is not intended for anyone under 16. We do not knowingly collect data from children.
13. CHANGES TO THIS POLICY
We may update this policy. The latest version is always at accwatch.app/privacy with the "last updated" date shown at the top.
14. HOW TO COMPLAIN
Please contact us first at privacy@accwatch.app. You also have the right to complain to the UK Information Commissioner's Office (ICO): ico.org.uk · helpline 0303 123 1113.