Privacy notice

Haetora Software Ltd provides QuarterLink and is the data controller for account, billing, website and support information. Its company number is 16839740 and it is registered in England and Wales. Its registered office is 119 Skylark Way, Shinfield, Reading, England, RG2 9AD. For privacy questions, data-rights requests, support-access questions, security concerns, billing questions, or complaints, contact [email protected].

This notice covers visitors, account holders, direct taxpayers, client users, practice users, support contacts, and people who contact us through the website.

When a bookkeeper, accountant or practice uses QuarterLink to manage client records, that professional normally determines why those records are used. We process those records on their documented instructions under the client-data processing terms in our Terms of use. We remain a separate controller for our own account administration, billing, security and legal obligations. Your professional can explain their own lawful basis and privacy notice.

QuarterLink collects data only where it supports the website, account workspace, HMRC workflow, security, support, billing, or legal accountability.

Account and access data

Name, email address, account role, workspace, login state, MFA (multi-factor authentication) status, passkey or authenticator state, recovery-code state, and account settings.Legal basis: Contract; legitimate interests in protecting accounts

Taxpayer and HMRC data

NINO, UTR where supplied, HMRC business IDs, authorisation records, obligations, quarterly update records, HMRC reference details, receipts, and HMRC-returned record summaries.Legal basis: Contract, legal obligation, legitimate interests

Spreadsheet workflow data

Import details, file checks, parsed totals, mapping proof, supporting records, validation results, upload security findings, and submission-readiness records.Legal basis: Contract, legal obligation, legitimate interests

Security and audit data

Sign-in events, protected-action records, support-access records, IP/proxy diagnostics, MFA verification timestamps, HMRC fraud-prevention browser data, and operational records.Legal basis: Legal obligations where applicable; legitimate interests in preventing fraud and protecting the service

Billing and support data

Stripe customer, subscription, invoice, payment status, checkout and portal references; renewal choices; accepted subscription terms; whether a purchase is for business or consumer use; paid subscription dates and returning-customer plan eligibility; support tickets, support messages, and deletion/export case records.Legal basis: Contract, legal obligation, legitimate interests

Website and contact data

Contact form details, readiness-checker submissions, essential cookie preferences, and voluntary information you submit through public forms.Legal basis: Steps requested before a contract; legitimate interests in responding to enquiries; consent where required

We receive information from you, your authorised bookkeeper, accountant or practice, invited workspace users, uploaded spreadsheets, HMRC when you authorise a connection, and Stripe for payment and subscription status. Your browser and our service also provide the security and technical records described in this notice.

An email address and the required account and security details are needed to create and protect your account. Taxpayer identifiers, relevant business details, authority and spreadsheet figures are needed for the HMRC workflows you choose. Payment details are supplied to Stripe if you choose a paid subscription. Without the required information we cannot provide the corresponding account, payment or filing function. Optional enquiries and additional support information are voluntary; do not send information unrelated to your request.

• To provide the account workspace, authenticate users, apply role-based access controls, and keep workspace and taxpayer data separated.
• To connect to HMRC with the taxpayer authority, sync business details and obligations, prepare supported quarterly updates, and retain evidence.
• To process spreadsheet imports, reject unsafe files, create mapping proof, and maintain supporting records.
• To operate billing, support, account deletion/export, security monitoring, fraud-prevention, and accountability records.
• To apply the returning-customer subscription policy using paid subscription history and account identity. We use these records to determine whether monthly or annual subscriptions are available when you return, without changing your current paid access or taking a new payment without your agreement.
• To respond to enquiries, improve onboarding, and understand first-party conversion signals such as checker submissions and contact requests without adding marketing cookies.

HMRC

When you connect HMRC, sync HMRC records, or make a supported submission after all product and account controls allow it.

Stripe

For hosted checkout, billing portal, invoices, payment methods, retries, payment security, and billing-status webhooks. QuarterLink does not store card numbers.

Hosting, email, database, monitoring, and support providers

For operating the service, sending account/support messages, storing records, monitoring reliability, and investigating issues.

Professional advisers, regulators, courts, or law enforcement

Where required by law or needed to protect users, HMRC data, service integrity, legal claims, or security.

Our application and database are hosted with Railway in Amsterdam, Netherlands. Railway also provides infrastructure operations and support involving the United States and its listed subprocessors. A European hosting region does not mean that all provider processing stays in Europe.

Hostinger delivers account and support emails and stores the support mailbox. Cloudflare routes incoming support mail to that mailbox. These services process email addresses, message content and delivery information. Stripe handles payments and related fraud prevention through its international operations and service providers. We do not receive or store your full card number. HMRC receives information through the connections you authorise.

Cloudflare R2 provides private object storage for encrypted temporary spreadsheet files. Railway runs the application, database and private processing workers. The temporary source files are handled separately from mapped figures, approvals and submission receipts retained in the database.

Transfers to the European Economic Area can rely on UK adequacy regulations. Railway, Hostinger and Cloudflare publish data-processing terms describing their processing arrangements and international-transfer safeguards. Stripe publishes its Data Processing Agreement and Data Transfers Addendum, including applicable UK transfer mechanisms. These documents explain the safeguards offered by each provider; they do not mean every overseas recipient is covered by the same mechanism.

The provider terms and subprocessor lists are linked under Official guidance & company details below. Contact [email protected] for a copy of the safeguards and information about the arrangements relevant to your data, including any monitoring provider used for your account. We assess applicable transfer arrangements before introducing a new provider or destination.

Retention is reviewed by record category when an account is closed or a data-rights request is received. We consider the relevant tax year and filing date, accounting requirements, unresolved support or payment disputes, security incidents and any documented legal hold. An account without tax records is not automatically assigned a tax-record retention period. Account closure does not itself delete every record.

Spreadsheet files and import records

Temporary original and parsed spreadsheet files are scheduled for deletion after you approve the mapped figures, or when the unfinished upload expires after 24 hours. Failed deletion attempts remain queued for retry; expiry alone does not prove every stored copy has been removed. File hashes, mapped figures, mapping evidence, approvals and submission receipts are separate records retained under the relevant category policy. Older source files outside this temporary lifecycle require an individual retention review. Keep your own accounting and tax records.

HMRC workflow and submission evidence

Retained where needed for Making Tax Digital, tax, dispute, support, and legal accountability. For self-employed Self Assessment records, HMRC normally requires retention for at least five years after the 31 January submission deadline for the relevant tax year. Different rules or longer periods may apply, including an enquiry. This does not mean all website enquiries are tax records.

Billing and invoices

Retained for accounting, tax, payment dispute, fraud-prevention, and subscription history requirements.

Returning-customer plan eligibility

We retain the minimum account identity link, accepted policy version, paid subscription dates and qualifying subscription endings needed to apply the returning-customer policy. This history is not erased simply because paid access ends. We review retention when an account is closed or a data-rights request is made, and keep only records still needed for billing, plan eligibility, disputes or legal duties.

Support, security, and audit records

We consider whether an enquiry or case is resolved, whether further correspondence is reasonably expected, whether an incident or dispute remains open, and whether a specific legal duty requires retention. General website enquiries are not retained as tax records merely because QuarterLink is tax software. Unneeded records are deleted or anonymised following review.

Deletion and export cases

Retained to show how a request was handled and which records were erased, restricted, anonymised, or retained.

Under UK data protection law, you may have rights to access, correct, erase, restrict, object to processing, request portability, and complain to the UK Information Commissioner's Office.

Rights are subject to the conditions in data protection law. If we cannot fulfil a request in full, we will explain the applicable reason. A general preference to keep records is not by itself a reason to refuse a right. Where processing relies on consent, you can withdraw that consent without affecting earlier lawful processing.

Returning-customer plan eligibility is assessed automatically from accepted policy versions, paid subscription dates and qualifying subscription endings. Two separate monthly subscriptions that each end voluntarily after one or two paid months make later subscriptions annual-only. Trials, failed payments and statutory cancellations do not count. This does not authorise a charge or change existing paid access. You can contact [email protected] to request human review, explain your circumstances, challenge the outcome or correct an inaccurate record.

We normally respond to data-rights requests within one month. If the law allows an extension because a request is complex or there are several requests, we explain the reason and extension within the first month. We may ask for proportionate evidence of identity before releasing or changing personal information.

You can object to processing based on legitimate interests for reasons relating to your situation. Email [email protected] and tell us which processing you object to. We must stop that processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or need the data for legal claims. You can object to direct marketing at any time.

Account controls include multi-factor authentication, passkeys, role-based permissions and recorded support access. Sensitive HMRC tokens and taxpayer identifiers use application-level encryption. See the security page for the scope of these controls.

Support access is temporary, controlled, and recorded. It is used only where needed to investigate a support issue. Support teams should not need to see card numbers, raw OAuth tokens, or full sensitive identifiers to help investigate normal issues.

Contact [email protected] if you want to exercise privacy rights, ask how a record is used, or make a complaint. Haetora Software Ltd will review the issue, acknowledge it, investigate the relevant records, and explain the outcome or next step. You can also complain to the UK Information Commissioner's Office if you are unhappy with how personal data is handled.