Privacy notice
Version: 2026-10-12.2
In force from 12 October 2026. Approved by Rob Duncan, director of Get My Books Ltd, on 12 October 2026.
How the retention periods are kept. Deleting your account, revoking and deleting your Xero connection, and clearing statement previews every 15 minutes already run automatically. The longer periods in the "How long" column are enforced by scheduled deletes that we build and test before the first record reaches its period.
Who we are. Get My Books Ltd, company number 16825792, registered in England and Wales. Registered office: 128 City Road, London, EC1V 2NX. Email: support@getmy.group (support, complaints and data requests). ICO registration number: ZC149074.
Get My Books Ltd makes the GetMy Books software.
Two roles
- Controller for your account data: who you are, how you sign in, your subscription and billing, and our security logs.
- Processor for the data in your books (from Xero and the statement files you give it). Your business is the controller of that data; we process it only on your instructions, under the data processing agreement.
What we hold
| Data | Where | Role | Why | How long |
|---|---|---|---|---|
| Your work email and name, the companies you may act for | Our Postgres database (principal, entity_access) |
Controller | To let you sign in and to record who approved each change | While you have access; on account deletion, deleted, unless a record in a company another person still uses names you |
| Which version of these terms and this notice you accepted, and when | Our database (terms_acceptance) |
Controller | To show you accepted them (contract) | While you have an account |
| Your sign-in events (email, time, IP address, result) | Cloudflare Access and the sign-in you choose (your Microsoft or Google account, or a code Cloudflare emails you) | Controller | Security | The provider's default, no more than 1 year |
| Your subscription: Stripe customer and subscription IDs, status, the companies it covers | Our database; card details, invoices and payments stay with Stripe | Controller | To charge the subscription (ADR 0037) | Until the account is deleted (the subscription is cancelled first). Our own invoices and billing records are kept for 6 years (company accounting records, Companies Act 2006 s388). Stripe, as an independent controller, keeps its own records |
| Each company's name, and its Xero connection (tenant ID, tokens encrypted with AES-256-GCM) | Our database | Processor | To read Xero, and write to it when you approve | Until you delete your account; the tokens are then revoked at Xero and deleted at once (SPEC-017) |
| Each company's profile (company number, VAT quarters, payroll, year end) | Our database (entity_profile) |
Processor | The deadline radar and the VAT steps | Until you delete your account |
| Bank account names and Xero account IDs; saved CSV column mappings | Our database | Processor | To read your statement files | Until you delete your account |
| Every change written to Xero on your Approve: the entry sent, before and after, who approved | Our database (ledger_write, append-only) |
Processor | Audit trail | 6 years from the end of the financial year it relates to; deleted with the account (the change itself is in your Xero) |
| Previews you have not approved yet | Our database (write_preview) |
Processor | Preview then approve | Until approved, declined or expired; statement-derived previews cleared within 15 minutes of expiry; deleted with the account |
| VAT treatments you ask it to remember (supplier name, treatment, note) | Our database | Processor | Consistent checks | Until you delete your account |
| Activity log: what was proposed, why, who approved, the outcome; bank line IDs only as keyed hashes | Our database (ADR 0033) | Processor | So you can see what was done | While a customer; deleted with the account |
| Bank statement text | Never stored. Read in memory for one request and discarded (ADR 0032); never logged | Processor | To check Xero against your bank | Not kept |
| Invoices, bills, payments and bank lines in Xero | Read from Xero on each request, not stored, except the fields copied into an approved change | Processor | The checks | Not kept |
| Usage records: which tool was used, for which company, by whom, when, and whether it worked. No books content: no amounts, names, files or findings | Our database (usage_event) |
Controller | Legitimate interests: running, supporting and improving the service | 13 months; deleted with the company or the account |
| App logs | The server, by size (at most 60 MB per container) | Controller | Operations and security | Rolls over; target 30 days |
When you delete your account
"Delete my account" on the start page does this, at once (SPEC-017):
- The Stripe subscription of each company only you use is cancelled. If one cannot be cancelled, nothing below happens and you are asked to try again.
- For each company only you use, everything we hold is deleted, including the activity log: the Xero connection (its tokens revoked at Xero, then deleted), the company profile, the subscription record, bank account names and column mappings, previews, the record of changes written to Xero, VAT treatments, access grants and the company itself.
- Your access to companies other people still use is removed; their data stays for them.
- Your terms acceptances and your email are deleted, unless a record in a company another person still uses names you.
What stays: nothing from the company is kept, including its activity log. The only exceptions are:
- Stripe's own records. Stripe is an independent controller for payment data and keeps them under its own privacy notice.
- Backups of our database, kept on the same server in the UK, which roll off within 14 days.
- Our own invoices and billing records, kept for 6 years.
Your books themselves stay in your Xero organisation, which we never delete.
Downloading your data
"Download my data" on the start page (/account/export) gives you, as a
JSON file: your email and when your account was made, the terms versions you
accepted, and for each company its name, profile, subscription status and
bank account names. It holds nothing from your books in Xero: that stays in
Xero, where you can export it yourself.
We do not use your data for marketing, sell it, or use it to train AI models.
Lawful basis (for the data we control)
- Contract: to give you the software you subscribe to.
- Legitimate interests: security logs and preventing misuse.
- Legal obligation: keeping our own billing records for 6 years (Companies Act 2006 s388).
Who receives it
Our subprocessors are listed in subprocessors, with what each one receives and where.
International transfers. Cloudflare may process data outside the UK. It does so under the UK Addendum to the EU standard contractual clauses and the UK–US data bridge (Data Privacy Framework). Anthropic is not our subprocessor (see below); for data you send through your own Claude account, the UK International Data Transfer Addendum / UK–US data bridge applies as set out in Anthropic's data processing terms. The subprocessors list gives each provider's location.
Independent controllers. Stripe takes your card and payment details and decides how to use them for payments and fraud prevention. It is an independent controller, not our processor. See Stripe's privacy notice.
Claude is yours, not ours. You use GetMy Books from your own Claude account. Everything a GetMy Books tool returns goes into your Claude conversation, which Anthropic handles under your agreement with it. Anthropic is not our subprocessor.
Your rights
You can ask for a copy of your data, to correct it, to delete it, to restrict or object to its use, and to move it. You can download your account data and delete your account yourself, from the start page; for anything else, write to support@getmy.group; we answer within one month. For data in your books, we pass the request to the business that controls them, and help it answer. Records we must keep by law are kept until that period ends.
Complaints
Please complain to us first at support@getmy.group; we acknowledge complaints within 30 days and tell you the outcome. You can also complain to the Information Commissioner's Office (ico.org.uk).
Cookies
We set only a strictly necessary sign-in cookie (Cloudflare Access); it needs no consent.
No automated decisions
GetMy Books makes no decision with legal or similar effect about anyone. Every change needs a person's Approve.
Changes
We will email you before a material change to this notice. A changed notice has a new version, which you are asked to accept before you next use GetMy Books.