Who we are
This policy explains how AvrioBooks (“AvrioBooks”, “we”, “us”) handles personal data when you visit avriobooks.com or use our cloud accounting software at app.avriobooks.com. AvrioBooks is operated by [AvrioBooks legal entity name and registered address].
We act in two roles. For the information we hold about you as a user or visitor (your account, billing, sign-in activity and communications) we are the controller. For the accounting records you enter about your own customers, suppliers, employees and transactions, you are the controller and we are your processor, processing that data only to provide the service you asked for.
What we collect
Account and profile data
Your name, email address and password (stored in hashed form), your profile photo if you add one, and, if you sign in with Google, the basic profile details Google shares with us.
Business and accounting data you enter
Organisation details, chart of accounts, contacts (names, emails, phone numbers, addresses, tax numbers), invoices, bills, bank statements and transactions, attachments you upload (such as receipts and supplier invoices), budgets, assets, stock, journals, reports and settings, and the details of people you invite to your business.
Billing data
Your plan, billing interval, currency, receipts and payment status. Card details are entered only on Stripe’s secure pages and are never seen or stored by AvrioBooks.
Security and usage data
Sign-in events, active sessions with IP address and browser or device details, two-factor authentication status, and an audit trail recording who changed which record and when. We also keep a log of emails sent from the service, such as invoices.
Tax authority connection
If you choose to connect to HMRC for Making Tax Digital, we process your National Insurance number and the authorisation HMRC gives us, together with the figures you submit.
Communications
Messages you send through our contact form, email or live chat, and details you give when booking a demo.
Website and cookie data
Page views, device and browser information and approximate location, collected through cookies and similar technologies as described under “Cookies” below.
How we use your data and why
| Purpose | Legal basis |
|---|---|
| Provide, secure and support the service, including your account, your business records and billing | Performance of our contract with you |
| Detect fraud, protect accounts and keep audit logs | Our legitimate interests in running a secure service |
| Send service messages such as invitations, receipts, password resets and scheduled reports you requested | Performance of our contract with you |
| Understand how the website and app are used and improve them | Your consent, or our legitimate interests where the law allows |
| Respond to enquiries and book demos | Our legitimate interests and steps you request before a contract |
| Meet tax, accounting and other legal obligations | Legal obligation |
We do not sell your personal data.
Who we share data with
We share data only with service providers that help us run AvrioBooks, under written terms, and with the authorities you ask us to connect to. They include:
- Stripe, which processes subscription payments.
- Google, for optional Google sign-in and, subject to your cookie choices, analytics and tag management.
- Tawk.to, which provides our live chat, and Calendly, which handles demo bookings.
- Email and hosting providers, which deliver the service and the emails it sends.
- An error-monitoring provider, which receives technical error reports that can include account identifiers and IP addresses so we can fix faults.
- HMRC, only when you choose to connect and submit through Making Tax Digital.
- Professional advisers, and authorities where the law requires disclosure.
We also use services that do not receive personal data from your accounting records, such as a content system for our blog and a provider of daily exchange rates.
International transfers
Some providers may process data outside your country. Where personal data is transferred to a country without an adequate level of protection, we rely on appropriate safeguards such as standard contractual clauses.
How long we keep data
- We keep your account and business data while your account is open.
- If a subscription ends, your business becomes read-only and your data is kept so you can still view and export it. We do not delete it because you stopped paying.
- You can permanently delete a business or your account at any time from within the app. Deletion removes the records, and uploaded files are removed from storage afterwards. Any copies held in backups are removed when those backups expire.
- We may keep limited billing and tax records for as long as the law requires.
- Security logs and audit trails are kept for the life of the business they relate to.
How we protect your data
We use technical and organisational measures that include role-based permissions, optional and enforceable two-factor authentication, session and sign-in monitoring, lock-out after repeated failed sign-ins, audit logging, secure connections to our website and separation of each business’s records. No system is perfectly secure, so please use a strong password, turn on two-factor authentication and give each person their own sign-in.
Your rights
Depending on where you live, you may have the right to access your personal data, correct it, delete it, restrict or object to certain processing, receive a portable copy and withdraw consent at any time. You can correct most details yourself in your profile, export your records from the app and delete your data from within the app. For anything else, or if you are a customer or supplier of one of our users and want to exercise your rights over data they entered, contact us at info@avriobooks.com; where we are only the processor we will pass your request to the business concerned.
If you are unhappy with how we handle your data you may complain to your local data protection authority.
Cookies
We use cookies and similar technologies for four purposes. Our Cookie Policy gives the full detail.
| Type | What it does | Your choice |
|---|---|---|
| Essential | Keeps you signed in, remembers security settings and protects forms | Always on, because the service cannot work without them |
| Analytics | Helps us understand how the website is used (Google Analytics and Tag Manager) | Loaded after you interact with the site, subject to your consent choices |
| Chat | Lets you talk to us using Tawk.to | Loaded after you interact with the site |
| Scheduling | Calendly loads only when you choose to book a demo | Only if you click Book a demo |
You can manage your cookie choices through the consent banner and withdraw consent at any time, and you can also block or delete cookies in your browser settings. Blocking essential cookies may stop parts of the service working.
Children
AvrioBooks is a business service and is not intended for anyone under 18. We do not knowingly collect personal data from children.
Changes to this policy
We may update this policy from time to time. We will change the date at the top and, for significant changes, tell you by email or in the app.
Contact us
Questions about privacy? Email info@avriobooks.com. You can also read our Terms of Service.