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Privacy Policy

Last updated: April 2026

WpAccPac (“we”, “us”, “our”) provides an online accounts preparation and working papers platform for UK accountants. This policy explains what data we collect, how it is used, and your rights.

1. Data We Collect

We collect only the data required to provide the service.

Account & Organisation Data

  • Name and email address
  • Organisation name and settings
  • User roles and access permissions

Client & Accounts Data

  • Client names and internal identifiers
  • Accounting periods and entity details
  • Planning documents, lead schedules, and supporting schedules
  • Fixed asset register data, including depreciation and disposals
  • Review notes, queries, and sign-offs

Documents & Evidence

  • WpAccPac supports both uploaded documents and external reference links
  • Users may upload client documents (such as PDFs and images) directly into the platform
  • Uploaded files are stored securely using third-party storage providers under our control
  • Alternatively, users may store references (links) to documents held in their own document management systems
  • All documents and links are scoped to the relevant client and accounting period

We do not collect payment card details directly. Billing, where applicable, is handled by third-party providers.

2. How Your Data Is Used

Your data is used solely to:

  • Provide and operate the WpAccPac service
  • Store and present working papers and schedules
  • Enable collaboration and review workflows
  • Provide support when requested
  • Maintain, secure, and improve the platform

We do not:

  • Sell or rent your data
  • Use your data for advertising
  • Analyse client data for marketing purposes

3. Legal Basis for Processing

We process personal data under one or more of the following bases:

  • Contract — where processing is required to provide the WpAccPac service you have requested
  • Legitimate interests — where processing is necessary to operate, secure, support, and improve the platform
  • Legal obligations — where we are required to retain or disclose information by law

4. Data Storage & Security

  • Structured data is stored in a secure relational database
  • Uploaded documents are stored securely via managed storage providers and are accessible only within your organisation context
  • Document references are stored as metadata within the application
  • Access is restricted by organisation and user role
  • All access is authenticated and logged at the application level
  • Data is transmitted over encrypted connections where supported

Further details are available on our Security & Data Ownership page.

5. Third-Party Providers

We use trusted third-party providers to operate the service. Depending on the features in use, these may include providers for:

  • Hosting and application infrastructure
  • Database services
  • File storage and upload handling
  • Email delivery
  • Billing, where applicable

These providers process data on our behalf under appropriate contractual and security obligations.

6. Data Location & International Transfers

Data is stored and processed using managed infrastructure providers. Where data is processed outside the UK, appropriate safeguards are applied where required under applicable data protection law.

7. Data Ownership

You retain full ownership of all data entered into WpAccPac.

In most cases, WpAccPac acts as a data processor, providing tools to store and manage information on your behalf. Accounting firms using the platform are typically the data controllers for their client data.

You are responsible for the content of any documents uploaded to the platform and for ensuring that you have the right to store and process such data.

8. Data Retention

Data is retained for as long as your account remains active.

Upon request or account closure:

  • Your data can be exported where supported
  • Remaining data will be deleted within a reasonable period, unless legally required to retain it

9. Your Rights

You may have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request export of data where supported
  • Request deletion of personal data
  • Request restriction of processing in certain circumstances

Requests relating to client data should normally be directed to the relevant accounting firm acting as data controller. We will support firms in responding where required.

10. Cookies

WpAccPac uses only essential cookies required to operate the application. These include cookies used for authentication, session management, and basic security.

We do not currently use analytics, advertising, or tracking cookies that require consent.

We may use services such as Google Search Console to monitor website performance in search results. These tools do not use cookies within the WpAccPac application.

If non-essential cookies (such as analytics) are introduced in the future, we will update this policy and request consent where required.

11. Children's Data

WpAccPac is intended for professional use and is not designed for individuals under 18.

12. Contact

If you have questions about this policy or require additional information for compliance or due diligence purposes, please contact:

Email: admin@wpaccpac.org