AOY AI Bookkeeping Review
Privacy Policy
Accounting On You Ltd
Last updated: 22 October 2026
1. Introduction
Accounting On You Ltd (“AOY”, “we”, “us” or “our”) respects the privacy and confidentiality of individuals and businesses whose information is processed in connection with our accounting services.
This Privacy Policy explains how personal information may be collected, accessed, used, disclosed, retained and protected through the AOY AI Bookkeeping Review application (“Application”).
This notice should be read alongside AOY's general privacy information and applicable client engagement agreements.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
2. Who we are
Accounting On You Ltd
Suite 2, IDB House
70 Savile Street East
Sheffield, S4 7UQ
United Kingdom
Email: info@accountingonyou.com
Website: https://accountingonyou.com
Data protection enquiries should be directed to AOY's Data Protection Manager using the contact details above.
3. Our role in processing personal data
AOY may act as a data controller or data processor depending on the nature of the information and the services provided.
Where AOY determines the purposes and means of processing, it acts as a controller and is responsible for establishing an appropriate lawful basis.
Where AOY processes information on behalf of a client acting as controller, it does so subject to applicable contractual arrangements and documented instructions.
4. Categories and sources of information
The Application may access accounting information provided by clients and held within authorised QuickBooks Online companies.
This may include:
Names and contact details of customers, suppliers and business representatives.
Information relating to directors, sole traders and employees.
Sales invoices, purchase invoices and transaction descriptions.
Accounting ledger entries, journals and account balances.
Payment dates, transaction references and financial amounts.
VAT accounting information and related financial reports.
Other accounting records relevant to an authorised review.
Information may be obtained from QuickBooks Online, the relevant client, authorised AOY personnel or accounting records made available in connection with the engagement.
The Application is not intended to retrieve information unrelated to the relevant accounting services.
5. Purposes of processing
AOY processes information through the Application for purposes connected with the delivery and quality control of its accounting services, including:
Reviewing the accuracy and consistency of bookkeeping.
Identifying potentially incorrect accounting classifications.
Detecting possible duplicate or unusual transactions.
Highlighting VAT accounting inconsistencies.
Reviewing unusual balances and outstanding accounting queries.
Preparing internal accounting exception reports.
Supporting professional review and the correction of verified errors.
Maintaining appropriate records of quality-control activities.
Information is not intentionally used to create financial profiles for unrelated third parties or to provide one client's identifiable accounting records to another client.
6. Lawful bases for processing
Where AOY acts as a controller, processing may be undertaken on one or more of the following grounds, according to the activity and circumstances:
Performance of a contract: Where processing is necessary to provide contracted accounting services to an individual client.
Legal obligation: Where processing is necessary to comply with applicable statutory or regulatory requirements.
Legitimate interests: Where processing is necessary for AOY's legitimate interests in maintaining accurate accounting records, providing reliable professional services, protecting client information and carrying out proportionate quality-control activities, provided those interests are not overridden by the rights and freedoms of affected individuals.
Where AOY acts as a processor, the relevant controller is responsible for determining the lawful basis, and AOY processes information in accordance with applicable instructions and contractual obligations.
Any processing of special-category personal data or criminal-offence data requires a separate applicable legal condition where required. The Application is not intended to seek such information for routine bookkeeping reviews.
7. Use of artificial intelligence
The Application integrates authorised QuickBooks Online data with artificial intelligence services, including Anthropic Claude.
Relevant accounting information may be transmitted to the AI provider to identify potential inconsistencies, unusual transactions or bookkeeping matters requiring human review.
The Application is configured to prevent its AI review tools from directly creating, updating or deleting QuickBooks accounting transactions.
AOY personnel review material findings before deciding whether any corrective action is appropriate.
The Application is not intended to make solely automated decisions producing legal or similarly significant effects on individuals.
8. AI model training and information use
AOY does not intentionally provide client accounting information for the purpose of developing or training general-purpose AI models.
Where an AI provider offers settings to restrict model training, AOY will apply the appropriate approved controls.
Processing by AI providers remains subject to their applicable terms, including any permitted processing for service operation, security, abuse prevention and legal compliance.
AOY will assess whether the relevant provider arrangements are appropriate before authorising live client-data processing.
9. Sharing information with service providers
Personal information may be made available to appropriately authorised AOY personnel and third-party providers where necessary for the purposes described in this Policy.
Relevant providers may include:
Intuit: Provider of QuickBooks Online and related accounting data connectivity.
Anthropic: Provider of Claude AI, where approved for the relevant processing.
Other authorised technology providers: Providers supporting secure document storage, infrastructure, authentication or related business systems, where applicable.
AOY requires relevant confidentiality, security and data protection obligations to be addressed through applicable agreements and safeguards.
Client accounting information is not sold to third parties.
10. International transfers
Use of cloud accounting and AI services may involve the processing of, or access to, information outside the United Kingdom, including in the United States.
Where an international transfer is subject to UK GDPR restrictions, AOY will assess the receiving country, provider arrangements and applicable safeguards before the transfer takes place.
Such safeguards may include an applicable UK adequacy arrangement or approved contractual transfer mechanism, together with any additional measures required following a transfer risk assessment.
Information concerning the applicable transfer safeguards may be requested using the contact details in this Policy.
11. Information security
AOY applies organisational and technical controls proportionate to the nature and sensitivity of the information processed.
These include, where applicable:
Restricted access for authorised personnel.
Confidentiality obligations.
Secure handling of authentication credentials.
Multifactor authentication on supported services.
Company-approved devices and access controls.
Restrictions on AI-enabled changes to accounting records.
Review of access permissions.
Security incident reporting and investigation.
Appropriate review of third-party service providers.
AOY maintains internal policies governing data security, staff access, record retention and incident response.
12. Retention of information
AOY retains accounting information and related working papers for periods determined by applicable legal, regulatory, contractual and professional requirements.
Internal AI review reports are retained for as long as reasonably necessary to evidence the relevant review, resolve accounting queries, support professional responsibilities and meet applicable record-keeping obligations.
Where information is processed by external service providers, their retention arrangements may differ and are governed by the applicable service terms and data-processing arrangements.
Information is securely deleted or access is withdrawn when it is no longer required, subject to applicable retention obligations and lawful exceptions.
13. Individual data protection rights
Subject to the requirements and limitations of applicable law, individuals may have rights to:
Request access to their personal information.
Request correction of inaccurate or incomplete information.
Request erasure in qualifying circumstances.
Request restriction of processing.
Object to processing based on legitimate interests.
Request data portability where applicable.
Withdraw consent where consent is the lawful basis.
Right to object: Where AOY relies on legitimate interests, individuals may object to the relevant processing. AOY will assess such objections in accordance with applicable law.
Requests should be sent to info@accountingonyou.com.
Where AOY acts as a processor, it may refer the request to the relevant controller.
14. Complaints
Individuals who have concerns about the handling of their personal information are encouraged to contact AOY.
Individuals also have the right to raise a complaint with the Information Commissioner's Office (“ICO”).
Information Commissioner's Office
Website: https://ico.org.uk/make-a-complaint/
15. Changes to this Policy
AOY may revise this Privacy Policy to reflect changes in legal requirements, business operations, service providers or Application functionality.
The latest version will be published on AOY's website, with the date of the most recent update identified.
16. Contact information
For questions about this Policy or the processing of personal information through the Application, contact:
Accounting On You Ltd
Suite 2, IDB House
70 Savile Street East
Sheffield, S4 7UQ
United Kingdom
Email: info@accountingonyou.com
Website: https://accountingonyou.com