Privacy Policy

Last updated: 13 September 2026

This privacy policy explains how AxiomaBooks ("we", "us", "our"), a trading name of Doditec Ltd, collects, uses, and protects your personal data when you use the AxiomaBooks application. We are the data controller for the personal data described below.

Doditec Ltd is registered in England and Wales, company number [company registration number], with its registered office at [registered office address]. Our Information Commissioner's Office (ICO) registration number is [ICO registration number].

What we collect

When you create an account, we collect your name and email address. As you use AxiomaBooks, you and your business may enter further information into the app, including client and supplier contact details, invoices, ledger entries (income and expense records), mileage logs, and VAT registration details. This business data belongs to you — we process it only to provide the service, not for our own purposes.

If you invite an accountant to collaborate on your business, their name, email address, and their activity within your business (for oversight purposes) are also processed.

How we use your data

We use your data to operate the AxiomaBooks application: to store and display your bookkeeping records, generate invoices and reports, send you transactional emails (such as invoice copies, sign-in codes, and payment reminders) via our email provider Brevo, and, only where you explicitly connect and confirm each submission, to file VAT returns with HMRC on your behalf via HMRC's Making Tax Digital (MTD) VAT API.

Connecting to HMRC requires you to separately sign in to your own Government Gateway account and explicitly authorise AxiomaBooks; we never see or store your HMRC sign-in credentials. Each VAT submission requires an explicit on-screen confirmation before anything is sent to HMRC — nothing is filed automatically.

Payments

If you subscribe to a paid AxiomaBooks plan, or use AxiomaBooks to accept payments from your own clients (Axioma Pay), card and payment details are collected and processed directly by our payment processor, Stripe. We never see or store full card numbers — only a payment confirmation and, for accounting purposes, the transaction amount and status.

Cookies

AxiomaBooks uses only the cookies strictly necessary to keep you signed in securely (session cookies set by our authentication provider, Supabase). We do not currently use advertising or analytics tracking cookies.

Where your data is stored

Your data is stored using our infrastructure providers (including Supabase for application data and authentication). We take reasonable steps to ensure any processing outside the UK is subject to appropriate data protection safeguards.

How long we keep your data

We keep your account and business records for as long as your account is active. UK accounting and tax rules generally require businesses to keep VAT and accounting records for at least 6 years, so we retain this data for at least that period after your account closes, unless you ask us to delete it sooner and we are not otherwise required to keep it.

Your rights

Under UK GDPR, you have the right to access, correct, or request deletion of your personal data, to restrict or object to certain processing, and to receive a copy of your data in a portable format. To exercise any of these rights, contact us at [support email]. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you believe we have not handled your data properly.

Changes to this policy

We may update this policy from time to time. The "last updated" date above will always reflect the most recent version. Continued use of AxiomaBooks after a change means you accept the updated policy.

Contact us

If you have any questions about this policy or how we handle your data, contact us at [support email].