Privacy Policy

Last updated: 16 September 2026

AxiomaBooks is a business division of Axioma Technologies, which is a trading name of DODITEC LTD, a company registered in England and Wales under company number 14216887, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, England, UK. DODITEC LTD is registered with the Information Commissioner's Office under registration number ZB778644.

This policy explains how DODITEC LTD ("we", "us", "our") handles personal information when you use AxiomaBooks.

Who controls your information

We act as a controller for account, subscription, support, security and legal-administration information. When a business customer stores information about its customers, suppliers, staff or other individuals in AxiomaBooks, we generally process that information on the customer's documented instructions, and the customer is normally the controller for that information. This Privacy Policy sets out our data-processing commitments to business customers, including documented instructions, confidentiality, security, subprocessors, and return or deletion of records at the end of processing. If your business needs a separately signed Data Processing Agreement for its own compliance records, contact support@axiomabooks.co.uk and we will provide one.

What we process

We may process account and profile details, business and subscription information, payment references, support messages, security logs, bookkeeping records, invoices, contact details, mileage records, VAT information, uploaded documents, accountant invitations and authorised user activity. Please do not submit unnecessary sensitive personal information.

How we use controller information

We use controller information to create and administer accounts, provide bookkeeping and invoicing features, generate reports, provide support, maintain security, prevent misuse, process subscriptions, meet legal obligations and establish or defend legal claims. Our lawful bases include contract, legitimate interests and legal obligations, as applicable.

Business records processed for customers

For customer business records, we process information to provide the requested service, follow documented instructions, support authorised users, operate integrations and comply with the law. Customers are responsible for their own lawful basis, privacy notices, permissions and the accuracy of instructions.

Payments through Axioma Pay

AxiomaBooks subscriptions and supported customer-payment features are provided through Axioma Pay, powered by Stripe. Payment information is handled through those services and their applicable privacy notices. AxiomaBooks does not store full card numbers or security codes.

HMRC and fraud-prevention information

Where HMRC functionality is enabled, you authorise the connection through HMRC's own sign-in (Government Gateway). We do not receive or store your Government Gateway password. When you submit a VAT return, we send HMRC only the summary figures required for that return (the standard nine VAT boxes) for the period you confirm — not your underlying transaction-level records, which stay in your AxiomaBooks account. We also process connection tokens and, as HMRC's Making Tax Digital API requires, fraud-prevention information such as IP address, connection time, device, browser and software details. HMRC handles the information it receives under its own privacy notice.

Service providers and international processing

We use providers including Supabase for hosting, database and authentication, Brevo for service email, Tawk.to for live chat, and Axioma Pay/Stripe for payments. Providers receive only information needed for their services and are bound by appropriate contractual protections. Processing may occur outside the UK using applicable safeguards.

Cookies and live chat

AxiomaBooks uses authentication and security cookies that are required for the service to work and do not require consent. Tawk.to live chat may use cookies, local storage and technical information to operate the widget and support conversations; you can choose not to use live chat if you would prefer not to accept these. We do not currently use advertising or analytics cookies. Do not submit passwords or full card details through chat.

Retention and deletion

We retain our own subscription, billing and legal records for up to 6 years, in line with standard UK business record-keeping practice, and other records we control for as long as reasonably needed for the purposes above. We do not promise to retain every customer bookkeeping record for that same period after account closure — see "Suspension and account closure" in the Terms of Service for exactly when customer records are deleted. Customers must export and independently retain the records required for their own tax and accounting duties.

Security

We use technical and organisational measures appropriate to the risks. No online service can guarantee complete security or recovery of every change. Customers must keep independent copies of important records and supporting documents.

Your rights

You may request access, correction, deletion, restriction, objection or portability where applicable. If your information is held in a customer's business records, contact that customer first. For information we control, contact support@axiomabooks.co.uk. You may complain to the Information Commissioner's Office.

Changes and contact

We may update this policy when processing or legal requirements change. Contact support@axiomabooks.co.uk with privacy questions.