Privacy Policy

What we collect

Account data — when you create an account we collect your name, email address, password (stored as a salted hash), and, for practices, your firm name and role. If you subscribe to a paid plan, our payment processor collects billing details; we never store full card numbers ourselves.

Usage data — we record how the product is used: pages viewed, searches run, companies added to a client book, reveals used, and alert preferences. We use this to operate metered features, keep the service secure and improve the product.

Public register data — the companies, officers and persons-with-significant-control information shown in FilingIQ comes from the public Companies House register, including the Free Company Data Product, PSC data and the Companies House Streaming API. Some of that information (for example, director names, partial dates of birth, service addresses) is personal data that Companies House has already made public by law.

Correspondence — if you contact support or request a call, we keep the messages so we can respond and keep a record of the conversation.

How we use your data

We use account and usage data to provide and administer the service: authenticating you, syncing your client book, calculating filing-risk scores, sending the deadline and register-change alerts you have configured, and metering plan limits such as reveals.

We use aggregated, de-identified usage data to understand how the product performs and where to improve it. We do not sell personal data, and we do not use your client book to advertise to your clients.

We send service emails (alerts, receipts, security notices) as part of operating your account. Marketing emails are only sent where you have opted in, and every one includes an unsubscribe link.

Lawful bases for processing

Contract — most of our processing is necessary to provide the service you signed up for: managing your account, your subscription and the monitoring you configure.

Legitimate interests — we process public register data under our legitimate interest in making information that Companies House has lawfully published searchable and useful for compliance and professional-services purposes. This data is already public by statute; we add organisation, monitoring and analysis on top of it. We balance this against the rights of the individuals concerned and display only what appears on the public register.

Legal obligation — we may process data where necessary to comply with law, for example tax and accounting record-keeping or responding to lawful requests from authorities.

Consent — where we rely on consent (for example non-essential cookies or marketing email), you can withdraw it at any time.

Cookies and similar technologies

We use strictly necessary cookies to keep you signed in and to protect against cross-site request forgery. These cannot be switched off while using the app.

We use a small number of analytics cookies to understand aggregate site usage. Where these are not strictly necessary, we ask for your consent before setting them, and you can change your choice at any time from the cookie settings link in the footer.

We do not use third-party advertising cookies.

How long we keep data

Account data is kept for as long as your account is active. If you close your account, we delete or anonymise your account and client-book data within 90 days, except where we must keep records longer (for example invoices, which we retain for six years to meet UK tax requirements).

Public register data is retained and refreshed for as long as it remains on the Companies House register; where Companies House removes or corrects information, we update our copy on the next sync.

Support correspondence is kept for up to two years after the ticket is closed.

Who we share data with

We use a small set of processors to run FilingIQ: cloud hosting, email delivery, payment processing and error monitoring. Each is bound by a data-processing agreement and processes data only on our instructions.

Where our processors are outside the UK, transfers are protected by UK adequacy regulations or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.

We will disclose data where required by law or to protect the rights, safety or property of FilingIQ, our users or others.

Your rights

Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to processing (including processing based on legitimate interests), and to data portability. Where processing is based on consent, you may withdraw it at any time.

Note that information appearing on the Companies House register is controlled by Companies House. If information about you on the public register is wrong, the correction needs to be made with Companies House; once corrected there, it will flow through to FilingIQ.

You also have the right to complain to the Information Commissioner’s Office (ico.org.uk). We would appreciate the chance to resolve any concern first.

Contact us

FilingIQ is the data controller for the personal data described in this policy. To exercise any of your rights, or to ask a question about this policy, email privacy@filingiq.com or write to us at our registered office (details on the Contact page). We aim to respond to rights requests within one month.

We may update this policy from time to time. If we make a material change we will notify account holders by email and post the updated version here with a revised date.