This Privacy Policy governs data processing, privacy protections, and information handling practices on readyfile.co and its associated software portals and subdomains.
Readyfile Ltd is a company registered in England and Wales under Company Registration № 15186469.
In this document, "Readyfile", "we", "our", or "us" refers to Readyfile Ltd, and "you" or "user" refers to any customer, organization, or individual accessing services via readyfile.co or app.readyfile.co.
For billing rules, account top-ups, and transaction terms, please consult our standalone Payments Policy.
2. Product-Specific Privacy Policies
Depending on which specific application under the Readyfile Ltd corporate umbrella you are using, the following terms apply:
Almonzo: Information collected is strictly limited to data submitted via contact or sign-up forms and demo account sessions. All data is processed according to client instructions and may be erased upon written request to support@almonzo.org. You are required to supply individuals whose details you submit to Almonzo with your own organization's privacy notice.
Accountancy Platform & General Web Application: Governed fully by Sections 3 through 8 of this policy and our main site standards at readyfile.co.
3. Data Controller vs. Data Processor Roles
Under UK Data Protection Legislation (including the UK GDPR and Data Protection Act 2018), legal responsibility for processing personal data is divided as follows:
Readyfile as Data Controller: We act as the Data Controller for your primary account registration data (e.g., account owner name, corporate contact details, billing contact records, and administrative transaction logs required to manage your subscription on readyfile.co).
Readyfile as Data Processor: We act strictly as a Data Processor regarding any end-client records, source invoices, bank statements, or receipts that you upload into app.readyfile.co.
As the Data Controller for your clients' personal and financial data, you remain responsible for establishing a valid lawful basis for collection and providing your clients with an adequate privacy notice.
4. Data We Collect (Account Data vs. Client Data)
A. Account & Corporate Data (Readyfile as Data Controller)
We collect essential information required to provision your account and fulfill contractual services:
Business name, legal entity structure, and registered address
Account administrative names and login credentials
Work email addresses and contact phone numbers
Billing history, VAT details, and payment confirmation logs
Payment Processing Note: Financial card details are handled via PCI-DSS compliant payment processing partners. Readyfile Ltd does not store raw credit/debit card numbers on its servers.
B. Client Data Uploaded by You (Readyfile as Data Processor)
To perform automated OCR extraction, accountancy matching, and report generation, you may upload client-related documentation (e.g., bank statements, receipts, and invoices). This data is segregated from general platform databases and processed exclusively according to system workflows executed by you inside app.readyfile.co.
5. Artificial Intelligence & OpenAI Processing
We utilize automated Artificial Intelligence (AI) and Optical Character Recognition (OCR) systems to extract financial figures and textual data from uploaded source documents.
AI Infrastructure & Security Guarantees:
Integration Partner: Automated extraction workflows are supported via secure API integrations with OpenAI.
Zero Training Retention (Model Opt-Out): All customer documents, client files, and extracted text transmitted via API are strictly opted out of AI model training. Your data is never used by OpenAI or Readyfile Ltd to train, retrain, or improve public or proprietary machine learning models.
Transient Processing: Data transferred to external AI endpoints is used strictly to parse requested fields (e.g., date, total, tax, vendor) and return processed outputs to your portal at app.readyfile.co.
6. Data Storage, Retention & Deletion Exceptions
Hosting Location: All account data, uploaded files, and processed financial databases managed through readyfile.co are hosted on secure enterprise server infrastructure located in London, United Kingdom.
Mandatory 10-Year Accounting Retention: In compliance with UK statutory tax laws and corporate accounting obligations, all issued invoices, billing transaction records, and payment logs are retained for a mandatory period of 10 years from the date of the transaction.
Data Erasure Requests & Exceptions: You may request the full erasure of your account and personal data at any time. Upon receiving a verified request, all personal identifiers and uploaded client files will be permanently purged, excluding corporate billing invoices and transaction logs, which must be retained for the full 10-year statutory retention period.
7. Your Data Subject Rights
Under UK Data Protection Legislation, you have statutory rights regarding the personal data we hold as a Data Controller:
Right of Access: You may submit a Subject Access Request (SAR) to receive a copy of your personal data.
Right to Rectification: You may request correction of inaccurate or incomplete information.
Right to Erasure ("Right to be Forgotten"): You may request deletion of your personal data, subject to our statutory 10-year accounting retention obligations.
Right to Restrict or Object: You may object to or request restrictions on certain processing activities.
Right to Data Portability: You may request a machine-readable copy of your personal data.
8. Contact Information & Subject Access Requests
To exercise your statutory data subject rights, raise privacy inquiries, or review platform legal documentation, contact our compliance team: