Privacy Policy

ClockOff Ltd ("Clock Off", "we", "us") provides back-office administration services for UK sole trader tradespeople and small businesses. We are the data controller for the personal information described in this policy.

Registered office: 45 Stuart Ave, Morecambe, LA4 6EB
Company registration number:17362264
ICO registration reference:
Supervised for anti-money laundering purposes by: HMRC
Contact: pete@clockoff.uk

What information we collect

• Contact details you give us — name, email, phone, trading name
• Business and financial information needed to provide our service — receipts, invoices, bank transaction data, and related records
• Identity verification information, where required for anti-money laundering checks
• Communications you send us — email, WhatsApp, Telegram
• Basic website usage data, via cookies or analytics, if enabled

How we use it

We use your information to:

• Provide the admin and bookkeeping-support services you've signed up for
• Process receipts and prepare records, using a combination of human review and AI-assisted tools
• Communicate with you about your account and your weekly updates
• Meet our legal and regulatory obligations, including anti-money laundering (AML) checks required of accountancy service providers under UK law — this may include verifying your identity and keeping records of that verification
• Improve and maintain our service

Our use of AI and automated processing

We use AI-assisted tools and automated systems as part of how we process receipts, invoices, and financial records. Currently, this support is reviewed by a person before being acted on or entered into your accounts.

As our service develops, some routine, lower-risk actions may be carried out by automated systems without individual human review of each instance. Where any automated processing produces a decision that has a legal effect on you, or similarly significantly affects you, you have the right to:

• Request that a human reviews the decision
• Express your point of view
• Contest the decision and ask us to reconsider it
• Ask us at any time what processing is automated and what isn't

We will always tell you directly, at the point it affects you, if a specific decision about your account was made without human review.

Legal basis for processing

We process your data under the following bases: performance of our contract with you; compliance with our legal obligations (including AML and tax-related record-keeping); and our legitimate interests in running and improving the service.

Anti-money laundering compliance

As a provider of accountancy-related services, ClockOff is supervised for anti-money laundering purposes by HMRC. This means we're required by law to verify the identity of our clients, monitor transactions for signs of financial crime, and keep records of this activity — including after our relationship with you ends, for the period required by law.

Who we share it with

We use trusted third-party tools to deliver the service, including cloud-based accounting software, payment providers, and AI-assisted processing tools that help us handle receipts and records accurately. These providers only process your data on our instructions and under appropriate data protection agreements. We do not sell your data.

How long we keep it

We retain financial and AML-related records for the period required by law — currently up to five years after the end of our relationship with you — and other personal data only as long as necessary for the purposes above.

Your rights

Under UK GDPR, you have the right to access, correct, or request deletion of your personal data, to object to or restrict certain processing, and to data portability. Contact us at pete@clockoff.uk to exercise these rights.

Complaints

If you're unhappy with how we've handled your data, you can complain to us directly, or to the Information Commissioner's Office (ico.org.uk).

Changes to this policy

We may update this policy from time to time. The Privacy Policy was last updated on 27/7/26.