Who we are
READYHT LTD, company number 17413568, registered in England and Wales. Registered office: 16 Kirton Close, Reading, RG30 2NS, United Kingdom. InvoiceKO is our business administration platform at invoice.readyht.com and invoiceko.co.uk. This notice covers both addresses.
For privacy enquiries write to admin@readyht.com or our registered office. For account and technical support email support@readyht.com.
Our role and your business records
We are the controller of personal information used to manage accounts, subscriptions, support and the security of InvoiceKO. When you enter information about your customers, suppliers or staff for your business purposes, you usually act as controller and we process that information on your instructions.
Our data processing terms explain that relationship. If a business holds your information in InvoiceKO, contact that business first about its records. We will help it respond where required.
Information we collect
Account information includes your name, email address, authentication identifiers and account security settings. Workspace information can include business and client details, invoices, payments, expenses, receipts, bank account details, imported statements, accounting entries, tax registrations, document signatures and files you choose to store.
We also process subscription references, payment status, support correspondence and technical information such as IP addresses, browser information, request times and security events. We obtain information from you, your authorised users, your chosen sign in provider and connected services you authorise.
Why we use information
We use account and subscription information to provide the service and perform our contract with you. Where you represent a business, we use your professional contact details for our legitimate interest in serving that business. We use necessary technical information for our legitimate interests in keeping the service secure, investigating faults and preventing misuse.
We use billing records to meet applicable accounting and tax obligations. We use support correspondence to respond to requests and resolve problems. If we introduce optional marketing or other processing that needs consent, we will ask separately. You can withdraw that consent without affecting earlier lawful processing.
Your workspace and sharing
Your records are used to provide the features you request, including calculations, reports, document generation and synchronisation. Imports do not independently verify that records are complete or correct. Sharing an invoice creates access through its sharing link under the controls shown in the app.
Only share that link with intended recipients and revoke it when it is no longer needed. Downloaded files and copies already held by recipients remain outside our control. Bank details and statement imports do not by themselves authorise us to access your bank account.
HMRC connections and fraud prevention
Where an HMRC connection is available, authorisation takes place on HMRC’s own service. We receive authorisation tokens and permitted tax information rather than your HMRC password. Depending on the feature, information may include VAT registration details, return periods, obligations, return figures and submission responses.
HMRC requires fraud prevention information for relevant API requests. This may include public IP addresses, device identifiers, browser and operating system details, screen settings, time zone, connection information and authentication evidence. We use this information for the requested connection and fraud prevention.
HMRC is a separate controller. Its privacy notice explains its use of that information. Sandbox activity is testing and does not submit a real return. The app identifies which environment and services are available.
Optional assistant
When the assistant is enabled and you choose to use it, your question, recent conversation context and current page may be sent to an external AI processing service. Workspace mode also sends a limited summary of relevant records. Guidance mode can use an external search service to find official sources.
Request metadata, such as account identifier, time, model and outcome, is stored for usage limits and troubleshooting. Do not include passwords, HMRC credentials or unnecessary personal information in questions. Assistant answers require your review. You can use the core workspace without asking the assistant.
Who receives information
We share information where needed with organisations that support website hosting, account authentication, secure storage, payment processing and technical support. These organisations receive the information needed for their role.
If you choose an available connected sign in or assistant feature, the relevant authentication, AI processing or search service receives the information needed for that request. HMRC receives information for tax functions you authorise. Professional advisers and public authorities may receive information where necessary or legally required.
We do not sell your personal information. Contact admin@readyht.com for details of the recipients relevant to your account.
International processing
Some hosting, support and connected functions involve processing outside the UK, including in the United States. Optional AI processing can involve processing in China when that feature is enabled and requested.
Where a restricted transfer requires protection, the applicable arrangement must use an adequacy decision or appropriate contractual safeguards with any necessary additional measures. Contact admin@readyht.com for information about the safeguards applying to a specific function and how to obtain a copy.
Optional functions must not be used to send data that your business is not authorised to transfer.
How long we keep information
We retain active account and workspace records for as long as needed to provide the service and follow your instructions. You can remove records using available controls and ask us to close your account. We assess remaining retention by the purpose of the record, applicable legal duties, unresolved disputes and security needs.
Billing and transaction records may need to remain after closure to meet accounting obligations. Deleted information can remain in restricted backups until those backups are replaced under the applicable retention arrangements. We do not promise immediate erasure from every backup.
Contact us for the retention arrangements relevant to your request and export the records you need before closure.
Your rights
Depending on the circumstances, you can request access, correction, erasure, restriction and portability of your personal information. You can object to processing based on legitimate interests and to direct marketing. You can withdraw consent where we rely on it.
These rights are subject to legal exceptions. Write to admin@readyht.com and tell us what you need. We may request proportionate evidence of identity and will respond within the applicable statutory timeframe, normally one month. We do not use InvoiceKO calculations or assistant responses to make decisions about you that have legal or similarly significant effects solely by automated means.
Security and your choices
We use access controls, authenticated requests and encrypted transport to protect information. No service can guarantee absolute security. Use a unique password and available multifactor authentication. Keep your devices secure and export important records. Browser storage supports sign in, preferences and recovery of work.
See the cookie policy for details. If required account information is not provided, we may be unable to create an account or supply the requested service.
Complaints and changes
Please contact admin@readyht.com if you have a concern. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or your relevant data protection authority. We will update this page when our processing changes and provide appropriate notice of material changes.
The date above identifies this version.