Privacy Policy


Acting Office Limited is an Enterprise software offering practice management, online accounting and bookkeeping solutions to the accounting practices. At Acting Office, we value your privacy and are committed to protecting your personal data. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in other ways. We are committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.


This policy applies to all websites, portals, and online solutions provided by Acting Office. By using our services, you agree to the collection and use of information in accordance with this policy.


We/Our/Us: Refers to Acting Office.
You/Your: Refers to the user/visitor of our software

Updates to this Policy

We may update this policy from time to time. Any significant changes will be communicated to you via email or by posting a notice on our website. The date of the last update will always be indicated at the top of the policy.

Principles of Data Protection

We adhere to the following principles to protect your data:

Lawfulness, Fairness, and Transparency: We process personal data lawfully, fairly, and in a transparent manner.

Purpose Limitation: We collect personal data for specified, explicit, and legitimate purposes and do not process it in a manner incompatible with those purposes.

Data Minimization: We collect only the data that is necessary for the purposes stated.

Accuracy: We keep personal data accurate and up-to-date.

Storage Limitation: We retain personal data only as long as necessary for the purposes for which it was collected.

Integrity and Confidentiality: We process personal data securely, protecting it against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

Personal Data We Collect

Direct Collection: We collect information you provide directly to us, such as when you join our forums, subscribe to our blogs, or follow us on social media. This information may include:

  1. Name
  2. Email address
  3. Contact details
  4. Job title and company
  5. Any other information you choose to provide

Any information relating to an identifiable person who can be directly or indirectly identified from that information, as defined in the Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 (GDPR).

Personal data will be contained in the information that you provide to us or that is provided during your interactions with us or our service, or in the information that you authorise a third party to give to us on your behalf. The financial data you enter into our software or through your bank isn't part of the personal data discussed here and will be dealt as per the terms of our service agreement.

Automatic Collection: We collect certain information automatically when you visit our website, including your IP address, device type, browser type, browsing behavior, and interaction with our website. This may involve the use of cookies and similar tracking technologies.

Third-Party Sources: We may also obtain information from publicly available sources and trusted third parties, such as business partners and service providers.

Use of Data

We use your personal data for the following purposes:

Provision of Services: To provide and manage our services and products.

Communication: To communicate with you about your use of our services, including updates and changes.

Marketing: To send you marketing communications about new features and services, with your consent.

Improvement: To improve our website and develop new functionalities.

Security: To ensure the security of our services and verify user authenticity.

Support: To provide customer support and respond to inquiries.

Legal Basis for Processing

We process your personal data based on the following legal grounds:

Consent: When you have given consent for specific purposes.

Contractual Necessity: When processing is necessary for the performance of a contract with you.

Legal Obligation: When processing is necessary for compliance with a legal obligation.

Legitimate Interests: When processing is necessary for our legitimate interests, provided these are not overridden by your rights and interests.

Information Sharing and Disclosure

We do not sell or rent your personal data to third parties. We may share your data with:

Service Providers: Third-party vendors who perform services on our behalf and are contractually obligated to protect your information.

Legal Authorities: Government agencies, courts, or other third parties where we believe disclosure is necessary to comply with a legal obligation, prevent fraud, or protect the rights and safety of Acting Office, our users, or others.

Email Integrations

We are integrated with Google, Microsoft, and SAML 2.0 for email services. If you integrate your email account with our services, we will facilitate email drafting, sending, and receiving without accessing your email provider's settings. We adhere to the respective API Services User Data Policies, including Limited Use requirements, for any data received from these APIs.

GDPR Compliance

We comply with the General Data Protection Regulation (GDPR) and ensure that any data transferred outside the European Economic Area is adequately protected.

International Data Transfers

Your personal data may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different from those of your country. However, we take appropriate safeguards to ensure that your personal data remains protected, such as:

Standard Contractual Clauses: We use standard contractual clauses approved by the European Commission.

Adequacy Decisions: We transfer data to countries deemed by the European Commission to provide an adequate level of protection.


We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption: Encrypting personal data during transmission and storage.

Access Controls: Restricting access to personal data to authorized personnel only.

Regular Audits: Conducting regular security audits and assessments.

For more detailed information, please contact us at

Your Rights

You have the following rights regarding your personal data:

Right to Access: You can request a copy of the personal data we hold about you.

Right to Rectification: You can request the correction of inaccurate or incomplete data.

Right to Erasure: You can request the deletion of your personal data, subject to certain conditions.

Right to Restrict Processing: You can request the restriction of processing your personal data in certain circumstances.

Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format, and have the right to transmit that data to another controller.

Right to Object: You can object to the processing of your personal data based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent: You can withdraw your consent at any time, where processing is based on consent.

To exercise these rights, please contact us at

Contact Us

If you have any questions, concerns, or feedback about this Privacy Policy, please contact us at