Privacy Policy

Last updated: 23 October 2026

This policy explains what personal information Balancio collects, why, who we share it with and your rights. Zachary Burgess trading as Balancio is the “controller” of your personal information under UK data protection law (UK GDPR and the Data Protection Act 2018). Our ICO registration number is [ICO registration number].

What we collect

Account details: your name, email address and password (stored encrypted). If you sign in with Google, we receive your name, email address and profile picture from Google.
Business details: your business name, type of business and whether you're VAT registered.
Your records: the income and expenses you record, receipt photos you upload, and the details read from them. Receipts can include other information, such as card endings or a shop's address.
Your clients' details (if you use Bookings): the names, phone numbers, appointment times, treatment names, prices and payments you add for your own clients.
Technical information: basic information needed to run the service securely, such as login sessions, IP addresses and error logs.

Why we use it

To provide Balancio to you, including storing your records and reading your receipts. (Legal basis: performing our contract with you.)
To keep Balancio secure and working, prevent misuse and fix problems. (Legal basis: our legitimate interests.)
To contact you about your account, such as service updates, changes to these documents or billing. (Legal basis: performing our contract.)
To meet legal obligations, such as keeping payment records for tax. (Legal basis: legal obligation.)

We will only send you marketing emails if you've agreed to them, and you can unsubscribe at any time. We do not sell your personal information.

Your clients' information. When you add details about your own clients in Bookings, you decide what's stored and why, and we handle it only on your behalf to provide the service. We never contact your clients or use their details for anything else. Treatment names can count as health information, so only add what you need to keep track of appointments and payments, and keep clinical notes in your clinic records rather than in Balancio.

Who we share it with

We use a small number of trusted service providers to run Balancio. They only process your data on our instructions:

Supabase: our database, file storage and login provider. Your records and receipt photos are stored in the UK (London).
Anthropic: provides the AI that reads your receipts. When you scan a receipt, the photo is sent to Anthropic to be read and the result is returned to Balancio. Under its commercial terms, Anthropic does not use this data to train its AI models.
Google: only if you choose to sign in with Google.
Resend: sends our emails, such as sign-in links and replies to your messages.
Our partner accountant: only if you're on Premium and ask for your year-end check. With your agreement, we send them that tax year's records and receipt photos so they can review them, and they email you directly with their findings. They are a qualified accountant bound by professional confidentiality.
Our website host and payment provider: to serve the website and take subscription payments. We never see or store your full card details.

Some of these providers may process data outside the UK, for example in the United States. Where that happens, we rely on legal safeguards approved under UK law, such as the UK International Data Transfer Addendum or the UK–US data bridge.

We may also share information if the law requires it, for example with HMRC or the police.

How long we keep it

We keep your records and receipts while your account is open. If you close your account, we delete your data within 30 days, except anything we have to keep by law (such as our own billing records). Backups are overwritten in the normal course of time.

How we protect it

Your data is encrypted when it's sent and when it's stored. Each account is locked so that only that account can read its own records and receipt photos. Receipt photos are private and only viewable through short-lived secure links.

Cookies

We only use cookies that are needed to keep you logged in and to make Balancio work. We don't use advertising or tracking cookies. If that ever changes, we'll ask for your permission first.

Your rights

Under UK data protection law you have the right to:

get a copy of the personal information we hold about you;
have it corrected if it's wrong;
have it deleted;
receive it in a format you can take elsewhere;
object to or restrict how we use it in some circumstances.

To use any of these rights, email info@balancio.co.uk. We'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Changes to this policy

If we make significant changes, we'll let you know by email or in the app before they take effect.

Contact us

Zachary Burgess trading as Balancio
[Business address coming soon]
info@balancio.co.uk