Jentry Privacy Notice
Last updated: 3 August 2026
This notice explains how Jaccountancy (UK) Ltd (company no. 12059528, Maling Exchange, Hoults Yard, Walker Road, Newcastle upon Tyne, NE6 2HL) processes personal data through Jentry, the bookkeeping and practice-management software we use to deliver our services. It supplements our main Privacy Policy, which continues to apply. Jaccountancy (UK) Ltd is the data controller. We are registered with the Information Commissioner's Office under registration number ZA532013.
Our data protection contact is Jay Wilson — theteam@jaccountancy.co.uk.
What Jentry is
Jentry is bookkeeping and practice-management software for accountancy practices and their clients. Each practice runs its own separate workspace, and its clients sign in to capture receipts and mileage, share documents, and see their own records.
This notice covers the Jentry workspace operated by Jaccountancy (UK) Ltd — the practice you have engaged. We are the data controller for the personal data in it. Our team uses Jentry to deliver the bookkeeping and accountancy services set out in your engagement with us, and where you are given sign-in access to view your own account and records, this notice applies to that access too. If you use Jentry with a different practice, that practice is your controller and its own notice applies.
What we process in Jentry
- Client business records — invoices, receipts and expense documents you upload, photograph, or email to your dedicated Jentry address, together with the data we extract from them (supplier, date, amounts, VAT details, payment references).
- Third-party details appearing on those documents — for example a supplier's name, address, bank details, VAT or company registration number, or the name of an employee on an expense receipt. If you send us documents containing someone else's personal data, you must be authorised to disclose it (see our main Privacy Policy).
- Email data — when documents are emailed in, we store the sender address, subject and message body alongside the document for audit purposes.
- Accounting data synchronised with Xero — your chart of accounts, contacts, bank transaction summaries and related records, processed to prepare and reconcile your books.
- Public-register data — information from Companies House (company status, filing dates, officers, persons with significant control) used to keep your records accurate and deadlines monitored.
- VAT validation data — supplier VAT numbers from your documents are checked against HMRC's "Check a UK VAT number" service; we retain HMRC's result and consultation reference as evidence supporting your VAT returns.
- Agent authorisation & VAT account data (Making Tax Digital) — where you appoint us as your tax agent, you authorise us through HMRC to act on your behalf. We establish and check that authorisation, and then retrieve your business's VAT obligations, liabilities and payment records from HMRC's Making Tax Digital for VAT service to monitor your filing deadlines and support your VAT compliance. We access this only with your authorisation, use it solely to deliver your VAT services, and you can withdraw the authorisation with HMRC at any time.
- Client sign-in data — name, email address, sign-in credentials, and security/audit logs of access to the client portal.
AI-assisted processing
Jentry uses artificial-intelligence services to read documents and suggest how transactions should be categorised:
- Google Cloud Document AI (processed in Google's EU region) reads the text of uploaded documents.
- Anthropic's Claude API (processed in the United States) suggests bookkeeping categorisations and checks document details.
These are suggestions only: a qualified member of our team reviews bookkeeping output, and no decision producing legal or similarly significant effects about any individual is made solely by automated means. Under the commercial terms we hold with both providers, your data is not used to train their AI models.
Why we process this data (lawful bases)
- Performance of a contract — providing the accountancy and bookkeeping services in our engagement with you.
- Legal obligation — preparing and supporting tax filings, and retaining accounting records for the statutory period.
- Legitimate interests — operating secure, accurate and efficient software for the services you have engaged us for (including fraud and error prevention, audit logging, and service monitoring).
Who processes data on our behalf
| Provider | Purpose | Location |
|---|---|---|
| Railway | Application hosting and databases | EU |
| Cloudflare R2 | Encrypted document storage | Cloudflare's global network |
| Google Cloud (Document AI) | Document text extraction | EU |
| Anthropic | AI categorisation suggestions | US |
| Xero | Accounting platform (your ledger) | Global (per your Xero terms) |
| Resend | Sending service emails | US |
| Postmark | Receiving emailed-in documents | US |
| HMRC | VAT number validation; agent authorisation; Making Tax Digital for VAT (obligations, liabilities, payments) | UK |
| Companies House | Public register data | UK |
Each provider acts under a data-processing agreement imposing confidentiality, security and UK GDPR obligations.
International transfers
Where a provider processes data outside the UK/EEA (Cloudflare, Anthropic, Resend, Postmark), transfers are safeguarded under Article 46 UK GDPR using the providers' data-processing agreements incorporating the UK International Data Transfer Addendum / EU Standard Contractual Clauses. Application hosting and document text extraction are performed in EU regions.
Retention
Records processed in Jentry follow the practice's retention policy: accounting records are kept for six years plus the current year, after which they are reviewed and securely deleted. Audit logs and HMRC consultation references are retained for the same period as the records they evidence. If you cease to be a client, we retain only what the statutory periods require.
Security
Data is encrypted in transit and at rest. Access is restricted to Jaccountancy staff who need it to deliver your services, every meaningful action is recorded in an audit log, and each client's records are segregated. Client portal access is protected by individual credentials and verified email sign-in, and clients can only ever see their own records.
Cookies
Jentry uses only the cookies strictly necessary to keep you signed in securely. There are no advertising, analytics or tracking cookies in Jentry, so no cookie consent banner is required. Cookies on our main website are covered by our main Privacy Policy and its cookie banner.
Deleting your account
If you have sign-in access, you can delete your own account at any time from Settings in the Jentry mobile app. Deleting it takes effect straight away: you are signed out, your access ends, and you cannot sign back in. Your personal details — name, email address, profile photo and job title — are erased 30 days later.
Receipts, mileage records and documents you have already submitted stay in your practice's accounting records, because UK law requires those records to be kept for six years (see Retention above). The erasure removes your personal details from them, so they are no longer identifiable to you as an individual.
Deleting your account does not end your engagement with us; contact us separately if that is what you want.
Your rights
You have the same rights set out in our main Privacy Policy — access, rectification, erasure, restriction, portability and objection — exercisable by emailing theteam@jaccountancy.co.uk. You can complain to the ICO at ico.org.uk, though we'd welcome the chance to resolve any concern first.
Changes
We will update this notice as Jentry develops and show the date of the latest version above.
See also: Terms of Use.