Status: draft, not legal advice, not binding. For a solicitor to review before publishing.
Who we are: Olympus Computing Limited (company number 03227910, registered office 1 Cornfield Way, Tonbridge, Kent, TN10 3PT), the provider of Everfiled ("we", "us", "the Service").
We collect and process your practice name, login credentials, any settings you configure (e.g. an email server for sending reminders), and usage data - which pages you visit and what actions you take, to run and improve the Service. We are the data controller for this information, on the lawful basis of performing our contract with you (the Terms of Service).
Your accountant uses Everfiled to track what they need from you and to collect documents you send them. Your accountant is the data controller for your personal data - they decide what is collected and why. We are a data processor, acting only on your accountant's instructions, under the Data Processing Agreement between us and them. Any question about how your data is used should go to your accountant first.
What is processed: documents you upload (bank statements, P60s, invoices, receipts, and similar) and the personal/financial data they contain, plus the email address and name your accountant has recorded for you.
Hosting: AWS Lightsail, London region - the underlying files and database are stored here and never leave the UK. Document classification: documents are read locally (OCR) inside our hosting environment first. Only the extracted text of a document - never the original image or file - is sent to Anthropic's API for classification, and only when our own automated checks cannot determine what it is with confidence on their own. This step is not currently restricted to the UK, since Anthropic's first-party API offers only US or global processing regions - moving this to AWS Bedrock in the UK is planned but not yet complete, and we say so here rather than imply full UK residency ahead of that.
Your data is kept for as long as your accountant's engagement with them continues. If your accountant removes your record, it is first archived (hidden, but recoverable) and then, on request, permanently deleted within 14 days.
Because your accountant is the controller, requests to access, correct, or delete your data should go to them in the first instance. They can ask us to action a deletion or export on your behalf under the DPA.
Full text and the Terms of Service and Data
Processing Agreement it works alongside are in the legal/ folder of
the Everfiled repository.
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