Privacy policy

1. Who we are

Book Beaver is operated by Manx Digital Technology Ltd, trading as Manx Digital, at 8 Kirby Hill, Douglas, IM2 1PA. Manx Digital Technology Ltd is the data controller for account, billing, support, security and service-operation information. Email support@bookbeaver.xyz with privacy questions or requests.

2. When your business is the controller

You decide why customer, supplier and counterparty information is entered into your ledger, receipts and invoices. For that personal data, your business will usually be the controller and Manx Digital processes it to provide Book Beaver. You are responsible for having a lawful basis, giving any notices that are required, and responding to the people whose data you enter.

If you are named on a Book Beaver invoice or in another business user's records, contact that business first. You may also contact us and we will help route a request where appropriate.

3. Information we collect

• Account information, including name, email address, authentication identifiers, verification state and sign-in session information.
• Business details, including legal and trading names, contact details, invoice address, VAT registration details, invoice settings and payment instructions.
• Bookkeeping records, including income and expenses, dates, descriptions, counterparties, categories, amounts, VAT, currencies, exchange-rate records, payment methods and references.
• Customer and invoice information, including names, email and postal addresses, line items, totals, dates, notes, delivery state, payment state and secure-link state.
• Files and file metadata that you upload, such as receipts, bills and supporting documents.
• Plan, usage and billing information, including allowances, Stripe customer and subscription identifiers, billing status, renewal period and cancellation state. Book Beaver does not store full card numbers.
• Technical and support information, such as IP address, browser and device details, timestamps, security events, error logs and messages you send to support.

4. How we obtain information

Most information comes from you when you create an account, configure your business, add records, upload documents, create or send invoices, subscribe, or contact support. Authentication, email, media, billing and hosting providers also return the limited account, delivery, storage, subscription and technical status needed to operate the service.

5. Why we use information and our lawful bases

• Contract: to create and secure your account, store your ledger, deliver the features you request, enforce plan allowances, send invoices and provide subscription billing.
• Legitimate interests: to keep Book Beaver reliable and secure, prevent misuse and fraud, investigate errors, improve support, and establish or defend legal claims. We balance these interests against your rights.
• Legal obligation: to keep records required by tax, accounting, payment, fraud-prevention or other applicable law and to respond to lawful requests.
• Consent: where we specifically ask for it. You may withdraw consent at any time, without affecting processing that was lawful before withdrawal.

6. Information required to provide Book Beaver

An email address and authentication information are required for an account. The details requested in a bookkeeping or invoice workflow are needed to perform that workflow. You do not have to provide optional profile, VAT or document fields, but some features may be incomplete or unavailable without the information they require.

7. Providers and sharing

We share information only as needed with Manx Digital's identity, email, private-media and billing services (ManxAuth, ManxMail, ManxMedia and ManxPay), Stripe for hosted subscription checkout and billing, Railway and database providers for hosting, and exchange-rate providers for historical rate lookups. Stripe receives payment details directly under its privacy policy; Book Beaver receives subscription status rather than your full card details.

We may also share information with professional advisers, insurers, law enforcement or regulators where reasonably necessary, or as part of a merger, financing, reorganisation or sale subject to appropriate confidentiality and data-protection safeguards. We do not sell personal information.

8. Private documents and invoice links

Receipt and supporting-document uploads are stored as private assets. Book Beaver checks the signed-in owner's authority before requesting a private download or deletion. They are not intended to be available through ManxMedia's public delivery or transformation routes.

When you send an invoice, the recipient receives a signed Book Beaver link. The page is unlisted and excluded from search indexing, but anyone who obtains a valid link may be able to view the invoice until it is revoked or invalidated. Share invoice links only with intended recipients. Invoice links do not expose private receipt uploads.

9. International processing

Book Beaver and its providers may process information in the Isle of Man, the United Kingdom, the European Economic Area, the United States and other places where providers operate. Where data-protection law requires it, transfers are supported by an adequacy decision, contractual safeguards such as approved standard clauses, or another lawful transfer mechanism. Contact us if you would like more information about applicable safeguards.

10. Retention and your accounting records

We keep account and product records while your account is active. After closure or a deletion request, information is kept only for as long as reasonably needed to complete the request, cycle it from backups, meet legal and accounting duties, resolve disputes, prevent fraud and enforce agreements. Billing and transaction evidence may be retained for the period required by applicable law. Security and diagnostic logs are retained according to their purpose and risk.

Book Beaver's retention is not a substitute for your own record-keeping duty. Keep independent copies and export records before closing an account. HMRC currently says self-employed people must generally keep records for at least five years after the relevant 31 January tax-return deadline; different or longer rules can apply. See the current GOV.UK guidance.

11. Security

We use access controls, scoped service credentials, private document delivery, signed invoice links, encryption in transit, logging and provider safeguards designed to protect information. No online service can guarantee absolute security. Keep your account and email secure, sign out on shared devices, and tell us promptly if you suspect unauthorised access.

12. Browser storage and cookies

Book Beaver uses browser local storage to keep your sign-in tokens available to the app. Signing out removes those Book Beaver tokens from that browser. We do not currently use non-essential advertising or analytics cookies on the Book Beaver site. Stripe and other sites opened from Book Beaver may use their own cookies under their own notices. If our use changes, we will update this notice and request consent where required.

13. Your rights

Depending on the information and lawful basis, you may have rights to access, correct, erase, restrict or object to processing, and to receive information you supplied in a portable format. Rights are not absolute; for example, we may need to retain billing or legal records.

You have the right to object to processing based on legitimate interests. Email support@bookbeaver.xyz and describe your request. We may need to verify your identity before acting.

14. Automated decisions

Book Beaver automatically applies plan and usage allowances and may block new writes when an allowance is reached. It does not use personal data to make solely automated decisions that produce legal or similarly significant effects, and it does not profile users for advertising.

15. Complaints

Please contact us first so we can investigate. You also have the right to complain to the Isle of Man Information Commissioner at ask@inforights.im or +44 1624 693260. If UK data-protection law applies to your circumstances, you may also have the right to complain to the UK Information Commissioner's Office.

16. Children and changes

Book Beaver is a business record-keeping service for adults and is not directed to children. We may update this notice when the product, providers or law changes. We will post the current version here and take reasonable steps to highlight material changes.