Privacy policy
Last updated: 27 October 2026
Who we are
Snapfile (“Snapfile”, “we”) provides a WhatsApp-based service that helps UK sole traders and landlords keep tax records. We are the data controller for the personal data described here. Contact: hello@snapfile.uk.
What we collect
- Your WhatsApp phone number and the messages and attachments you send us.
- Your name, business name, whether you are a sole trader, landlord or company, and your VAT-registration status, which you give us when you start.
- Your financial records: income and expense entries, receipt and invoice images or PDFs, and the details extracted from them (supplier, date, amounts, VAT, category).
- Technical and billing data: message timestamps, delivery status, and, if you subscribe, your Stripe customer ID (we never see your card number).
Early-access list
If you join the early-access list on our website, we keep your email address (encrypted), the page you signed up on and when, so we can email you about Snapfile early access. Our legal basis is your consent. We send only Snapfile early-access news, never share the list, and delete your address when you ask (reply to any email or write to hello@snapfile.uk) or when early access ends, whichever is sooner.
Why we use it, and our legal basis
- To provide the service you asked for: reading your documents, keeping your records, producing your quarterly figures and reminders (performance of a contract).
- To keep the service secure, prevent abuse and fix problems (legitimate interests).
- To keep an audit trail of changes to your records (legitimate interests and our record-keeping obligations).
- To send reminders about your tax deadlines. You can stop these at any time by replying STOP.
We do not sell your data and we do not use it for advertising.
Who processes it for us
- Twilio / Meta (WhatsApp): deliver messages. Attachments are deleted from Twilio once we have stored our own encrypted copy.
- Anthropic (Claude): reads your documents and messages to extract the details. Content sent through the API is not used by Anthropic to train its models under its commercial terms.
- Our hosting and database providers: store your data, encrypted, in the UK/EU.
- Stripe: payments, if you subscribe.
Some of these providers may process data outside the UK; where they do, it is under appropriate safeguards such as the UK International Data Transfer Addendum.
How long we keep it
Your records are kept while your account is open so that you can meet HMRC's record-keeping rules. You can export everything at any time and erase everything by sending delete my data on WhatsApp or using the button on your dashboard. Erasure removes your records and receipts permanently; we keep only an anonymous log line that an erasure took place. Message processing logs are deleted after 30 days.
Your rights
You can ask to access, correct, export or erase your data, object to or restrict processing, and complain to the Information Commissioner's Office (ico.org.uk). Most of this you can do yourself from WhatsApp or the dashboard; for anything else email us.
Security
Receipts and phone numbers are encrypted at rest, traffic is encrypted in transit, web logins use single-use links, and every change to your records is written to an append-only audit log.
Important
Snapfile is a record-keeping tool. It is not tax advice. It does not currently submit anything to HMRC on your behalf.