Last updated: April 2026
Snapfile.uk ("Snapfile", "we", "us") provides a WhatsApp-based income and expense tracking service for UK sole traders. This privacy policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
When you use Snapfile, we may collect the following information: your name and email address (when you sign up), your WhatsApp phone number, receipt images and the data extracted from them (vendor, amount, date, VAT), income and expense records you submit, and your trade or occupation.
We use your data to provide the Snapfile service, including processing receipt images, logging transactions, generating reports, and sending you reminders and notifications. We may also use your email address to send service updates and, with your consent, occasional product news.
We process your data on the basis of: contract performance (to provide the service you signed up for), legitimate interests (to improve our service and communicate with you), and consent (for marketing communications, which you can opt out of at any time).
All your data is stored securely on servers located in the United Kingdom. We use encryption in transit and at rest to protect your information. Receipt images are processed by our AI system and stored securely. We regularly review our security practices to ensure your data remains protected.
We do not sell your data to third parties. We may share data with trusted service providers who help us operate Snapfile (such as cloud hosting providers), but only where necessary and under strict data processing agreements. We will never share your financial data with advertisers or marketing companies.
We retain your data for as long as your account is active, plus an additional period required by UK tax record-keeping requirements (typically 5 years from the end of the tax year). You can request deletion of your data at any time, subject to legal retention requirements.
Under UK GDPR, you have the right to: access the personal data we hold about you, rectify inaccurate data, erase your data (subject to legal requirements), restrict processing of your data, data portability (receive your data in a structured format), object to processing, and withdraw consent at any time. To exercise any of these rights, contact us at hello@snapfile.uk.
Our website uses essential cookies to ensure it functions correctly. We do not use tracking cookies or third-party advertising cookies. If we introduce analytics cookies in the future, we will update this policy and seek your consent.
We may update this privacy policy from time to time. We will notify you of significant changes via email or WhatsApp. The latest version will always be available on this page.
If you have any questions about this privacy policy or how we handle your data, please contact us at hello@snapfile.uk.