Privacy Policy
Last updated: 24 October 2026
1. About Filed Quarterly
Filed Quarterly Ltd provides cloud-based landlord reporting and Making Tax Digital (MTD) compliance software for UK letting agents. Filed Quarterly Ltd is registered in England and Wales, company number 17100394, with its registered office at 167-169 Great Portland Street, 5th Floor, London, W1W 5PF. Inquiries can be sent to hello@filedquarterly.co.uk.
2. Data Collected
Filed Quarterly collects and processes the following personal data:
- Account information: name, email address, agency name, role
- Financial data: bank transaction descriptions, amounts, dates (via CSV upload)
- Landlord data: name, email, phone, tax reference (UTR) and National Insurance number (NINO) - both securely encrypted where they are stored
- Property data: addresses, tenancy details, rent amounts
- HMRC data: secure access keys (encrypted where stored), submission responses
- Usage data: pages visited, features used, IP address
3. Purposes and Legal Basis for Processing
- Contract performance: to provide the Filed Quarterly service you signed up for
- Legal obligation: to comply with HMRC Making Tax Digital requirements and tax reporting obligations
- Legitimate interest: to improve the service, send service-related emails, and prevent fraud
4. How Data is Used
- Generating landlord financial statements and reports
- Submitting quarterly income and expense data to HMRC on your behalf
- Matching bank transactions to properties and tenancies
- Sending service emails (MTD deadline reminders, password resets, invitations)
- Providing customer support
5. Data Sharing and Recipients
- HMRC: quarterly income and expense submissions via the MTD API, as authorised by you
- Brevo: for sending transactional emails
- Stripe: for payment processing (card details are not stored by Filed Quarterly)
- Microsoft Azure: cloud hosting (data stored in UK South region)
- postcodes.io: checks each property's postcode exists, before its map is shown. It receives the postcode only
- Google Maps: shows the map on a property's page. It receives the property's address when the page is opened
Filed Quarterly does not sell your data to third parties. Filed Quarterly does not share your data with anyone not listed above.
6. Data security
- All data is sent over a secure, encrypted connection (HTTPS)
- Sensitive personal data (National Insurance numbers, tax references) is strongly encrypted where it is stored, so it cannot be read even by someone with direct access to the database
- The access keys that allow submissions to HMRC on your behalf are encrypted and stored securely
- The database is hosted in the UK on Microsoft Azure, with stored data encrypted
- Internal admin access is restricted, with sensitive fields hidden and access keys never shown
- Role-based access with configurable team permissions (Professional plan)
- Secure sign-in sessions, protected against unauthorised requests
- Passwords are stored using strong one-way encryption, so they can never be read as plain text
7. Data retention & portability
Filed Quarterly retains your data for as long as your account is active. Financial transaction data and reports are kept for 6 years after creation to comply with HMRC record-keeping requirements. If you delete your account, Filed Quarterly removes personal data within 30 days, except where retention is required by law.
If you cancel your subscription, you retain full read-only access to all existing data. Filed Quarterly never locks you out of your own data. You can export all your agency data at any time from Settings > Agency > Data & Privacy as a ZIP file containing CSV files. Sensitive fields (NINOs, tax references) are masked in exports for security.
8. Your rights (UK GDPR)
You have the right to:
- Access your personal data
- Correct inaccurate data
- Delete your data (subject to legal retention requirements)
- Export your data in a portable format (available via Settings > Agency > Export Data)
- Object to processing based on legitimate interest
- Withdraw consent at any time
To exercise any of these rights, email hello@filedquarterly.co.uk. A response will be provided within 30 days.
9. Cookies
Filed Quarterly uses essential cookies only: a cookie to keep you signed in and a security token that helps prevent unauthorised requests. Filed Quarterly does not use tracking cookies, analytics cookies, or advertising cookies.
10. Changes to this policy
This policy may be updated from time to time. Users will be notified of significant changes by email or via the application. The “last updated” date at the top reflects the most recent revision.
11. Security
To report a security vulnerability or incident, email hello@filedquarterly.co.uk immediately with the subject line “Security”. Filed Quarterly will acknowledge receipt within 24 hours and investigate promptly.
12. Contact
If you have questions about this privacy policy or want to make a complaint, contact hello@filedquarterly.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
13. If you received a marketing email from us
If Filed Quarterly Ltd has emailed you about its software and you are not a customer, this section is about you and the rest of this policy is not.
Who we are. Filed Quarterly Ltd, registered in England and Wales, company number 17100394, registered office 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, is the data controller.
Where your details came from. Your name, job title, business email address and business phone number were collected from public sources:
- the public member registers of the property redress schemes that letting agents are legally required to join (the Property Redress Scheme and The Property Ombudsman);
- the Companies House register of company officers;
- Propertymark’s public member directory;
- your own agency’s published website.
The specific source for your record, with the date it was read, is held with your record and will be given to you on request. Nothing was bought from a data broker.
What is held. Your name, your job title, your agency’s name, its town, its website, a business email address, a business phone number, the public source each of those came from and the date it was read, and a record of which emails have been sent to you and whether you replied. No personal financial data, no data about you as an individual beyond your role at your agency, and nothing collected by observing you.
Why, and the legal basis. The purpose is business-to-business marketing of Making Tax Digital submission software to letting agencies that will have to file quarterly updates for their landlords. The lawful basis is legitimate interests (UK GDPR Article 6(1)(f)). The legitimate interest is our interest in telling letting agencies about software relevant to a legal obligation their sector faces. We consider the impact on you to be low, because the data is business contact data, used to send a small number of emails to a work address, with a working opt-out in every one. A record of that assessment is kept and will be provided on request. We send marketing email only to letting agencies, at the business address they publish, and every email lets you opt out by replying.
Who else sees it. Nobody outside Filed Quarterly Ltd, other than our email provider. Your details are held on our own systems and in our Microsoft 365 business mailboxes, with Microsoft acting as a processor on our behalf. They are not sold, not shared, and not uploaded to any marketing platform.
How long it is kept. Your record is kept for up to 24 months from the last email sent to you, and then deleted. If you ask us to stop contacting you, your email address is kept indefinitely on a suppression list for the sole purpose of making sure we never contact you again. Keeping it is how we honour your request, and it is used for nothing else.
Stopping it, and your rights. Reply to any email from us with “no thanks” and you will be removed permanently, with no further contact and nothing to click. You can also email hello@filedquarterly.co.uk. Your right to object to direct marketing is absolute (UK GDPR Article 21(2)): if you object, we stop. You also have the right to be given a copy of the data held about you, to have it corrected, to have it erased, to restrict how it is used, and to receive it in a portable form. To use any of these, email hello@filedquarterly.co.uk, and we will reply within 30 days.
Complaining. If you are unhappy with how we have handled your details, you can complain to the Information Commissioner’s Office at ico.org.uk, or by telephone on 0303 123 1113. You do not have to come to us first.