This page is maintained by MyFinanceDirector.ai to answer common privacy questions about the service. It is not legal advice.

Privacy Policy

Last updated: September 2026

Who we are

MyFinanceDirector.ai is a division of My Best Solutions Limited, a company registered in England and Wales (Company No. 14243668). Our registered office is 167-169 Great Portland Street, 5th Floor, London, W1W 5PF. We are registered with the Information Commissioner's Office (ICO Reg. ZB623638).

For any data question, email us at privacy@myfinancedirector.ai.

What data we collect and why

We collect only the information we need to deliver the service you have asked for. The data we process depends on whether you use the free Business Health Review, subscribe to a paid plan, or manage clients through the Accountant Co-Pilot.

Business Health Review (free, no account required).

• Your answers to the review questions, the conversation transcript, and a Companies House snapshot pulled for your business.
• If you choose to submit them, your name, email address, phone number, and marketing consent.
• We use this to generate your report, follow up on leads, and improve the product.

Paid accounts.

• Account and billing details, including name, email, business information, and payment method handled by Stripe.
• Financial records and uploaded documents you import or connect for analysis, such as ledgers, bank statements, invoices, contracts, and people-cost data.
• Employee profiles and CVs if you use the People Cost module.
• We use this to provide AI-generated financial direction, board reports, forecasting, alerts, and document management.

Accountant Co-Pilot (practice users).

• Practice team details, client provisioning records, and white-label settings.
• We use this to manage multi-client access, role-based permissions, and practice billing.

Service operation.

• Technical logs, error reports, and usage data needed to keep the service secure and reliable.

Legal basis for processing

We process personal data on one of the following legal bases: performance of a contract with you, your consent, compliance with a legal obligation, or our legitimate interests in operating and improving the service. You can withdraw consent at any time by contacting us.

Who we share data with

We do not sell your data. We use carefully selected service providers (subprocessors) to host and operate the platform:

• Supabase — cloud database, authentication, and storage.
• Anthropic — AI reasoning and document analysis.
• Resend / Mailgun — email delivery.
• Stripe — payment processing.
• GoCardless — open banking connectivity (where enabled).
• ElevenLabs — voice synthesis for the conversational interface.
• Vapi — phone receptionist service.

Each subprocessor is contractually bound to handle data only for the purposes we instruct and to maintain appropriate security measures. We may also disclose data if required by law or to protect our rights or the safety of others.

International transfers

Core infrastructure is hosted in the UK / EEA region through Supabase. Some AI processing may involve providers with operations outside the UK and EEA. Where this happens, we rely on approved transfer safeguards such as Standard Contractual Clauses to protect your data.

How long we keep your data

We keep data only as long as necessary for the purpose it was collected.

• Unfinished Business Health Reviews: deleted 30 days after your last interaction.
• Completed reviews that do not convert to a paid subscription: deleted after 12 months.
• Reviews attached to a paid client account: kept for the life of that account.
• Health Review report links: active for 90 days. You can delete the review from the link at any time.
• Paid account data: held while your subscription is active and for a further 90 days after cancellation to support restoration. After that, data is deleted or fully anonymised.
• Companies House snapshots: treated with the same retention rules as your review or account.

Your rights

You have the right to access, correct, delete, restrict, or move your personal data. You can also object to processing and, where we rely on consent, withdraw it. To exercise any of these rights, email privacy@myfinancedirector.ai. If you are not happy with how we handle your data, you have the right to complain to the Information Commissioner's Office.

Security

We use encryption in transit, access controls, role-based permissions, and regular monitoring to protect your data. We also enable Row Level Security on database tables and restrict access to sensitive functions to authenticated users with appropriate roles. No system is perfectly secure, and we encourage you to keep your account credentials safe.

Children

Our service is not directed at children under 16, and we do not knowingly collect personal data from children.

Changes to this policy

We may update this policy from time to time. The latest version will always be available at this page, and we will note the last updated date at the top.

Contact

For any data question — access, correction, erasure, or a complaint — email privacy@myfinancedirector.ai or write to the address above.