How we look after your data at easiest-mtd.uk

Who we are

easiest-mtd.uk is a trading name of PtaSyS co LTD. We design and operate Making Tax Digital (“MTD”) solutions for UK sole traders, landlords and small businesses. Our products include:

• Software as a Service (SaaS) web applications for MTD for Income Tax Self Assessment (MTD ITSA).
• Desktop and mobile applications that help you maintain digital records and prepare values for HMRC submissions.
• Bridging tools that connect spreadsheets (for example Excel and Google Sheets) to MTD-compliant services.

We are not currently registered for UK VAT and we do not provide regulated tax or accounting advice. Our tools are designed to support you and your advisers in meeting your own obligations to HMRC.

Types of information we collect

We may collect and process the following categories of information:

• Contact details – such as your name and email address when you join our waiting list or contact us.
• Account and usage information – such as login identifiers, settings and how you use our SaaS, desktop or mobile apps.
• Business and tax-related information – such as income and expense categories, property details and other records you enter into our tools in order to prepare MTD updates. This content remains yours.
• Technical data – including IP address, device identifiers, browser type, operating system and approximate location.
• Cookies and similar technologies – including analytics cookies and pixels used for social media and performance measurement.

We do not intentionally collect children’s data and our services are aimed at adults operating or managing a business.

How we use your information

We use personal information for the following purposes and on the following lawful bases:

• Providing our services (contract and legitimate interests) – to operate our SaaS, desktop and mobile applications, to allow you to sign in, configure features, store digital records and generate information ready to send to HMRC.
• Improving and supporting our products (legitimate interests) – to monitor performance, fix bugs, understand which features are most useful and test new ideas.
• Communications about easiest-mtd.uk (consent and legitimate interests) – to send you product updates, waiting list invitations, tips and important changes to this policy or our terms. Every marketing email we send will include a clear “unsubscribe” link.
• Compliance and record keeping (legal obligation and legitimate interests) – to comply with UK law, respond to lawful requests from public authorities (including HMRC) and maintain appropriate business records.

We do not sell or rent your mailing list data to anyone. We also do not share your email address with third parties for their own independent marketing.

Cookies, analytics and social media pixels

We use cookies and similar technologies to make our website work, to understand how it is used and to improve our marketing. This may include:

• Essential cookies that keep you signed in and help us protect your account.
• Analytics cookies that help us understand which pages are visited and where users may be getting stuck.
• Social media pixels (for example Meta, LinkedIn or X) that allow us to measure the effectiveness of our adverts and reach similar audiences.

Where required by law we will seek your consent for non-essential cookies. You can normally block or delete cookies via your browser settings, although some features of our services may not work correctly without them.

Sharing your information

We use carefully chosen third-party providers to help us run easiest-mtd.uk. These may include hosting providers, email and marketing platforms, analytics services and professional advisers.

We only share personal data with third parties when:

• it is necessary for them to provide a service to us and they are bound by appropriate contractual and security obligations;
• we are required to do so by law, regulation or a valid request from a public authority; or
• you have given us clear consent to do so.

We do not sell our mailing lists or provide them to third parties for their own independent marketing campaigns.

International transfers

Some of our service providers may be located outside the United Kingdom. Where this is the case we take steps to ensure that your personal data remains protected, for example by using providers in countries with an adequacy decision or by putting in place appropriate contractual safeguards such as the UK International Data Transfer Agreement.

Data retention

We keep personal data only for as long as it is reasonably necessary for the purposes set out in this policy, including for the purposes of satisfying any legal, accounting or reporting requirements.

• Waiting list and marketing contact details – normally until you unsubscribe or we consider the list inactive.
• Account and usage data – for as long as you maintain an account and for a limited period afterwards.
• Business records required by law – typically up to six years from the end of the relevant tax year or contract.

Your rights

Under UK data protection law you have a number of rights in relation to your personal data, including the right to:

• access a copy of the personal data we hold about you;
• ask us to correct inaccurate or incomplete information;
• request that we delete certain data, or restrict the way we use it, in specific circumstances;
• object to our processing where we rely on legitimate interests;
• withdraw consent where we rely on consent (for example, marketing emails); and
• complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

To exercise any of these rights, please contact office@ptasys.co. Before responding we may need to verify your identity and clarify your request.

Security

We take appropriate technical and organisational measures to protect your data, including encryption in transit, access controls and regular review of our systems. However, no internet service can guarantee absolute security. You are responsible for keeping your login details confidential and for choosing strong, unique passwords.

MTD, HMRC and tax advice

easiest-mtd.uk is designed to help you prepare information for Making Tax Digital, but it does not replace your responsibilities to HMRC. We are not acting as your tax agent or adviser and we do not submit information to HMRC on your behalf unless this is clearly stated in a specific product or contract.

Nothing on this website or in our software should be taken as personalised tax, legal or accounting advice. You should always consult HMRC guidance and, where appropriate, a professional adviser.

Contact us

If you have any questions about this privacy policy or how we handle your data, please contact:

PtaSyS co LTD
47 Hyholmes, Bretton
Peterborough, England, PE3 8LJ
Company number: 11608971
Email: office@ptasys.co

You can return to the easiest-mtd.uk home page at any time.

Changes to this policy

We may update this privacy policy from time to time, for example to reflect changes in the law or our services. The latest version will always be available at easiest-mtd.uk/privacy-policy.html.