Privacy

SUM Finance ERP (“we”) operates this website and the accounting system behind it. We are not yet a registered company, so there is no company number to quote; if that changes this page will be updated with the entity's details.

For anything in this policy, write to sumgroup10@gmail.com.

It is worth starting here, because it is short and unusual:

• No cookies. Nothing in this website or the application sets one. Your session is held in your own browser's local storage, which is why you have not been asked to accept anything.
• No analytics and no trackers. There is no Google Analytics, no tag manager, no product-analytics SDK and no advertising pixel. We do not know how many people read this page.
• No card data. Subscriptions are paid by bank transfer, so no card number, expiry or security code ever reaches this system. There is no payment processor.
• No selling or sharing. We do not sell personal information, and we do not pass it to anyone for their own purposes — only to the service providers listed below, who process it on our instructions to run the system.

Your account. Name, email address, a bcrypt hash of your password (never the password itself), the roles and company access granted to you, and when you last signed in.

Your organization. The organization and its companies, their details as you enter them — the trading and legal names, tax identifier, address, contact details and any logo you upload for the letterhead.

Your books. Everything you record: accounts, journal entries, invoices, bills, payments, customers, suppliers, products and stock movements. This is your data, it frequently contains other people's personal information — your customers' names and contact details — and you remain responsible for it. We hold it to provide the service and do not use it for anything else.

Audit records. Administrative actions are logged with who performed them, when, and what changed. This exists so an organization can answer questions about its own books, and it is not something an administrator can switch off.

Email records. For each message the system sends you we keep the recipient, subject, which template it used, and whether it was delivered or failed. That is how an administrator can tell whether an invitation actually arrived.

Sign-in tokens. Refresh tokens are stored so a session can continue, and they rotate on each use with reuse detection: if an old token is presented again, the session is treated as compromised and ended.

We run on other companies' infrastructure. Each of these processes data on our instructions, in order to run the service:

• MongoDB Atlas — the database. Everything described above is stored there.
• Render — runs the API, so every request passes through it.
• Vercel — serves this website and the application's interface.
• Resend — delivers transactional email. Its delivery infrastructure for our domain is in Ireland, so a message and its recipient address pass through the European Union on their way to you.

If a logo you upload is stored as an image it stays in our own database; if instead you give us a web address for one, our server fetches that address when it draws a document, which means the host you name will see those requests.

• Everything travels over HTTPS, between your browser and us and between our own services.
• Passwords are stored only as bcrypt hashes. Nobody here can read yours, including us.
• Access is decided by the API rather than the interface, so a request you should not be able to make is refused even if a screen appeared to offer it.
• One organization cannot read another’s data; that separation is enforced on the server.
• An uploaded logo is recorded in the audit log as a marker rather than as the image itself, so the picture is not copied into the log twice on every save.

No system is beyond reach, and we would rather say that than claim otherwise. If you believe an account has been compromised, change the password — which signs out every session — and tell us.

Your books are kept for as long as your organization exists, because accounting records are meant to be kept: a ledger you cannot look back through is not much use, and in most places the law requires several years of it.

If you want your organization and its data deleted, write to us and we will do it. We would rather be asked than assume, since deleting a company's accounts is not reversible.

Write to sumgroup10@gmail.com and you can ask us to give you a copy of what we hold about you, correct it, or delete it. Much of it you can already see and change yourself inside the system.

Some data cannot be removed on request while your organization is active: an audit record of who posted an entry, for instance, is part of the integrity of that organization's books rather than something held for our benefit.

If this policy changes materially we will say so on this page and move the date at the top. The version you are reading was last updated on 22 September 2026.

Our Terms cover the rest of the arrangement.