Better Process Ltd · 19 October 2026
Privacy notice
This notice covers our company website, business enquiries and the proposed internal FutureBooks pilot.
Who is responsible
Better Process Ltd is the controller for the information covered here. We are registered in England and Wales, company number 11247379. Our registered office is Meldrew House, Kip Hill, Stanley, County Durham, DH9 0LJ. Contact Paul Harold at paul@betterprocess.co.uk.
Website visits and enquiries
Our hosting provider, DreamHost, processes technical information such as IP addresses and page requests to deliver and protect this website. Our website code includes no analytics, advertising trackers or contact form.
If you email us, we receive your email address, name and the information you include. We use Google Workspace for email. We use this information to answer your enquiry and retain a record of relevant business correspondence.
The proposed FutureBooks pilot
The production connection is not active. Testing uses an Intuit sandbox with fake company data.
Once separately authorised, the pilot will read company information, bills, invoices and profit-and-loss reports from Better Process Ltd's QuickBooks Online company for bookkeeping review and reporting. The records may include names, addresses, contact details and transaction information about individuals, including sole traders. The source is the connected QuickBooks company.
Authorised operators and AI assistants will use task-relevant results for that bookkeeping purpose. The proposed AI workflow uses OpenAI's Codex. Results included in an AI conversation can form part of that conversation and its saved working records. Read-only access limits the reader's actions; it does not make the records anonymous.
Before activating the pilot for personal data, we will record the applicable provider terms, international-transfer safeguards and retention arrangements for the actual route used.
Our reasons for processing
We rely on our legitimate interests in answering business enquiries, running the business and maintaining accurate accounts for the review described here. Where a record must be retained to meet a legal obligation, that obligation is the basis for keeping it. OAuth permission to connect an app is separate from the data-protection rights of people named in the accounts.
Service providers and international processing
DreamHost hosts the public site on a US server. Its data processing addendum includes standard contractual clauses and the UK international-transfer addendum for relevant transfers. Google publishes its Cloud Data Processing Addendum for Workspace. Provider processing can take place outside the UK.
OpenAI is the proposed AI provider for the pilot. Its applicable account terms and transfer arrangements will be recorded before personal accounting data is connected through this reader. We do not process QuickBooks data on Intuit's behalf. For details or copies of applicable safeguards, contact Paul.
How long information is kept
We decide retention by the purpose of an enquiry or bookkeeping task, relevant accounting duties, and any unresolved query or dispute. Statutory accounting records may need to be kept longer than routine working notes. DreamHost states that its default HTTP-log retention is seven days; provider-managed logs and backups have their own arrangements.
Working records can include saved reports, correspondence and AI conversations. Disconnecting an app does not erase those records. Contact Paul for a retention or deletion enquiry; we will consider the records, their purpose and any duty to retain them. We do not promise automatic deletion of every copy on disconnection.
Your rights
Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of your information. You can object to processing based on legitimate interests. If processing relies on consent, you can withdraw that consent without affecting earlier lawful use. Send requests to paul@betterprocess.co.uk.
You can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. The proposed pilot does not make solely automated decisions with legal or similarly significant effects on individuals.
Providing information for a general enquiry is optional, although we may need enough detail to answer it.