Effective Date: 28 February 2026
Last Updated: 28 February 2026
1. Who We Are
This Privacy Policy explains how Bigears Property Limited („we“, „us“, „our“), Company No. 10008426, of 79 Cecil Street, Lincoln LN1 3AT, collects, uses, and protects your personal data when you use Bigears Software (the „Software“).
We are the data controller for personal data collected directly by the Software. Where you submit data to HMRC via the Software, HMRC becomes an independent data controller for that data.
For any privacy-related queries, contact us at: bigears@broxholme.com
2. What Data We Collect
We may collect and process the following categories of personal data:
2.1 Account and Identity Data
- Name and business name
- Email address
- Government Gateway user reference (not your password or credentials)
2.2 Tax and Financial Data
- VAT registration number or UTR (Unique Taxpayer Reference)
- Financial records and figures you enter or import into the Software
- Submission history and obligation status retrieved from HMRC
2.3 Technical Data
- IP address
- Software version and operating system information
- Error logs and crash reports (where applicable)
2.4 Communications Data
- Correspondence you send to us (e.g. support emails)
We do not collect or store your Government Gateway password or HMRC login credentials.
3. How We Collect Your Data
We collect data:
- Directly from you, when you enter information into the Software or contact us.
- From HMRC, via the HMRC API, when you authorise the Software to retrieve your obligation and submission data.
- Automatically, through technical logs generated during normal Software operation.
4. How We Use Your Data
We use your personal data for the following purposes:
| Purpose | Lawful Basis |
|---|---|
| Operating the Software and submitting data to HMRC on your behalf | Performance of a contract / Legitimate interests |
| Authenticating you via HMRC’s OAuth service | Performance of a contract |
| Diagnosing technical errors and improving the Software | Legitimate interests |
| Responding to support enquiries | Legitimate interests |
| Complying with legal obligations | Legal obligation |
We do not use your data for marketing purposes without your explicit consent.
5. HMRC API and Data Sharing
5.1 To submit your tax data to HMRC, the Software uses HMRC’s official API. Data transmitted to HMRC is subject to HMRC’s Privacy Notice.
5.2 We do not sell your personal data to any third party.
5.3 We may share data with:
- HMRC, as required to operate the Making Tax Digital submission service.
- IT service providers who support our infrastructure, under strict data processing agreements.
- Legal or regulatory authorities, where required by law.
6. Data Retention
We retain your personal data only for as long as necessary:
- Tax and financial data submitted via the Software: retained for up to 7 years to comply with HMRC record-keeping requirements and applicable tax law.
- Account data: retained for the duration of your use of the Software and for up to 2 years after last use.
- Technical logs: retained for up to 12 months.
- Support correspondence: retained for up to 3 years.
7. Data Security
7.1 We implement appropriate technical and organisational security measures to protect your personal data, including:
- Encryption of data in transit (TLS/HTTPS).
- Access controls limiting who can access your data.
- Regular security reviews.
7.2 While we take reasonable precautions, no method of electronic transmission or storage is entirely secure. You are responsible for keeping any local copies of your data secure.
8. Your Rights
Under UK GDPR and the Data Protection Act 2018, you have the following rights:
| Right | Description |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Rectification | Ask us to correct inaccurate or incomplete data |
| Erasure | Request deletion of your data where there is no legal reason to retain it |
| Restriction | Ask us to restrict processing your data in certain circumstances |
| Portability | Receive your data in a structured, machine-readable format |
| Objection | Object to processing based on legitimate interests |
| Withdraw consent | Where processing is based on consent, withdraw it at any time |
To exercise any of these rights, please contact us at bigears@broxholme.com. We will respond within one calendar month.
9. Cookies and Local Storage
The Software is a desktop/local application and does not use browser cookies. Any data stored locally on your device (such as configuration files or cached HMRC tokens) remains under your control and is stored only on your own system.
10. Children’s Data
The Software is intended for use by adults and businesses for tax compliance purposes. We do not knowingly collect personal data from persons under 18 years of age.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by displaying a notice within the Software. The „Last Updated“ date at the top of this page will always reflect the most recent revision.
12. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please contact us first at bigears@broxholme.com.
13. Contact Us
Bigears Property Limited
79 Cecil Street
Lincoln
LN1 3AT
Email: bigears@broxholme.com
This Privacy Policy was last updated on 28 February 2026.