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KLO Small Business Accounts

Privacy statement

Effective date: 10 November 2026

KLO Small Business Accounts ("the app") is made by KLO Technical Services Limited, trading as KLO Development Services, company number 16105032, registered office 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU ("KLO", "we").

You use the app to keep your business's books: sales and invoices, purchases and receipts, the bank's cash book, mileage, VAT returns and the year's figures. This statement explains where that information is kept and where it goes.

The short version

  • We can't read your books. Your books are kept on your devices and, if iCloud is on, in your own iCloud account. When you use the web page signed in to your KLO account, it also keeps a copy on our account server, encrypted with your passphrase before it leaves the browser. We never have the passphrase, so we can't open that copy. Otherwise our account server holds your email address and whether you are subscribed.
  • The AI is off until you turn it on. If you do, the documents it reads go to Anthropic through your own Anthropic key, under your own agreement with Anthropic. Nothing goes to KLO.
  • No advertising, no analytics, no tracking. The app collects no usage data and doesn't track you across other apps or websites.
  • HMRC only when you send a VAT return. If you connect the app to HMRC and send a return, the return and the technical details HMRC's law requires go straight to HMRC. Otherwise the app sends nothing to HMRC.

What the app holds, and where

What Where it's kept
Your books: your business's details and logo, customers and their addresses, invoices, purchases and their receipts, the cash book and your bank's statements, mileage, people and their pay, VAT returns, the year's figures On each device, in the app's own store. If iCloud is on for the app, also in your own iCloud account's private database, so your other devices have them. Apple holds that under your agreement with Apple; KLO can't see it
The web page's copy of your books, if you are signed in to your KLO account On KLO's account server (run on Cloudflare), encrypted in your browser with your passphrase first, so KLO can't read it. Earlier versions are kept 30 days, then one a day for a year, so a mistake can be undone. Deleted with your KLO account
Your PIN In the device's keychain (Apple's encrypted store), on that device only
Your Anthropic key, if you enter one In the device's keychain, synced by iCloud Keychain to your other devices
The cash book's category rules, whether the AI is on, and a few display choices In the app's settings on that device
Your KLO account, if you have one: your email address, a sign-in token and your subscription state On our account server (Cloudflare, Western Europe); the sign-in token also in the device's keychain, on that device only. See "Your subscription and KLO account"
Your HMRC connection, if you make one: HMRC's access permission (not your Government Gateway password) In the device's keychain, on that device only. It lasts 18 months, or until you disconnect
HMRC's receipt for each return you send from the app In your books, with that quarter's return
A random ID for this copy of the app, made once (for HMRC's fraud-prevention details) In the app's settings on that device
Exports and backups you make Wherever you choose to save them. They aren't encrypted, so keep them somewhere safe

Text on receipts is read on the device by Apple's text recognition. It doesn't leave the device for that.

To work out a journey's miles, the app sends the two addresses you enter on the Mileage tab to Apple Maps. Nothing goes to KLO.

Reminders of VAT and corporation tax dates and of draft invoices are notifications the device makes for itself. A deadlines calendar is a file you choose to save or open.

Reading with Claude (the AI)

It's off until you agree on its own screen and enter your own Anthropic key. Then, and only then, the app sends Anthropic, PBC:

  • each receipt or invoice you add: the whole document, as it's added;
  • each email you drop on Purchases: its sender, subject and text;
  • when you tap Suggest categories: the payee names and amounts of the cash book's uncategorised payments, and the category rules you've set;
  • when you tap Review in Find capital & personal purchases: the supplier, amount, note and file name of each purchase over the threshold shown.

Nothing else in your books is sent. It goes straight from your device to Anthropic with your key; your Anthropic account pays for it, and Anthropic's own terms and privacy policy apply to what it receives. You can turn it off at any time in Settings.

Sending your VAT return to HMRC

This is optional. If you don't connect to HMRC, nothing here applies and you file your return another way.

Connecting. In Settings › HMRC you sign in on HMRC's own page with your Government Gateway user ID and password. They go to HMRC, not to the app or to KLO. HMRC then gives the app permission to read and send your VAT information. That permission comes back through our account server (KLO's server on Cloudflare), because HMRC's rules require the app's HMRC secret to be kept off your device. The server passes the permission on to your device and doesn't keep it. It never sees your VAT number or your return. To limit repeated attempts it keeps your IP address for up to a day.

What goes to HMRC when you send a return. The app sends these straight from your device to HMRC:

  • your VAT number;
  • the return's period;
  • the nine boxes of the return you approved;
  • your declaration that it is true and complete.

The app also asks HMRC which returns are due. HMRC sends back a receipt, which the app keeps with that quarter.

Fraud-prevention details. The law requires software that files to HMRC to send details about the device with every call to HMRC. The app sends:

  • Identifiers: a random ID for this copy of the app; the device's user name (on a Mac, your login name; on an iPhone or iPad, the device's name); your KLO account email, or a random ID if you aren't signed in; and a scrambled (hashed) form of your subscription's reference.
  • Device details:
    • the device's own network addresses on your local network;
    • on a Mac, its network hardware (MAC) addresses;
    • screen and window size;
    • time zone;
    • operating system and device model;
    • the app's name and version.

HMRC uses these details to prevent fraud. They go only to HMRC, and only with a call you started.

HMRC's own privacy notice covers what it does with them: https://www.gov.uk/government/publications/data-protection-act-dpa-information-hm-revenue-and-customs-hold-about-you. Lawful basis: legal obligation (the fraud-prevention details) and your request (sending the return).

Disconnecting. Settings › HMRC › Disconnect removes HMRC's permission from the device. You can also take it away on HMRC's side, in your HMRC online account.

Your subscription and KLO account

App Store. A subscription bought in the app is sold and managed by Apple. Apple tells the app whether it is active; we do not receive your payment details. Manage or cancel it in your Apple Account settings.

Your KLO account. To use a subscription bought on the web, or the web page itself, you sign in to a KLO account: your email address, a sign-in token, and your subscription state (active, until when, bought on the web or through Apple). If you are signed in, the app also tells the account server about an App Store subscription, so the web page unlocks too. It is kept on our account server, run on Cloudflare (Cloudflare D1, Western Europe). Sign-in codes are emailed to you through Microsoft 365, from [email protected]. We use this only to sign you in and decide whether editing is open. Lawful basis: contract. You can delete the account in the app (Settings › Subscription › Delete KLO account) or by emailing us.

Paying on the web. Web payments are taken by Stripe. Your email address, card details and billing address go to Stripe; we receive your Stripe customer reference and subscription dates. Stripe's privacy policy: https://stripe.com/privacy.

Information about other people

Your books hold information about other people: customers, suppliers, and the people you pay. You are responsible for that information under data protection law, as you are for your paper records.

Your rights

  • KLO doesn't hold your books, so we can't see, change or delete anything in them.
  • To delete your books, delete the app from each device and, if iCloud was on, remove the app's data in your iCloud settings (Settings › your name › iCloud › Manage storage).
  • What Anthropic holds is under your own Anthropic account.
  • What HMRC holds is under HMRC's own privacy notice; ask HMRC about it.

Support emails. If you email us at [email protected], we use your email only to answer you.

  • We keep it for as long as we need to deal with it, then delete it.
  • You can ask us to see or delete it.

Your KLO account, if you have one, is the only personal data we hold about you apart from any email you send us. You can see it in the app or delete it there (Settings › Subscription).

You can complain to the Information Commissioner's Office (ico.org.uk) if you think your information has been handled wrongly. We'd be grateful for the chance to put it right first.

Children

The app is for businesses. It isn't meant for children.

Changes

If this statement changes, the new version is put on this page with its date. If a change affects what leaves your device, it is described in the app's release notes too.

Contact

KLO Development Services, 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU. Email: [email protected].

Your books on your KLO account

The web page saves your books to your KLO account after every change, so another browser or computer can open them and none are lost if a browser clears its data. Everything is encrypted in your browser with your passphrase (AES-256, the passphrase stretched 600,000 times) before it is sent. KLO receives only that encrypted copy and the random value the passphrase is stretched with; never the passphrase. Without it, nobody, KLO included, can read the copy. If you forget the passphrase, KLO can't recover the books for you.

We keep earlier versions for 30 days, then the last of each day for a year, so a mistake can be undone. Deleting your KLO account deletes them all.