Privacy Policy

Last updated: 22 April 2026

1. Who we are

ClearMTD is a trading name of SH Applications Limited, a company registered in England and Wales. We are registered with the Information Commissioner's Office (ICO) as a data controller.

If you have any questions about this policy or how we handle your data, contact us at hello@clearmtd.co.uk.

2. What ClearMTD does

ClearMTD is Making Tax Digital compliance software for UK sole traders and landlords. It allows you to record income and expenses and submit quarterly updates to HMRC on your behalf.

3. What data we collect

We collect the following personal data when you register and use ClearMTD:

• Account information: your full name and email address
• Tax identifiers: your National Insurance Number (NINO) and Unique Taxpayer Reference (UTR)
• Financial records: income and expense data you enter into the system
• Payment information: processed securely by Stripe — we do not store your card details

4. Why we collect it (legal basis)

We process your personal data on the following legal bases under GDPR:

• Contract: to provide the ClearMTD service you have signed up for, including submitting your tax data to HMRC
• Legal obligation: to comply with UK tax record-keeping requirements
• Legitimate interest: to maintain the security and reliability of the service

5. Who we share your data with

We only share your data with the following third parties, and only as necessary to provide the service:

• HMRC — to submit your quarterly Making Tax Digital updates and fulfil your tax obligations
• Stripe — to process subscription payments securely. Stripe acts as an independent data controller for payment data. See Stripe's privacy policy.
• Render — our hosting provider, where the application and database are hosted. See Render's privacy policy.

We do not sell your data to anyone. We do not share it with advertisers or marketing platforms.

6. How we store and protect your data

Your data is stored in a managed PostgreSQL database hosted by Render in the EU/UK region. All connections use TLS encryption in transit. Passwords are hashed using industry-standard algorithms and are never stored in plain text.

Your NINO and UTR are sensitive identifiers. We limit access to these fields and only transmit them to HMRC via their secured API.

7. How long we keep your data

• While your account is active: we retain all data necessary to provide the service
• After you close your account: we retain your financial and tax submission records for 6 years from the end of the relevant tax year, in line with HMRC record-keeping requirements
• Account credentials: deleted promptly after account closure

8. Cookies

ClearMTD uses a single session cookie to keep you logged in while you use the service. This cookie is essential for the application to function and does not track your activity.

We do not use analytics cookies, advertising cookies, or any third-party tracking scripts.

9. Your rights

Under GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct any inaccurate data
• Erasure — ask us to delete your data (subject to our legal obligation to retain tax records for 6 years)
• Portability — request your data in a machine-readable format
• Object — object to processing based on legitimate interest
• Complaint — lodge a complaint with the ICO at ico.org.uk

To exercise any of these rights, email us at hello@clearmtd.co.uk. We will respond within 30 days.

10. Children

ClearMTD is not intended for use by anyone under the age of 16. We do not knowingly collect data from children.

11. Changes to this policy

We may update this policy from time to time. If we make significant changes, we will notify you by email. The "last updated" date at the top of this page will always reflect the most recent version.

12. Contact

SH Applications Limited, trading as ClearMTD
Email: hello@clearmtd.co.uk