Privacy & data
Your clients’ data, and what we do with it.
You are the data controller for your clients' information. Entrio is the processor. This page is the plain-English version of what that means in practice — written so you can answer a client who asks, without having to ring us first.
Encrypted at rest
- Client tax references (UTR)
- Client VAT numbers
- Notes you write against a transaction
These are the identifying details, so they are encrypted in the database itself and are never written into the audit log in the clear.
Deliberately not encrypted
- Transaction amounts and balances
- Transaction descriptions, payees and references
We would rather tell you this than imply otherwise. Amounts are summed in the database to produce every report, and descriptions are searched there when you look for a payee — encrypting either would break the thing you bought. They are protected by access control and by encryption of the underlying storage, not by field-level encryption.
The rest of it
What happens to the statement file I upload?
Once a statement has been read successfully, the uploaded file itself is deleted. Entrio keeps the transactions, not the CSV. If an import fails, the file is kept so you can retry it without asking the client for it again.
Who inside my firm can see a client?
Only people you invite to your firm. Every record in Entrio belongs to one firm and is scoped to it — there is no shared pool of client data between firms. Within your firm you control roles and permissions, so a staff member can be given access to the work without being given access to everything.
Do you use our client data to train anything?
No. Entrio has no machine learning in it. Categorisation is a deterministic rule engine, so there is nothing to train and no reason for your data to leave your firm’s workspace. We do not sell data, and we do not share it with advertisers.
Can I get my data out, or have it deleted?
Yes to both. Every report exports to CSV or PDF at any time, so your figures are never held hostage. Deleting a client removes their data from your workspace, and you can ask us to remove your firm’s data entirely — we will confirm when it is done rather than leaving you to assume.
Is anything filed or submitted on my behalf?
No, and this is deliberate. Entrio never submits anything to HMRC, Companies House or anyone else. It produces a trial balance and the reports that follow from it. Filing stays with the software you already use for it.
Is there an audit trail?
Yes. Categorisations, rule changes and period sign-offs are recorded with who did them and when. Encrypted identifiers are deliberately excluded from those log entries, so the audit trail never becomes a second, unencrypted copy of the sensitive fields.
Do you use analytics cookies on the marketing site?
The public site (not the app) counts visits and which pages get read, using a self-hosted Matomo install on our own server. There is no tracking script: the count is recorded by our server as it serves the page, so nothing is loaded into your browser and nothing is sent to a third party. The data is not sold and is not used for advertising. The signed-in product is not counted at all.
We set one cookie on the public site, so that returning to a second page is not counted as a second person. It holds a random identifier and nothing else — no name, no email, no link to your account.
Because the counting happens on our server, blocking scripts will not opt you out. Instead we honour Global Privacy Control and Do Not Track: switch either on in your browser and we record nothing at all for your visit.
Who do I contact about a data question?
Reply to any email from Entrio and it reaches a person, not a queue. If you need a data processing agreement for your own compliance file, ask and we will send one.
This page describes how the software behaves. It is written to be useful rather than to be a substitute for the full terms, and it will be kept in step with the product — if something here stops being true, it is a bug in this page and we want to know.
Careful with figures. Careful with data.
The same instinct that makes Entrio refuse to export an unreconciled trial balance is the one behind this page. Try it on a sample client before any real data goes near it.