Privacy Policy

Ask Fee-Lix is a trading name of J-Benn Finance Ltd, a company registered in England and Wales under company number 10959447, registered office Office 10 Josephs Barn, Woodend Farm, Hatfield Road, Witham, Essex, England, CM8 1EH ("we", "us", "our"). We are the data controller for the personal data described in this policy. This policy explains what we collect, why, and the choices and rights you have.

1. Who this applies to

This policy covers personal data we process about people who sign up for or use Ask Fee-Lix on behalf of an accountancy practice — account owners and any team members they invite — and visitors to our website.

2. What we collect

• Account data — name, email address, mobile number, practice name, and role, collected when you sign up or are invited to join a practice's account.
• Content you provide — the pricing scenarios you describe to Ask Fee-Lix, the conversations that result, and any files you choose to upload (rate cards, pricing matrices, proposals, and similar documents).
• Billing data — handled directly by our payment processor, Stripe. We receive confirmation of your subscription and plan, but we do not receive or store your full card details.
• Usage data — how many AI responses you've used, when, and basic technical logs (such as IP address and browser information) generated by using a web application, used for security, reliability, and abuse prevention.
• Enquiries — details you submit through our contact form or template suggestion form, including your message and, for signed-in users, which practice you're part of.

3. How we use it, and our legal basis

• To provide the Service you've signed up for and generate the pricing recommendations you request — necessary to perform our contract with you.
• To process payment for paid plans, via Stripe — necessary to perform our contract with you.
• To respond to support enquiries and template suggestions you send us — our legitimate interest in running the Service, and/or your consent in submitting the enquiry.
• To keep the Service secure, prevent abuse, and enforce our Terms of Service — our legitimate interest in operating a secure service.
• To meet our legal and accounting obligations, such as keeping records of payments — legal obligation.

We do not use your data for advertising, and we do not sell personal data.

4. How AI processing works

When you describe a pricing scenario, that text — along with any relevant excerpts from files you've uploaded and from our shared market-pricing reference data — is sent to Anthropic (the provider of the Claude AI models we use) to generate a response, and to Voyage AI to generate the embeddings that let Ask Fee-Lix find the most relevant parts of your uploaded files. These providers process this data to return a result to Ask Fee-Lix; we do not permit them to use your data to train their own models. Ask Fee-Lix only ever cites your own firm's uploaded material to your own firm — it is never shown to, or used to answer questions for, any other practice.

5. Who we share data with

We share personal data with the following categories of service providers, each of whom processes it only on our instructions and solely to help us run the Service:

• Clerk — authentication and account management.
• Supabase — our database and file storage provider.
• Anthropic — generates Ask Fee-Lix's AI responses (see Section 4).
• Voyage AI — generates search embeddings for your uploaded files (see Section 4).
• Stripe — payment processing and billing.
• Vercel — application hosting.

Some of these providers may process data outside the UK/EEA, including in the United States. Where that happens, we rely on appropriate safeguards such as the UK International Data Transfer Addendum or the EU Standard Contractual Clauses, as provided by those suppliers. We do not otherwise share your personal data with third parties, except where required by law.

6. How long we keep it

We keep account and content data for as long as your account is active, and for a reasonable period afterwards in case you wish to reactivate it or as needed for legal, accounting, or dispute-resolution purposes, after which it is deleted. Billing records are kept for as long as required by UK tax law. If you'd like your account and data deleted sooner, contact us and we will action this, subject to any records we're legally required to retain.

7. Your rights

Under UK GDPR, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• ask us to delete your data, or restrict how we use it;
• receive a copy of your data in a portable format;
• object to certain kinds of processing; and
• complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you think we've got something wrong.

To exercise any of these rights, contact us at askfeelix@j-benn.co.uk.

8. Security

We use industry-standard measures to protect your data, including encryption in transit, access controls that keep each practice's data separate from every other practice's, and restricting internal access to what's needed to run the Service. No system is completely secure, but we take this seriously and review our practices as the Service evolves.

9. Cookies

We use only the essential cookies needed to keep you signed in and to operate the Service securely (set by our authentication provider, Clerk). We do not use advertising or non-essential tracking cookies.

10. Children

Ask Fee-Lix is a business tool intended for use by accountancy professionals. It is not directed at, and we do not knowingly collect data from, children.

11. Changes to this policy

We may update this policy from time to time. We'll post any changes here with a new "last updated" date, and where changes are material we'll make reasonable efforts to let active users know.

12. Contact us

For any question about this policy or how we handle your data, contact us at askfeelix@j-benn.co.uk.