Last updated: 19th October 2026
We use the service providers below to help us deliver our services. Each processes personal data only on our instructions, under a written agreement that requires it to keep the data confidential and secure. Where data is processed outside the UK, it is protected by appropriate safeguards as required by UK data protection law. AI providers are used only on business plans whose terms do not allow them to use our data to train their AI models.
We will notify our clients before adding or replacing a provider that processes client personal data. For more information about how we handle personal data, see our privacy notice at https://aptus.pro/privacy-policy.
Client management and portal
- BrightManager: client relationship management, engagement letters, e-signatures and our secure client portal. Data processed in: UK, Ireland and the EU, with development and support teams in India and Australia.
Accounting, tax and payroll software
- Xero: accounting, bookkeeping and payroll software, where we provide or administer your subscription. Data processed in: United States and other countries.
- Capium: accounting, payroll and tax return software, used for a small number of clients. Data processed in: UK, with support and processing by Capium’s group company in India.
Email, documents and productivity
- Microsoft (Microsoft 365 and Copilot): email, document storage and AI assistance with drafting and analysis. Data processed in: UK, with some processing in the EU and United States.
Artificial intelligence (AI) tools
- Anthropic (Claude): AI assistance with drafting, analysis and review. Data processed in: United States.
- OpenAI (ChatGPT): AI assistance with drafting, analysis and review. Data processed in: United States [or Europe, if data residency is enabled on your account].
- Granola: AI meeting notes and transcription for calls with clients. Audio is not kept. Data processed in: United States.
- Otter.ai: AI meeting notes and transcription for calls with clients. Recordings and transcripts are stored securely and deleted in line with our retention policy. Data processed in: United States.
All work produced with the help of AI tools is reviewed by a member of our team, and we remain responsible for it.
Messaging
- Meta (WhatsApp): messaging with clients who choose to contact us this way. Messages are end-to-end encrypted, so Meta cannot read their content, but it does process information such as phone numbers and when messages are sent. Data processed in: United States and other countries. We recommend using our secure client portal for documents and financial information.