Privacy Policy — Helm App
Version 1.2 · July 2026 · Covers the Helm App client portal (app.aran-accounting.ie)
Aran Accounting (“we”, “us”) is an accounting and tax services firm operating in Ireland. We are the Data Controller for the personal data processed in the Helm App, the client portal we provide to our self-employed and sole trader clients.
The Helm App platform is operated on our behalf by DUNA AI LIMITED, which acts solely as our Data Processor under Article 28 GDPR and a written Data Processing Agreement — it processes your data only on our documented instructions and never for its own purposes. Our other service providers (cloud hosting, email delivery and error diagnostics) act as processors under the same terms.
This policy describes what the Helm App processes. For our firm-wide privacy notice (covering WhatsApp, email and our website), contact us at contact@aran-accounting.ie.
1. What the app processes and why
- Identification and contact data (name, email, phone, address) — to provide our accounting services and to sign you in via magic link.
- Tax identifiers (PPS number — shown masked in the app and encrypted at rest; VAT number) — required to prepare and file your returns with Revenue.
- Financial data (income, expenses, transactions, invoices you issue, bank account details for invoicing) — the core of the bookkeeping and tax services you engage us for.
- Documents you upload (receipts, statements, forms — up to 20 MB per file) — used as supporting records for your accounts and filings.
- Session data (login sessions, sign-in timestamps) — to keep your account secure.
- Crash and error telemetry (via Sentry, with personal data scrubbing enabled) — to detect and fix defects. We do not use advertising or marketing trackers in the app.
2. Legal bases
- Performance of our services contract with you (service delivery, communication).
- Legal obligation (preparing and retaining tax records required by Revenue and the CRO).
- Legitimate interest (securing the portal, fixing defects).
3. Who we share data with
We never sell your data. We share it only with: Revenue Commissioners and the Companies Registration Office (to make your filings); and service providers acting under contract for us — cloud hosting, transactional email delivery (magic-link sign-in emails) and crash reporting. Where a provider processes data outside the EEA, we ensure appropriate safeguards such as Standard Contractual Clauses.
4. How long we keep your data
Tax returns, filings, invoices and supporting financial records: 6 years, as required by Revenue/CRO record-keeping obligations. Communication logs: 2 years. Login sessions: until you log out or they expire. After the applicable retention period we securely delete or anonymise your data.
5. Your rights
Under the GDPR you can request access, rectification, erasure (subject to the legal retention above), restriction, portability, and object to processing based on legitimate interest. To exercise any right, email contact@aran-accounting.ie — we respond within 30 days. You can also lodge a complaint with the Data Protection Commission (www.dataprotection.ie).
6. Account and data deletion
You can request deletion of your Helm App account and personal data at any time. See the dedicated page “Account & data deletion” (linked in the footer) for exactly how the process works and what must legally be retained.
7. Security
All traffic is encrypted in transit (TLS). PPS numbers are encrypted at rest and masked on screen. Access follows need-to-know controls, sign-in is via single-use magic links, and sessions are revoked server-side on logout.
8. Changes and contact
We may update this policy and will flag significant changes in the app. Questions: contact@aran-accounting.ie.