Privacy Policy

1. Who we are

Metal Guru is provided by Bright Accounting Software Consultancy, based in Poole, Dorset, United Kingdom. For account administration, enquiries, support and our own business records, Bright Accounting Software Consultancy is the data controller.

Where a customer uses Metal Guru to process information about its suppliers, customers, staff or other individuals, the customer will normally be the data controller and we will process that information on the customer's instructions as its data processor.

2. Information Metal Guru processes

Depending on how the service is configured and used, Metal Guru may process:

• Account and contact details: names, business names, work email addresses, telephone numbers, user roles and authentication information.
• Supplier and customer information: contact, address, payment, tax, account and trading details.
• Transaction and weighbridge data: ticket numbers, dates, vehicle registrations, material descriptions, weights, prices, payment details and related notes.
• Identity and compliance records: identification details and images, address evidence, verification status, consent choices, compliance notes and audit history where these are entered by the customer.
• Technical and usage data: device, browser, login, activity, diagnostic, security and integration logs.
• Support and communications: enquiries, support requests and correspondence.

3. QuickBooks Online data

If a customer connects QuickBooks Online, Metal Guru uses the access authorised by the customer to read and, where enabled, create or update relevant accounting records. This may include suppliers, customers, accounts, classes, products and services, bills, invoices, payments and integration identifiers or status information.

Metal Guru uses this access only to provide the requested accounting integration, maintain mappings, synchronise authorised records and diagnose integration errors. QuickBooks data is not sold or used for unrelated advertising.

4. DEFRA and digital waste tracking data

Metal Guru may prepare, validate, store and submit information required for digital waste tracking or other waste reporting services. This may include parties to a waste movement, addresses, authorisations, waste classification and EWC codes, descriptions, quantities, dates, locations, carriers, vehicles, transfer details and submission references or responses.

Information submitted to a government service is also handled under that service's own terms and privacy information. Customers are responsible for ensuring that submissions are complete, accurate and legally appropriate.

5. How information is used

We use information to:

• provide, configure, support and secure Metal Guru;
• manage users, subscriptions and customer relationships;
• process weighbridge, purchase, sales, accounting and compliance workflows;
• connect with QuickBooks Online and digital waste tracking services at the customer's request;
• maintain audit trails, investigate faults and prevent misuse;
• meet legal, regulatory, tax and accounting obligations; and
• improve the reliability and usability of the service using appropriately limited operational information.

Where we act as controller, our lawful bases may include performing a contract, complying with a legal obligation, pursuing legitimate interests in operating and protecting the service, and consent where it is specifically requested, such as for optional marketing.

6. Storage and security

Metal Guru uses cloud infrastructure and applies proportionate technical and organisational safeguards. These may include encryption in transit, access controls, role-based permissions, secure credential handling, logging, backups, monitoring and separation of customer data.

No online service can guarantee absolute security. Customers must protect their login details, give access only to authorised users and tell us promptly about suspected unauthorised access.

7. Service providers and disclosures

We may use trusted service providers to host and support Metal Guru, including Microsoft Azure for cloud infrastructure, Intuit for QuickBooks Online integration, and government digital waste tracking services including DEFRA where a customer requests a submission. We may also use providers for email, support, monitoring, backup and professional advice.

Providers receive only the information reasonably needed for their role and are required to protect it. Information may also be disclosed where required by law, to protect legal rights or security, or as part of a business transfer subject to appropriate safeguards. We do not sell personal information.

If information is transferred outside the United Kingdom, we use an appropriate lawful transfer mechanism and safeguards where required.

8. Retention and deletion

We retain information only for as long as it is needed for the purposes described above, the customer's instructions, applicable contracts, security, dispute resolution and legal or regulatory requirements. Retention periods vary by record type.

When a customer account ends, customer data will be deleted or returned in line with the agreement and any agreed export process, subject to legal retention duties and limited backup cycles. Backup copies are protected from ordinary use and removed through the normal backup rotation. Customers should not delete records that they are legally required to keep.

9. Your UK GDPR rights

Depending on the circumstances, individuals may have rights to be informed, access their personal data, correct inaccurate data, request erasure or restriction, object to certain processing, receive portable data, and withdraw consent. Individuals may also complain to the UK Information Commissioner's Office.

If the information is held by one of our customers through Metal Guru, please contact that customer first. We will assist the customer with valid requests where required. Rights are not absolute and legal exemptions may apply.

10. Disconnecting QuickBooks Online

An authorised QuickBooks administrator can disconnect Metal Guru in QuickBooks Online by opening Integrations or Manage integrations, locating Metal Guru and choosing Disconnect. You can also contact us for help revoking the connection.

Disconnecting stops future access but does not automatically delete information already imported into Metal Guru or records previously created in QuickBooks. To request deletion or arrange an export, contact us using the details below.

11. Contact us

We may update this policy when Metal Guru, its integrations or legal requirements change. The latest version will appear on this page with its updated date.