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Privacy Policy

Effective date: 19th March 2026

This Privacy Policy explains how ProBooks Accounting ("ProBooks"), a financial and donation management system operated by Alpha Media Productions Ltd, collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What Personal Data We Collect

We may collect and process the following personal data:

  • Full name — to identify donors and users accurately.
  • Email address — to communicate with authorised users of the system.
  • Financial donation records — including donation amounts, dates, and references.
  • Login credentials — securely stored authentication data.
  • Bank transaction data — including transaction descriptions, amounts, and dates (where Open Banking is used).

2. Why We Collect This Data

Personal data is collected and processed for the following purposes:

  • Financial administration — to manage donations and financial records.
  • Transaction reconciliation — to match bank transactions with recorded donations.
  • Reporting — to generate financial summaries and insights.
  • System security — to authenticate users and maintain audit logs.

3. Open Banking & TrueLayer

Where enabled, this system uses TrueLayer Ltd, an authorised Open Banking provider, to securely access bank transaction data.

  • Access is only granted with your explicit consent.
  • We do not store your banking credentials.
  • You can revoke access at any time via your bank or TrueLayer.
  • We only access data required to provide the Service.

For more information, please see: TrueLayer Privacy Policy

4. How Data Is Stored

All personal data is stored in a secure, encrypted database hosted on protected infrastructure. Access is restricted to authorised personnel only. Data in transit is protected using TLS encryption.

5. Data Retention

Personal and financial data is retained only for as long as necessary to fulfil its purpose and comply with legal obligations. Financial records may be retained for up to six years in accordance with UK regulatory requirements.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion (where legally permitted)
  • Restrict or object to processing
  • Withdraw consent (for Open Banking access)

Requests can be made via the contact details below. We aim to respond within one month.

7. Contact

If you have any questions or wish to exercise your rights, please contact:

Alpha Media Productions Ltd
8 Hollinside Square
Sunderland
SR4 8AU
United Kingdom
Email: [email protected]

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) .