Last updated 16 September 2026
Privacy
This explains what The Profit System collects when you use our website and the free Profit Leak Scan, why, and what we do with it. The short version: we read your books once to build your report, we disconnect, and we never store your transactions.
Who we are
The Profit System ("we", "us") is the data controller for the information described here. The Profit System is a trading name of Profit Systems Group Ltd, a company registered in England and Wales, company number 16819756, registered office 3 Childwick Green, Childwickbury, St. Albans, Hertfordshire, AL3 6JJ. Contact: hello@profitsyst.com.
What we collect
| What | Why | How long |
|---|
| Your first name, email and business name, from the scan form | To send you your scan, follow up about it, and book a call if you ask for one | Until you ask us to delete it, or 24 months without contact |
| The headline totals from your scan (profit and cash figures) and your organisation's name | So we can prepare for a call you book | As above |
| Whether you opened the booking window or booked a call | To know whether to follow up | As above |
| Basic technical logs (time, browser type, errors) | To keep the service working and secure | Up to 30 days |
Why we're allowed to use it
- To run the scan and send your report: because you asked us to, and our legitimate interest in providing the free tool.
- To follow up about your scan or a call: our legitimate interest in replying to people who've shown interest. You can tell us to stop at any time.
- To provide paid services: to perform our contract with you.
- To keep records the law requires: legal obligation.
We don't send marketing newsletters unless you've opted in.
Your accounting data
When you connect Xero or QuickBooks Online, you sign in on their own page and approve the connection. We never see or store your password.
- What we read: your profit and loss by month, sales invoices, supplier bills, and bank account balances for up to the last 12 months, plus your organisation's name, country and currency.
- What we do with it: build your report, once, in memory.
- What we do not do: we do not create, change or delete anything in your books, and we do not save your transactions, invoices, bills or contacts to any database.
- Disconnecting: as soon as your report is built we revoke the connection. The access key is discarded. You can confirm this in your Xero or QuickBooks connected apps settings.
- Your report: it is sent to your browser and kept in that tab only. Close the tab and it's gone from your device unless you downloaded it.
Who we share it with
We don't sell your data. We use a small number of providers to run the service: our website host (Vercel), Xero or Intuit when you connect your books, the tool we use to store contact details, and our booking calendar (Google Calendar or Calendly) if you book a call. They process data only on our instructions.
Where it's stored
Some of our providers, including our website host, may process data outside the UK, for example in the United States. Where they do, we rely on the UK's approved safeguards, such as the UK International Data Transfer Addendum or the UK-US data bridge.
Cookies
We only use essential cookies and a remembered currency choice. Full details are in our cookie policy.
Your rights
You can ask us to see, correct or delete the details we hold about you, or to stop contacting you, at any time. Email hello@profitsyst.com. You can also ask for a copy of your data in a portable format, or object to how we use it. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk, or to your local data protection authority if you're outside the UK.
Changes
If we change how we handle your data we'll update this page and the date at the top.