Privacy Policy

Who we are

Back Office is a product of Build Context, Inc., a Delaware corporation. In this policy, “Back Office”, “Build Context”, “we”, “us” and “our” refer to Build Context, Inc. and the Back Office service.

This policy covers the public website at runbackoffice.com and the Back Office software and services. It does not replace a customer’s signed agreement, data processing agreement or other written terms. Those documents apply where they say something more specific.

Our role when we handle information

For website enquiries, early-access requests, account administration and our own service operations, Build Context decides why and how personal information is handled.

When an accounting practice uses Back Office with information about its clients, staff or contacts, the practice generally decides why that information is used and Build Context handles it on the practice’s documented instructions. If your information was supplied by a practice, that practice is normally the best first contact for a request about the information.

Information we handle

The information depends on which part of Back Office is used. It may include:

• contact and account information, such as names, work contact details, organisation, role and sign-in or account metadata;
• enquiries, support messages, onboarding material, preferences and service communications;
• practice and client records supplied by a customer or retrieved from a source the customer authorises, including contact, company, tax-reference, workflow, deadline, filing, payment, accounting, payroll, AML, document and communication metadata where those features are used;
• HMRC-related information made available under an authorised connection, which can include taxpayer or business identifiers, obligations, returns, liabilities, payments and status information supported by the connected feature;
• technical and usage information, such as IP address, browser and device details, pages or features used, approximate timestamps, diagnostic events and error information; and
• records needed to operate, audit and support authorised integrations, such as connection status, permission scope, sync status and service logs.

HMRC connections

When you connect Back Office to HMRC through HMRC’s authorisation journey, HMRC shows the permissions requested and asks you to approve them. Back Office uses the resulting authorisation to access the HMRC information needed for the features you enable. The OAuth authorisation journey does not give Back Office your HMRC sign-in password.

You should connect an HMRC account only when you are authorised to act for the relevant person, business or clients. You can withdraw an HMRC authorisation through the controls HMRC makes available. Withdrawal stops future access through that authorisation, but it does not automatically remove information already processed under a valid customer instruction or information we must keep for a lawful reason.

Why we use information

We use personal information where needed to:

• respond to enquiries and arrange early access or onboarding;
• provide, configure, maintain and support Back Office;
• retrieve, organise, sync and display information from customer-authorised systems;
• administer accounts, permissions, integrations and customer instructions;
• diagnose errors, protect the service and investigate misuse;
• understand use of the website and improve the product; and
• meet legal, regulatory, audit and dispute-handling requirements.

Where Build Context decides the purpose, the legal basis may be taking steps at your request before a contract, performing a contract, complying with law, our legitimate interests in operating and improving the service, or consent where the law requires it. Where we act for an accounting practice, the practice determines the relevant legal basis and our customer agreement governs our instructions.

Service providers and other recipients

We use service providers where needed to run Back Office. Their functions can include managed hosting, databases, storage, analytics, error monitoring, AI/model processing, email or messaging, document services and customer support. The particular providers used can depend on the feature and the customer’s written agreement.

We may also disclose information when a customer directs us to, when needed for professional advice or a business transaction, or when required to comply with law or protect legal rights. A connected third-party service, including HMRC, handles information under its own terms and privacy notice when you interact with that service directly.

Website analytics

The public website uses Vercel Analytics and, when configured, PostHog for product analytics, feature delivery and error reporting. These tools may receive technical and usage information such as IP address, browser or device details, pages viewed, interactions and diagnostic events. Browser settings and controls offered by those providers may limit some collection.

Retention and processing locations

We keep information for as long as it is needed for the purposes described above, the applicable customer agreement and instructions, legal or regulatory duties, security, backup cycles and dispute handling. The period therefore varies by the type of information and the customer relationship.

Back Office uses managed service providers and does not state one fixed processing location for every feature in this public policy. Customer-specific processing arrangements, including any agreed location or transfer terms, are governed by the applicable customer documents.

Your rights

Depending on where you live and how the information is used, you may have rights to ask for access, correction, deletion, restriction or portability, to object to some processing, or to withdraw consent. You may also complain to the data protection regulator that applies to you. These rights can be subject to legal limits.

If an accounting practice supplied your information, contact the practice first so it can identify the relevant client record and instruct us where necessary. For information Build Context controls, email hello@help.runbackoffice.com and write “privacy” in your message.

Contact and changes

For privacy or general support questions, email hello@help.runbackoffice.com. We may update this policy as the service or legal requirements change. The effective date at the top of this page shows when this version took effect.