Privacy policy

Last updated: 3 November 2026 · E-Smart Solutions Limited

1. Who is responsible for your information

4-Sight is a website and product owned and operated by E-Smart Solutions Limited, company number 03758209, VAT number 757 8215 00, of Maghull Business Centre, 1 Liverpool Road North, Maghull, Merseyside, L31 2HB. In this policy, “4-Sight”, “we”, “us” and “our” mean E-Smart Solutions Limited.

We are the controller of personal information used to run our website, partner portal, registrations, enquiries, accounts, billing and our own business relationships. Where we process accounting information solely on a business customer’s instructions to provide the 4-Sight application, that customer is the controller and we act as its processor. We remain the controller for our own account administration, billing, security and legal compliance.

For privacy enquiries or requests, email recalls@esmart.co.uk with “4-Sight” in the subject, or write to the address above.

2. What this policy covers

This policy covers the 4-Sight website (4-sight.com), accountant and partner registrations, referrals, demo requests and support, and the 4-Sight application at app.4-sight.com, which connects to accounting software, analyses the connected records and handles billing.

The application currently connects to Xero and Sage. Where we make other accounting providers available (such as QuickBooks or FreeAgent), the same principles apply. Visiting our website does not connect an accounting account or give us access to its records.

3. Information we collect and where it comes from

• Website and partner accounts: your name, email address and a securely hashed password (never stored in readable form), email-verification and password-reset records; your accountancy firm’s name, address, Companies House number, anti-money-laundering supervisor details, uploaded logo, referral code, registration date and verification status.
• Firm verification: when a firm gives a Companies House number, we look it up with Companies House to check the firm’s name, address and status.
• Demo requests: the details you enter, such as your name, company, email address, accounting software, enquiry, referral code and optional mobile number.
• Application sign-in: when you connect accounting software, your name and email address from that provider, the organisations you choose to connect, and the access tokens needed to read them (stored encrypted).
• Accounting records: read-only copies of the records needed for the analysis, such as contacts, invoices, credit notes, quotes, items, bills and payments, and the scores, reports and alerts we produce from them. These records can contain information about your customers, suppliers and staff. The business connecting its software is responsible for having a proper basis to provide that information.
• Billing: your plan, subscription status and billing contact. Card details are entered on Stripe’s pages and are not seen or stored by us.
• Messages and technical records: correspondence with us, and the request, device, IP address and security records our hosting providers keep to deliver and protect the service.

Required fields are marked in our forms. Please do not upload sensitive personal information or client financial records to the logo, registration or enquiry forms.

4. How we use information and our lawful bases

• Providing accounts, the application and requested services, and answering enquiries: to perform a contract with you, or our legitimate interests in providing the service to the business you represent.
• Analysing connected accounting records (where we act as controller): contract, or legitimate interests in delivering the service the business requested. Where we act as processor, on the customer’s instructions.
• Managing accountant registrations, verification, referrals and support: our legitimate interests in running the service and our business relationships.
• Service emails (sign-in, alerts, summaries and account notices): contract or legitimate interests. You can change alert and summary emails in your settings.
• Security, preventing misuse and audit records: legitimate interests, and legal obligations where they apply.
• Subscriptions, invoices and business records: contract, legitimate interests and legal obligations.
• Optional marketing, and sharing contact details with a named partner for its own marketing: your consent only (section 7).
• Legal duties, lawful requests and legal claims: legal obligation, or legitimate interests in establishing, exercising or defending legal rights.

Where we rely on legitimate interests, we have considered the effect on you. You can ask us for details and object (section 13).

5. Accountants, referrals and sharing results

A referral never gives an accountant access to your accounting records or results. A referral code travels in the page address (URL) when you follow a firm’s link. The website does not store it; the application keeps it in its sign-in cookie for up to 30 days so the firm can be credited when your organisation connects for the first time (see our cookie policy).

Sharing results with an accountant. A business that signed up through a firm’s link can choose to share its 4-Sight results with that firm, and can stop sharing at any time in the application’s Accountant settings. An accountant can also add a client whose Xero organisation or Sage business the client has already given them access to, after confirming they act for that client and are authorised to connect it. Shared results are read-only: the firm can view the client’s 4-Sight dashboard and customer results and receives short emails when something needs attention, plus a weekly summary. The firm cannot change the client’s settings, connection or billing. We record who shared or added access and when. Access ends if the client stops sharing, the firm removes the client, or the firm’s partner account is suspended or not verified.

What firms see on their partner page. For businesses that connected through its link, a firm sees the business name, the date it joined and its plan status (free scan, trial, subscribed or cancelled), and may receive an email when that business finishes its free scan. Payment problems are not shown to the firm. Partner invitation pages can show the firm’s name and logo.

An accountant may also use information independently when providing its own professional services, under its own privacy notice.

6. Accounting data, AI and confidentiality

No AI training. We do not use your accounting data, personal information, reports or analyses to train or fine-tune AI or machine-learning models, and we do not allow AI providers processing that information for us to do so. This applies to information from Xero, Sage and any other accounting provider, to anything you upload, and to anonymised or pseudonymised versions of it.

How the AI summary works. Scores are calculated by our own software. To write the plain-English summary, we send a limited set of figures to our AI provider, Anthropic. Before anything is sent, customer, product, supplier and quote names are replaced with placeholders (such as “Customer A”), and your business’s own name is not sent. The names are put back only inside 4-Sight. We do not promise that every analysis can be fully anonymous: the figures remain confidential business information and are protected accordingly.

Retention by AI providers. Our provider may keep what it receives for a limited period for processing, security and abuse prevention under its commercial terms, which do not allow training on it. We do not promise zero retention or immediate deletion. This is separate from the records 4-Sight keeps to run your account (section 11).

Private results. Your results are private to your business and the people you authorise, including an accountant you share with (section 5). We do not publish them or share them with other customers or marketing partners. Our authorised staff and contracted providers may access them only as needed to deliver, support and secure the service or meet legal obligations.

Review before acting. Scores and AI summaries can contain errors or miss context. They support your judgement and should be checked before you rely on them. We do not make solely automated decisions with legal or similarly significant effects on individuals.

7. CouponBank and other partners

We may offer an introduction to CouponBank or another clearly named partner. If you ask for contact from a partner, we share only what is needed for that request (such as your name, business name, chosen contact details and enquiry) and tell you who receives it.

We share your contact details with a partner for its own marketing only if you have separately opted in, with the partner, the type of offers and the contact channels named at that point. Registering, requesting a demo, connecting accounting software or accepting our terms is never consent to partner marketing, and opt-in boxes are never pre-ticked. We never share accounting records, transactions, reports or analyses for partner marketing.

A partner that uses your details for its own purposes is responsible for them under its own privacy notice. You can withdraw consent at any time through the unsubscribe link in a message, with the partner, or by contacting us; we will pass on your withdrawal to partners we shared with.

8. Service providers and other disclosures

• Namesco: hosts the website and its database (accounts, partner and referral records, and logos in protected storage), and sends website emails.
• Railway: hosts the application and its database.
• Xero and Sage (and any other accounting provider you connect): supply the records you authorise, under their own terms and privacy notices.
• Anthropic: writes the AI summary from placeholder-named figures (section 6).
• Stripe: takes payments and manages subscriptions.
• Resend: sends the application’s emails, such as alerts and summaries.
• Companies House: looks up firm details for verification.
• Zoho CRM: receives demo-request details so we can respond; it does not subscribe you to marketing.
• ClickSend: sends a text confirmation if you ask for one, and alerts our team to new enquiries (name, email address and mobile number if supplied).

Providers acting for us may use information only on our instructions, under contract. We may also disclose information to professional advisers, insurers, regulators, courts or authorities where necessary to meet legal duties or protect legal rights, or in a business sale or restructuring under confidentiality safeguards. We do not sell personal information.

9. Cookies

The website and application use only cookies needed for sign-in, security and referral credit. We do not use analytics, advertising or tracking cookies, and fonts are served from our own hosting. Details are in our cookie policy.

10. International processing

Some of our providers process information outside the UK. Where a restricted transfer takes place, we use the safeguards UK data protection law requires, such as adequacy regulations or approved contract clauses. Contact us for details of the safeguards relevant to your information.

11. How long we keep information

• Accounts, partner profiles and logos: while the account is open, then deleted after a reasonable closure period, except records we must keep.
• Referral and introduction records: while needed to run the referral programme and resolve queries.
• Connected accounting records and results: while your organisation is connected and your account is open, then deleted on request or after closure, except where the law requires us to keep records.
• Enquiries and support correspondence: while needed to deal with the matter and keep a proportionate record.
• Billing and statutory business records: for the periods required by accounting and tax law.
• Security and audit records (sign-ins, connections, sharing and account changes in the application, with the IP address and browser used): 13 months, then deleted. They cannot be altered while kept.
• Consent and opt-out records: as long as needed to respect your choices.
• Backups: until they expire through the normal backup cycle.

Disconnecting your accounting software stops further access but does not by itself delete records already held; ask us if you want them deleted. Website email-verification links expire after 24 hours, password-reset links after one hour, and website sessions after 30 minutes of inactivity or 12 hours overall.

12. How we protect information

We use measures including HTTPS, password hashing, encryption of accounting access tokens, read-only access to accounting software, access controls, signed links between our website and application, and rate limiting. Access is limited to people and providers who need it. No system is completely secure; if a personal data breach occurs, we will notify the regulator and affected people where the law requires.

13. Your rights

Depending on the circumstances, you can ask to access, correct, erase, restrict or receive a portable copy of your information, object to processing based on legitimate interests, object to direct marketing at any time, and withdraw consent without affecting earlier processing. Contact recalls@esmart.co.uk with “4-Sight” in the subject. We may need to verify your identity, and will reply within the legal time limit. Where we hold information as a processor for a business, we will help that business deal with your request.

You can complain to the Information Commissioner’s Office, the UK regulator. You do not have to contact us first.

14. Children and other services

4-Sight is for businesses and their authorised representatives, not children. Links to accountants, CouponBank, accounting providers or other services lead to services with their own privacy notices.

15. Changes to this policy

We will update this policy when our processing changes and change the date above. Publishing an updated policy never by itself gives us consent to new marketing uses.

E-Smart Solutions Limited — 4-Sight privacy enquiries
Maghull Business Centre, 1 Liverpool Road North, Maghull, Merseyside, L31 2HB, United Kingdom
Email: recalls@esmart.co.uk (“4-Sight” in the subject)

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