Privacy policy
Last updated: 10 November 2026
The short version. MySimpleDesk has no server and no database of its own.never stores your records on our computers. The records you type in are saved in your own Microsoft OneDrive or Google Drive account, in a folder named after your business, and on the device you are using. We (the people who provide the app) never receive, see or store your records, your clients' details or your account password.
There are no adverts, no tracking and no cookies. We count visits to our pages with Cloudflare Web Analytics, which uses no cookies and does not identify you (see section 6).
There are no adverts and no cookies. We count visits to our pages with Cloudflare Web Analytics, which uses no cookies and does not identify you, and we keep a short list of who has an account, with your own name, email, mobile and business name only (see sections 3a and 6).
1. Who we are
MySimpleDesk is provided by . If you have a question about this policy or about your information, email .
2. How the app works
MySimpleDesk is a web app made of files that run in your web browser. The files are hosted on Cloudflare Pages. When you sign in, your browser talks directly to Microsoft or Google, and your records go straight between your device and your own OneDrive or Google Drive; they never pass through our computers. The only thing the app sends us is your own account details for our sign-up list (section 3a).
- Microsoft account: your records are saved in your OneDrive, in
Apps › Client Desk › your business name. - Google account: your records are saved in your Google Drive, in
My Drive › Client Desk – your business name. - A working copy is also kept in your browser's storage on each device you use, so the app works without an internet connection. Logging out removes it from that device.
3. What information is used, and why
| Information | Where it is kept | Why |
|---|---|---|
| Your name and email address from your Microsoft or Google account | On your device only | To show which account is signed in, and to make sure the same account is used when you reconnect |
| Records you enter (for example clients, jobs, properties, tenants, rent, expenses, notes, tasks, appointments, quotes and invoices) | Your own OneDrive or Google Drive folder, plus a copy on your device | This is what the app is for: so you can keep and use your business records |
| Documents you upload for a property (for example gas safety, EICR and EPC certificates, and landlord insurance) | Your own OneDrive or Google Drive folder, in a folder named after the property. The app keeps only the file name and its link | So you can open each document from the property page |
| Details of your own home, if you add them (address, mortgage, insurance and safety-check dates) | Your own OneDrive or Google Drive folder | To remind you of your mortgage deal end, renewals and checks. They are kept apart from your rental properties and are not included in accountant reports |
| Business details and logo, and your accountant's details | Your own OneDrive or Google Drive folder | To print them on your invoices, reports and documents |
| Your profile (name, mobile, email, business) | On your device, plus a copy in your own OneDrive or Google Drive folder | To fill in your details, and to fill them in for you when you sign in on another device |
| Your app password (if you choose one) | As a one-way scrambled code, on your device and in your own OneDrive or Google Drive folder. The password itself is never stored or sent anywhere | To log you in on your devices and lock the app when you are away |
| Backup files | Only where you choose to save them | So you have your own copy of your records |
3a. Your account details we keep
When you register, the app sends us your own account details so we can run the service and contact you about it. This is the only information that comes to us.
- What: your name, email address, mobile number, business name, kind of work, whether you use a Microsoft or Google account, the date you signed up and the date you last used the app (sent at most once a day).
- Never: your records, your tenants', clients' or properties' details, your documents, notes or your password.
- Why: to know who has an account, to contact you about your account, changes to the service, problems or new features, and to count how many people use it. Our legal basis is our contract with you and our legitimate interest in running the service. We do not sell or share it, and we do not use it for advertising.
- Where: in our sign-up list, held for us by a service provider under contract.
- How long: while you use the app, and deleted 12 months after you last used it, or sooner if you ask.
4. Permissions the app asks for
Microsoft (only if you sign in with a Microsoft account):
- User.Read: your name and email address.
- Files.ReadWrite.AppFolder: read and write files in the app's own folder only. The app cannot see the rest of your OneDrive.
- offline_access: stay signed in without asking you every hour.
- Mail.Send (optional, only if you turn on emailing): send an invoice or report from your own Outlook when you press Send. A copy goes to your Sent folder. The app cannot read your email.
- Calendars.ReadWrite (optional, only if you turn on calendar reminders): add your booked appointments to your Outlook calendar. Only the name, time, type, method and place are sent, never your notes. If you also turn on key dates, rent due dates, deposit deadlines, certificate and renewal dates and tasks with a due date are added as reminders. Each one has the reminder wording and the property or client name only. The app only changes or removes events it created.
Google (only if you sign in with a Google account):
- openid, email, profile: your name and email address.
- drive.file: create files and folders in your Google Drive and work with the files the app created. The app cannot see any other files in your Drive.
5. Google user data
MySimpleDesk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- Google user data is used only to provide the features you can see in the app: signing you in, and saving and loading your own records in your own Drive.
- It is not sold, not used for advertising, not used to assess credit, and not transferred to anyone else.
- No person at reads it. It never reaches us.
- It is not used to develop, improve or train generalised artificial intelligence or machine-learning models.
6. Who else is involved
- Microsoft or Google store your records under your own account and their own privacy terms.
- Cloudflare hosts the app's files and our sign-up list (kept in the EU). Like any web host it may record technical details such as your IP address when your browser loads the app, under Cloudflare's own privacy policy.
- Cloudflare Web Analytics counts visits to our pages so we can see how many people use the site and which pages they open: for example the page address, the referring site, the type of browser and device, the country and how fast the page loaded. It uses no cookies and no fingerprinting, does not identify you or follow you across other websites, and never sees your records. We only see totals. Our legal basis is our legitimate interest in running and improving the service.
- If you choose to send a document by WhatsApp, email or Share, it goes through the app or service you pick.
- Our sign-up list (section 3a) is held for us by a service provider under contract, who only stores it for us.
The app loads no adverts, trackers or fonts from other companies. The only outside script is Cloudflare Web Analytics, described above.
7. Your clients' information
If you use the app to keep details about your own clients, tenants or customers, you are responsible for that information under UK data protection law (you are the "controller"). For example, you may need to register with the Information Commissioner's Office and tell your clients how you use their details. The app is built to help: it keeps each account's records apart, it warns you not to record things such as bank details or National Insurance numbers, and it lets you export and delete records.
8. Keeping it safe
- Sign-in is handled by Microsoft or Google; the app never sees your account password.
- The app locks with your app password after a period of inactivity and signs out automatically after longer.
- Backups are protected with a password you choose.
- Please use a device with a screen lock and disk encryption, and do not use the app on shared computers. Turn on two-step verification for your Microsoft or Google account.
9. How long it is kept, and deleting it
- Your records stay in your OneDrive or Google Drive until you delete them, in the app or by deleting the folder.
- Logging out removes the copy from that device.
- Your account details in our sign-up list are deleted 12 months after you last use the app, or sooner if you email .
- To stop the app's access, remove it from your account: Microsoft app permissions or Google third-party connections. Your files stay in your account until you delete them.
10. Your rights
Because your records are in your own account, you can see, correct, download and delete them at any time yourself. We do not hold a copy, so we cannot share, change or delete it for you. For the account details in our sign-up list (section 3a), you can ask us for a copy, or ask us to correct or delete them, by emailing . If you have a question or concern, email . You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint.
11. Children
The app is for businesses and self-employed people. It is not intended for anyone under 18.
12. Changes to this policy
If this policy changes, the new version will be published on this page with a new date at the top.