SubbieRecord

SubbieRecord Privacy Policy

Last updated: 3 October 2026

SubbieRecord is published and operated by PocketForge Studio.

SubbieRecord is an independent record-keeping app and is not affiliated with or endorsed by HM Revenue & Customs (HMRC) or the UK Government.

This Privacy Policy explains how information is handled when you use the SubbieRecord Android application.

SubbieRecord is designed primarily as an offline application for recording and managing subcontractor payment information, including records relating to the Construction Industry Scheme (CIS).

For privacy or support enquiries, use the Support link on this page to contact PocketForge Studio.

1. Information stored in SubbieRecord

SubbieRecord allows you to enter and store information including:

  • your name and optional business or trading name;
  • Unique Taxpayer Reference (UTR);
  • National Insurance number;
  • email address and phone number;
  • contractor names;
  • payment dates;
  • labour and CIS-liable amounts;
  • qualifying CIS costs;
  • CIS deduction rates and amounts;
  • VAT and Domestic Reverse Charge information;
  • expected and actual payment amounts;
  • opening balances; and
  • tax-year and reporting information.

This information is entered by you and stored locally on your device.

2. Information SubbieRecord collects from your device

SubbieRecord does not currently send your normal app records or personal details to PocketForge Studio or any SubbieRecord-operated online service.

The app does not currently use:

  • user accounts or online sign-in;
  • advertising;
  • advertising identifiers;
  • analytics or behavioural tracking;
  • location tracking;
  • contacts;
  • camera or microphone access; or
  • third-party tracking services.

SubbieRecord does not require internet access for normal record-keeping functions. Internet access is required for certain features such as loading, purchasing, restoring or verifying SubbieRecord Premium subscriptions through Google Play, opening web links, or contacting support.

3. Local storage

Your SubbieRecord records are stored within the app's private storage on your Android device.

This includes payment records, contractor information and information entered under My Details.

Your information remains on your device unless you choose to export it, create a SubbieRecord backup, share a report, or otherwise transfer it yourself.

Automatic Android backup and device-transfer backup of SubbieRecord's private app data are disabled.

4. SubbieRecord backups

SubbieRecord includes a manual Backup & Restore feature.

When you create a backup, the backup may contain information including your:

  • payments;
  • contractors;
  • opening balances;
  • VAT and CIS information; and
  • My Details information, where saved.

You choose where the backup file is stored.

SubbieRecord does not automatically upload these backup files to PocketForge Studio.

If you choose to store a SubbieRecord backup in a third-party cloud storage service, email service or other external location, that service's own privacy and security practices will apply.

You are responsible for keeping exported and backup files secure.

5. Reports and exports

SubbieRecord can create reports and exports, including PDF and CSV files.

These files may contain personal, financial and contractor information.

The files are created at your request and saved or shared using locations or services that you choose.

SubbieRecord does not automatically send copies of these reports to PocketForge Studio.

6. Google Play Billing and SubbieRecord Premium

SubbieRecord Premium subscriptions are purchased and managed through Google Play.

Google processes the payment transaction and payment method information under Google's own terms and privacy practices. PocketForge Studio does not receive your payment card details.

SubbieRecord receives information from Google Play that is necessary to determine whether a Premium subscription is active, such as the subscription product, purchase status and purchase entitlement information.

PocketForge Studio may also have access through Google Play Console to transaction information associated with SubbieRecord purchases, such as order identifiers, subscription product or plan, transaction status, price, currency and other account or purchase information that Google makes available for order management, refunds, reporting and accounting.

This information is used only to provide and manage SubbieRecord Premium, handle purchase or refund enquiries, prevent or investigate billing problems, and meet accounting or legal obligations.

7. Support communications

If you contact PocketForge Studio using the Support link, we may receive information that you voluntarily provide, such as:

  • your email address;
  • your name;
  • information contained in your message;
  • screenshots; or
  • diagnostic or other information you choose to send.

We use this information only as reasonably necessary to respond to your enquiry, provide support, investigate problems and maintain appropriate support records.

You should avoid sending UTRs, National Insurance numbers or unnecessary financial information in support emails.

Support email may be processed by the email and forwarding services used by PocketForge Studio, including Fasthosts and Google.

These providers may process information using infrastructure outside the United Kingdom, subject to their own privacy practices and applicable data-transfer safeguards.

8. How we use personal information

Information entered directly into SubbieRecord is processed locally so the app can provide functions requested by you, including calculations, record keeping, reports, exports and backups.

PocketForge Studio does not use your locally stored SubbieRecord records for advertising, marketing or profiling.

Where PocketForge Studio receives personal information outside the locally stored SubbieRecord records, we use it only where reasonably necessary to:

  • provide support and respond to enquiries;
  • provide and manage SubbieRecord Premium;
  • operate and improve SubbieRecord;
  • investigate billing, technical or security problems;
  • protect our legitimate interests in operating the app; and
  • comply with applicable legal, tax or accounting obligations.

9. Lawful basis for processing

Where PocketForge Studio processes personal information outside the locally stored SubbieRecord records, we rely on one or more of the following lawful bases as appropriate:

  • Performance of a contract — where processing is necessary to provide or manage SubbieRecord Premium or another service you have requested.
  • Legitimate interests — where necessary to provide support, operate and improve SubbieRecord, investigate problems and protect the service, provided those interests are not overridden by your rights.
  • Legal obligation — where information must be retained, processed or disclosed to meet applicable legal, tax or accounting requirements.

10. Sharing of information

PocketForge Studio does not sell or rent your personal information.

Because SubbieRecord's normal app data remains locally on your device, PocketForge Studio does not ordinarily have access to that information.

Information may be disclosed where:

  • you deliberately share or export it yourself;
  • Google or other service providers process information to provide billing, support communications or related services;
  • disclosure is necessary to comply with a legal obligation; or
  • disclosure is necessary to establish, exercise or defend legal rights.

11. Data retention

Information stored within SubbieRecord remains on your device until you edit or delete it, clear the app's data, uninstall the app, restore different data, or otherwise remove it.

Backup and exported files remain wherever you chose to save them until you delete them.

Support correspondence is retained only for as long as reasonably necessary to deal with an enquiry, maintain appropriate support records, resolve disputes, or meet applicable legal requirements.

Google Play transaction and subscription records made available to PocketForge Studio may be retained for as long as reasonably necessary for subscription administration, refunds, accounting, tax, dispute resolution or other legal requirements.

12. Security

SubbieRecord is designed to minimise unnecessary transfer of personal information.

App records are stored in Android's private application storage, and automatic Android backup of SubbieRecord's private data is disabled.

No method of electronic storage can guarantee absolute security.

You should protect your Android device using appropriate security measures such as:

  • a PIN or password;
  • biometric security where available; and
  • current Android security updates.

You should also keep SubbieRecord backup, PDF and CSV files secure because these files may contain financial or identifying information.

13. Your choices and rights

Because SubbieRecord stores its normal records locally, you have direct control over much of your information through the app and your device.

You can edit or delete payment and contractor records and can clear SubbieRecord's data or uninstall the application.

If you contact PocketForge Studio or we otherwise hold personal information about you outside the app, such as support or subscription-administration records, UK data-protection law may give you rights including:

  • access to your personal information;
  • correction of inaccurate information;
  • erasure in certain circumstances;
  • restriction of processing; and
  • objection to certain processing.

To make a privacy request, use the Support link on this page.

PocketForge Studio cannot remotely view, change or delete SubbieRecord records stored only on your device because we do not possess those records.

14. Automated decision-making

SubbieRecord performs calculations based on information and rates selected or entered by you.

These calculations are tools to help you manage your records.

SubbieRecord does not perform profiling or make automated decisions about you that have legal or similarly significant effects.

15. Children

SubbieRecord is intended for people using or managing subcontractor payment records and is not designed for children.

PocketForge Studio does not knowingly collect personal information from children through the app.

16. HMRC, government affiliation and professional advice

SubbieRecord is an independent record-keeping and calculation tool published by PocketForge Studio.

SubbieRecord is not operated by, endorsed by, affiliated with or connected to HM Revenue & Customs (HMRC) or the UK Government.

References to the Construction Industry Scheme and HMRC are provided only to describe the records and calculations the app helps users manage.

Information and calculations provided by SubbieRecord are intended to assist with record keeping and should not be treated as tax, accounting or legal advice.

Users remain responsible for checking their records and obligations and should obtain professional advice where appropriate.

17. Changes to this Privacy Policy

PocketForge Studio may update this Privacy Policy if SubbieRecord's features, data practices or applicable legal requirements change.

Any updated version will show a revised Last updated date.

If SubbieRecord later introduces features such as online accounts, cloud synchronisation, analytics or other services that materially change how personal information is handled, this Privacy Policy will be updated accordingly.

18. Complaints

If you have concerns about how PocketForge Studio handles personal information, please use the Support link on this page.

You also have the right to complain to the UK Information Commissioner's Office (ICO) if you believe your data-protection rights have been infringed.