Your data, safety is our priority.

You’re trusting us with key business information and data – here’s exactly how we look after your details.

Read our security notes
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Key features...

Passcode on new devices

A passcode is sent to you when you sign in from a new device, or after a spell away

Held in the UK

Your records are held in UK data centres, not scattered around the world

Receipts kept private

Receipt images open through short-lived private links, never public web addresses

You lock your own years

Lock a financial year yourself once it is finished, so nothing can be changed by accident

How your account is protected...

When You Sign In

Signing in needs your password, and on a new device or after a period away, a passcode sent to your phone or email too.

A stolen password on its own is not enough to reach your accounts.

While You Work

Your figures, receipts and documents are held in UK data centres.

Receipt images are not sitting on public web addresses – each one opens through a short-lived private link, generated only at the moment you ask to see it.

If Anything Looks Wrong

Every change to your records is written to an activity log, and you can lock a financial year once it is done.

If something ever does look wrong, there is a trail showing what changed and when.

Why this matters for your records

HMRC expects you to be able to produce your records if it asks – not just the totals, but the evidence behind them. That is straightforward while everything sits in one place, and considerably harder when it is spread across a phone, a drawer and a spreadsheet somebody set up three years ago.

Keeping your records in Pulse means the evidence stays with the figures. Receipts are attached to the expenses they belong to, mileage carries the date and the journey, and your franchise figures are matched to the groups they came from.

The security around all of it exists so that stays true. Locked years cannot be quietly edited, every change is recorded, and the receipts behind your figures are stored where only you can reach them.

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Frequently asked questions

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Where is my data stored?

In UK data centres.

Your figures, your receipts and your uploaded documents all stay in the UK.

We utilise a number of third party providers to run our services, but all datacentres are UK based for accounting purposes.

What happens when I sign in on a new device?

You will be asked for a passcode as well as your password, sent to your mobile or your email.

It is only needed on a new device or after a spell away, so it does not get in your way day to day.

This may also be a one-time passcode sent to your email address.

Can anyone else see my figures?

Only our support team can see your account when they are assisting you with any queries.

Nobody outside MalgraBooks has access to them.

What stops my figures being changed by mistake?

Lock the year. Once a financial year is finished you can lock it yourself, and locked years cannot be edited.

Everything before that point is recorded in your activity log, so nothing changes silently.

How long do you keep my records?

For as long as the ICO, UK GDPR and HMRC record-keeping requirements call for.

In practice that means your figures stay available to you well beyond the year they relate to, which matters if HMRC ever asks you to produce them.

Do you sell my data?

No. We do not sell your data and we do not share it with anyone for marketing.

Your figures go to HMRC when you submit them, and nowhere else.

What if I lose my phone?

Your passcode can be sent to your email instead, so a lost phone does not lock you out of your own accounts. If you think the device itself may be compromised, contact us and we will help you secure things.

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