Privacy Policy

1. Overview

This policy explains what information LicenseLedger collects, why, and how it's handled. LicenseLedger is provided by LicenseLedger OÜ, a private limited company registered in Estonia (registry code 17631807) ("we", "us"), which is the controller of the personal data described here under the EU General Data Protection Regulation (GDPR). It serves customers worldwide, and this policy applies wherever you are.

The records you keep in LicenseLedger can be about other people, such as a teammate's license or a subcontractor's insurance certificate. For that data your business is the controller and we process it on your behalf, as set out in the data processing terms of our Terms of Service (section 7 below).

2. Information we collect

• Account information: your name, email address, password (stored only as a one-way hash), country and state, and optionally your business name. If you sign in with Google, we receive your name and email address from Google instead of a password.
• Tracked-item data: the license, insurance, permit, and certification records you enter, including any documents you upload, their renewal history, and the reminder settings and address you choose.
• Billing information: your plan, its status, and the billing address you give at checkout. Card details are handled directly by Stripe; we don't see or store them.
• Technical data: the IP address and browser of each signed-in session, sign-in attempts (with the IP address kept only as a hash, to limit password guessing), and a record of which reminder emails were sent for which record.
• Usage data: page views and sign-ups counted by Google Analytics and Google Ads, when they run (see section 4).
• Messages: what you write to us when you email support.

You need an email address and a name to create an account, since we use them to sign you in and send your reminders; everything else you enter is up to you.

3. How we use it, and our legal basis

We don't sell your data, and we don't make decisions about you based solely on automated processing. We use it:

• To provide the Service (your account, your records and documents, renewal reminders, team workspaces, billing, and emails about your account and subscription): because it's necessary to perform our contract with you (GDPR Article 6(1)(b)).
• To keep accounting records of payments and invoices: because the law requires it (Article 6(1)(c)).
• To keep the Service secure and working (limiting sign-in attempts, error monitoring, answering support requests, and the recorded staff access described in section 6): our legitimate interest in running a reliable, secure service (Article 6(1)(f)).
• To send tips and trial notices about getting started and choosing a plan: our legitimate interest in helping you use the Service. Every such email has an unsubscribe link, and unsubscribing never stops your renewal reminders.
• To count visits and sign-ups with Google Analytics and Google Ads: in the EEA, the UK, and Switzerland, only with your consent (Article 6(1)(a)), which you can withdraw at any time under Cookie settings; elsewhere, our legitimate interest in knowing how visitors find us, which you can object to by blocking these cookies in your browser.

4. Third-party services we use

We rely on the following processors to run the Service. Each processes data only on our instructions, under data processing terms with us, and has its own privacy policy:

• OVHcloud: hosting, database, document storage, and backups, on servers in Europe.
• Cloudflare: domain name service and network protection. Every request to the Service passes through Cloudflare, which sees your IP address and the address of the page you ask for.
• Stripe: payment processing and subscription billing.
• Resend: delivery of renewal reminder and account emails.
• Sentry: error monitoring. When something fails, it receives technical details of the error, such as the page and your browser, and may include your IP address. We remove passwords, form contents, and secret links before they're sent.
• Google: sign-in, if you choose "Continue with Google".
• Google Analytics and Google Ads: counting visits and sign-ups, including sign-ups that came from one of our ads. In the EEA, the UK, and Switzerland they each runs only if you allow it in the cookie banner, and you can change your choice under Cookie settings at the bottom of each page. Elsewhere they run by default; you can block them in your browser's cookie or tracking settings.

When you choose a password, we check it against Have I Been Pwned's list of leaked passwords by sending only the first five characters of its hash, which can't identify you or your password.

5. Data storage and security

Your data, including uploaded documents, is stored in a private database and file storage that aren't publicly accessible. Every request is checked against the workspace it belongs to, so one customer's data is never visible to another, and a document can be downloaded only through a short-lived link made for a signed-in member of its workspace. If a breach of personal data puts your rights at risk, we'll notify the supervisory authority within 72 hours of learning of it, and tell you without undue delay if the risk to you is high.

6. Access by our staff

An authorized LicenseLedger administrator can sign in to your account to see it as you do. We do this only to answer a support request or to investigate a problem with your account. Each such session lasts at most 60 minutes and is recorded, with who signed in and when. During it, the administrator can view and edit your records and their documents, and the state, trade and default reminder days set for your ledger, but can't change your billing, password, name, team or reminder address, delete your account, or send emails from it.

7. Records about other people

When you add a teammate's license, a subcontractor's certificate, or anyone else's details, you're responsible for having a lawful reason to keep them and for telling those people where required. We use that data only to provide the Service to you, under the data processing terms in our Terms of Service, and we'll pass on to you any request we receive from those people about it.

8. Data retention

• Your account and records: kept for as long as your account is active. If a workspace's owner deletes their account, the workspace's tracked items, renewal history, and uploaded documents are permanently deleted along with it. If a teammate deletes their account, their login is deleted and the workspace's records stay with the rest of the team.
• Backups: deleted data can remain in our nightly backups for up to 30 days, after which those backups are deleted. We use them only to restore the Service after a failure.
• Payment records: invoices and payment records are kept for 7 years after the year they relate to, as Estonian accounting law requires, even after you delete your account.
• Security records: sign-in attempts are deleted after a day; a session's IP address and browser are kept with that session and deleted with your account. The record of each staff session in your account (section 6) is kept after your account is deleted, so we can account for it later.
• Unsubscribe choices: if you unsubscribe from our tips and notices, we keep your address on our unsubscribe list so we keep honoring it.
• Error reports and analytics: kept by Sentry and Google for their retention periods (at most 90 days for error reports, and 2 months for Google Analytics visit data).
• Support emails: kept for as long as we need them to answer and follow up on your request.

9. Your rights

Under the GDPR you have the right to access the personal data we hold about you and get a copy of it, to have it corrected or deleted, to restrict how we use it, to receive it in a portable format, to object to processing based on our legitimate interests, and to withdraw consent at any time (which doesn't affect processing before you withdrew).

You can view and edit your information at any time from Settings, export your records as a CSV file from your ledger, and delete your account from Settings (as a workspace's owner, together with all of its data). For anything else, email us using the details below; we'll answer within one month.

You can also complain to a data protection supervisory authority. Ours is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee), and in the EEA you can also complain where you live or work.

10. Cookies

We use a strictly necessary cookie to keep you signed in. Google Analytics and Google Ads may also set cookies, to tell visitors apart and to count sign-ups that came from one of our ads (see section 4 for when they run). Your browser also stores a few preferences on your device (light or dark theme, your cookie choice, and the trade page you signed up from); they aren't sent to us. If you follow the free reminder tool's trial link, your browser also keeps the name and date you entered there, so your new ledger can offer them as a record to add: the ledger removes them when it reads them, and ignores them after 7 days. Nothing is saved to your account unless you add it.

11. International data transfers

We're based in Estonia (EU), and our servers and backups are in Europe. Some of the providers in section 4 (Cloudflare, Stripe, Resend, Sentry, and Google) process data in the United States or elsewhere outside the EEA. Those transfers rely on the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the European Commission's Standard Contractual Clauses in the provider's data processing terms.

12. Children's privacy

The Service is intended for business use by adults and is not directed at children.

13. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the date at the top of this page.

14. Contact

LicenseLedger OÜ. Questions about this policy or your data, or a request to exercise your rights? Email support@licenseledger.app.