Terms of Service
Last updated: November 1, 2026
1. Acceptance of these Terms
LicenseLedger ("the Service") is provided by LicenseLedger OÜ, a private limited company registered in Estonia (registry code 17631807) ("we", "us"). By creating an account or using the Service, you agree to these Terms of Service, which form an agreement between you and LicenseLedger OÜ. If you don't agree, don't use the Service.
2. What the Service does
LicenseLedger lets you record expiration dates for licenses, insurance policies, permits, and certifications, and sends email reminders before those dates arrive. It is a reminder and record-keeping tool. It is not a substitute for your own compliance, legal, or regulatory obligations, and it does not guarantee that any license, policy, or certification will be renewed on time.
3. Your account
You're responsible for the accuracy of the information you enter, for keeping your login credentials secure, and for all activity under your account. Tell us right away if you suspect unauthorized access.
4. Free plan, subscription, cancellation, and refunds
New accounts start on the free plan: new records can be added only while the account holds fewer than 3, and it sends only one reminder email 30 days before each record expires (for records that keep their 30-day reminder). The full reminder schedule and the other paid features need an active paid subscription at the price shown at checkout. Accounts created before November 1, 2026 keep the free trial they started with; when a trial or a paid plan ends, the account moves to the free plan and the records you added stay.
You can cancel anytime from the billing page; cancellation takes effect at the end of the current billing period, and you keep the plan until then. Subscriptions are billed in advance, monthly or yearly, and we don't refund unused time: a yearly plan cancelled partway through runs to the end of the year it was paid for, with no refund for the months left. This doesn't limit any right to a refund that applicable law gives you.
5. Acceptable use
Don't use the Service to store content you don't have the right to store, to attempt to disrupt or reverse-engineer the Service, or to violate applicable law.
6. Your content and documents
You retain ownership of the information and documents you upload. You grant us a limited license to store and display that content back to you as part of providing the Service. We don't claim ownership of your business records.
7. Data processing terms (GDPR)
The records you keep can include personal data about other people, such as your employees' licenses or your subcontractors' insurance certificates. For that data you (the customer) are the controller and we are your processor. These terms are our data processing agreement under Article 28 of the EU General Data Protection Regulation (GDPR) and apply whenever the GDPR or a similar law applies to that data. How we handle the data we control ourselves, such as your account details, is described in our Privacy Policy.
- What we process: the names, license, policy and certificate numbers, issuers, dates, notes, documents, and email addresses you enter or upload, about you, your team, your subcontractors, and anyone else whose records you keep, for as long as you use the Service, and only to store them, show them to your workspace, and send the reminders and exports you ask for.
- Your instructions: we process that data only on your documented instructions, which are these Terms and your use of the Service, unless the law requires otherwise (in which case we'll tell you first where the law allows). If we think an instruction breaks data protection law, we'll tell you.
- Confidentiality: everyone at LicenseLedger OÜ who can access it is bound by confidentiality, and accesses it only as section 6 of our Privacy Policy describes.
- Security: we keep appropriate technical and organizational measures in place, including encrypted connections, access checked against your workspace on every request, documents shared only through short-lived links, and nightly backups.
- Sub-processors: you authorize the sub-processors listed in section 4 of our Privacy Policy. Each is bound by data protection terms that give the data the same protection as these. We'll email the workspace owner at least 14 days before adding or replacing one; if you object, you can close your account before the change.
- Transfers outside the EEA: made only under the EU-US Data Privacy Framework or the European Commission's Standard Contractual Clauses, as section 11 of our Privacy Policy describes.
- Helping you: you can view, correct, export (as CSV) and delete the records yourself at any time. We'll help you answer requests from the people the data is about, and with security, breach and impact-assessment duties, taking into account what we know about the processing. We'll tell you without undue delay after becoming aware of a personal data breach affecting it.
- When you leave: export your records before deleting your account; deleting the workspace owner's account deletes the workspace's records and documents, and copies in our backups are deleted within 30 days, unless the law requires us to keep them.
- Audits: we'll give you the information you reasonably need to show these terms are met and answer your questions about them in writing. If that isn't enough, we'll allow and contribute to an audit by you or an auditor you appoint, with reasonable notice and at your cost, bound by confidentiality.
8. Disclaimer of warranties
The Service is provided "as is." We don't guarantee that reminder emails will always be delivered (email providers occasionally mark messages as spam, filter them, or fail to deliver them), and we're not liable for a lapsed license, policy, or certification, or for any resulting fines, penalties, or business losses. You remain solely responsible for tracking and renewing your own licenses, insurance, and certifications on time.
9. Limitation of liability
To the maximum extent permitted by law, our total liability for any claim relating to the Service is limited to the amount you paid us in the twelve months before the claim arose.
10. Termination
You can stop using the Service and delete your account at any time from Settings. We may suspend or terminate accounts that violate these Terms.
11. Changes to these Terms
We may update these Terms from time to time. Continued use of the Service after a change means you accept the updated Terms.
12. Governing law
These Terms are governed by the laws of Estonia, without regard to conflict-of-law principles.
13. Contact
LicenseLedger OÜ. Questions about these Terms? Email support@licenseledger.app.