Privacy notice
Version: 15 October 2026
Who we are
SustainLedger is a trading name of Donald Simpson, a sole trader based in Scotland, who decides how the personal data described here is used. Contact: support@sustainledger.co.uk. Our address is on our Legal information page.
The short version
- The payment practices tool processes your file in your web browser, on your own computer. We never receive your file or the figures worked out from it.
- When you buy a licence, we keep the customer's name, the licensed company, your email address, the billing address you give Stripe, and a record of the purchase.
- We don't use advertising cookies or pop-ups. Our visitor statistics are cookie-free, and you can opt out below.
What we collect, why, and how long we keep it
| What | Why | Our lawful basis | How long |
|---|---|---|---|
| Buyer's name and email, customer name, licensed company, billing address, the terms version accepted and when, licence dates, payment references (when you buy) | To provide and send your licence, issue invoices and receipts, and keep business records | If you're buying for an organisation: our legitimate interest in providing the licence it bought. If you're a sole trader: our contract with you. Tax records: legal obligation | As long as tax law requires us to keep business records (about 6 years) |
| Your licence key when the tool checks it, and a scrambled form of your IP address | To check licences and prevent misuse | Legitimate interests (running and protecting the service) | Scrambled IP address: 10 minutes |
| Short-lived checkout and payment-confirmation records | To complete your purchase reliably | As for purchases | 24 hours to 35 days |
| Emails you send us | To reply to you | Legitimate interests | Up to 2 years after the conversation, or with the purchase records if it's about a purchase |
| Visitor statistics: pages viewed, approximate location, device type, using our own Matomo server, without cookies and with IP addresses shortened. Not collected on the tool, checkout or payment pages | To see how the website is used | Legitimate interests | Up to 25 months |
| Web server logs: IP address, pages requested, browser type | Security and fixing faults | Legitimate interests | About 6 weeks |
| Backups of the above | To recover from faults | Legitimate interests | 30 days |
To buy, we need the customer and licensed company names, your email address and your billing address; without them we can't sell or send a licence. Stripe collects your card details: we never receive your full card number or security code, but Stripe tells us limited payment details, such as the payment status and billing address, to confirm the purchase. We don't make automated decisions about you, and we don't sell personal data.
Who we share data with
- Stripe (payments, receipts, invoices). Stripe may process data in the United States, under the UK–US data bridge or the UK International Data Transfer Addendum. Details are in Stripe's privacy policy, or ask us.
- IONOS (our email provider), which processes email in the UK and the European Economic Area.
- OVH (our hosting provider), whose server is in the UK.
- Google Fonts: our pages load fonts from Google, so your browser sends Google your IP address; Google may process it in the United States under the UK–US data bridge.
- Advisers, HMRC or others where the law requires it.
Stored on your own device
- The tool remembers your column choices and settings in your browser so you don't have to set them again. Use "Forget saved settings" in the tool to remove them.
- If you tick "Remember my licence on this computer", the tool also keeps your licence key there; "Forget licence" removes it.
- The checkout and payment pages use a session cookie needed for security, deleted when you close your browser.
Opting out of visitor statistics
Untick this to stop our visitor statistics recording your visits on this browser. Your choice is saved in this browser only.
Your rights
You can ask for a copy of your personal data, and ask us to correct it, delete it, or restrict or object to how we use it; where we use it under a contract with you, you can also ask for it in a portable format. Some of these rights have limits; for example, we must keep tax records. Email support@sustainledger.co.uk and we'll reply within one month. If you're unhappy, please tell us first; you can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
The Carbon Reduction Plan service
This service is paused while we build a new version. We aren't accepting files, and we don't hold any customer files from it.
Changes
We'll update this notice when how we handle data changes, and show the version date at the top.