Legal
Privacy Policy
This policy explains how LicenceGuard collects and uses personal data when you visit licenceguard.co.uk, contact us, or use the LicenceGuard application at app.licenceguard.co.uk.
Contents
Who we are
LicenceGuard is a trading name and product of That One Studio Ltd, a private limited company registered in England and Wales (company number 17169958). Registered office: 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London W1T 6EB.
In this policy, “LicenceGuard”, “we”, “us” and “our” mean That One Studio Ltd. You can contact us about privacy at [email protected].
Our two roles
As a controller. We decide how and why we use personal data about website visitors, people who contact us, and the people who sign up for and manage LicenceGuard accounts (including billing contacts).
As a processor. When an organisation uses LicenceGuard to manage its workforce, the personal data it adds about employees, workers, candidates and contractors belongs to that organisation, which is the controller. We process that data only on its instructions, under our data processing terms. If your employer uses LicenceGuard and you have a question about your data, please contact your employer first.
Personal data we collect
- Enquiries: your name, email address, organisation, phone number, and anything you tell us through our contact or demo forms, by email or by WhatsApp.
- Account data: your name, work email, organisation details (including a Companies House number if you give one), and the settings you choose. We may check organisation details against the Companies House public register.
- Security and usage data: sign-in records, IP address, browser details and an audit log of activity in the application, used to keep accounts secure.
- Billing data: subscription status and invoice history. Card payments are handled by our payment provider, Stripe; we do not see or store full card numbers.
- Website technical data: standard server and security logs, such as IP address and browser type, kept by our hosting and network providers.
We do not use advertising trackers or analytics cookies on this website. Our network provider, Cloudflare, measures page performance using Cloudflare Web Analytics, which does not use cookies or track you across other websites. See our cookie policy.
How we use it, and our lawful bases
- To respond to enquiries and demo requests – our legitimate interests in replying to people who contact us, or steps you ask us to take before entering into a contract.
- To provide LicenceGuard, including your account, support and service emails – performance of our contract with your organisation.
- To bill for subscriptions and keep financial records – performance of contract and compliance with legal obligations.
- To keep the service secure and prevent misuse or fraud – our legitimate interests and legal obligations.
- To improve the service using feedback and support conversations – our legitimate interests.
We do not currently send marketing emails. If we start, we will only do so where the law allows and you can opt out at any time.
Who we share it with
We use trusted service providers to run LicenceGuard. They may only use personal data to provide their services to us.
- Amazon Web Services – application hosting, encrypted document storage and transactional email, in the AWS London (UK) region.
- Stripe – subscription payments and card handling. Stripe also uses payment information for its own fraud prevention as a separate controller; see Stripe’s privacy notice.
- Cloudflare – domain name services, network security and performance.
- Hostinger – hosting for this marketing website and its forms.
- Zoho – our business email, where enquiries and support conversations are received.
We may also share personal data with professional advisers, or where we are required to by law. We do not sell personal data.
International transfers
Some of our providers, or their support teams, operate outside the UK. Where personal data is transferred outside the UK, we rely on UK adequacy regulations or appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
- Enquiries are kept for as long as needed to deal with them and any follow-up, and for no more than 24 months unless they become part of a customer relationship.
- Account and organisation data is kept while the subscription is active. If a subscription ends or expires, the organisation’s data is kept for six months and then anonymised by a scheduled process.
- Billing and financial records are kept for six years to meet UK accounting and tax requirements.
- Security logs are kept for a limited period for security and audit purposes.
Your rights
Under UK data protection law you have the right to access your personal data, to have it corrected or erased, to restrict or object to its use, and to data portability. Where we rely on consent, you can withdraw it at any time.
To exercise your rights, email [email protected]. If your request is about data your employer holds in LicenceGuard, we will pass it to them and help them respond.
You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.
Security
We protect personal data with server-side permission checks, organisation data isolation, encrypted document storage, hashed passwords and audit logging. Read more on our security page.
Children
LicenceGuard is a business service and is not directed at children.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. Significant changes will be communicated to account holders.