Privacy Policy

FoundersLedger is a product of A Allen Ventures Ltd, a company registered in England and Wales ("FoundersLedger", "we", "us"). This policy explains what personal data we collect through foundersledger.co.uk and the FoundersLedger application, why we collect it, and the rights you have over it under UK data protection law (UK GDPR and the Data Protection Act 2018).

FoundersLedger helps company directors keep statutory registers, bookkeeping and director's loan account records. Doing that necessarily involves processing personal data about directors, shareholders and persons with significant control (PSCs) — much of which you enter yourself about your own company. We take that responsibility seriously.

1. What we collect

• Account data — name and email address, collected via our authentication provider (Clerk) when you sign up or sign in.
• Company record data — information you enter about your company and the people connected to it: officers, shareholders and PSCs (which can include name, date of birth, nationality and address), plus transactions, journal entries, dividends, expenses, income and inventory records.
• Uploaded files — receipts, invoices and compliance documents (e.g. an ICO registration certificate) you choose to upload, stored via Cloudflare R2.
• Billing data — if you subscribe to a paid plan, our payment processor (Stripe) collects and stores your payment details. We never see or store your card number ourselves — we only hold a reference to your Stripe customer and subscription record.
• Usage and log data — standard technical logs (IP address, browser type, timestamps, error logs) generated by using the application, used for security and troubleshooting.

2. Why we process it, and our legal basis

• To provide the service (contract) — running your ledger, statutory registers and reports is the entire point of the product.
• To bill you (contract) — processing subscription payments via Stripe.
• To keep the service secure and working (legitimate interest) — logging, fraud prevention, debugging.
• To meet legal obligations (legal obligation) — for example, retaining certain records where the law requires it.

3. Who we share data with

We don't sell your data. We share it only with the sub-processors that run the service, each acting under their own data processing terms:

• Clerk — authentication and session management.
• Stripe — payment processing and subscription billing.
• Cloudflare — file storage (R2) for uploaded documents.
• Our infrastructure hosting provider, to run the application itself.

If you invite an accountant, bookkeeper or team member into your company on FoundersLedger, they will be able to see the data your chosen role permissions allow — that sharing is controlled by you, not by us.

Some of these providers are based outside the UK/EEA (e.g. the United States). Where that's the case, we rely on their Standard Contractual Clauses or an equivalent adequacy mechanism to keep your data protected.

4. How long we keep it

We keep your account and company data for as long as your account is active. If you close your account, we retain it for a limited period afterwards in case you wish to reactivate, and to meet any legal retention obligations, after which it is deleted or anonymised. Note: this is separate from your own statutory obligation as a company to retain certain accounting records (typically at least 6 years under UK company law) — we'd recommend exporting your records before closing your account.

5. Your rights

Under UK GDPR, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased, subject to our legal retention obligations;
• restrict or object to certain processing;
• receive your data in a portable format; and
• complain to the Information Commissioner's Office (ICO)if you think we've got something wrong.

To exercise any of these, email us at[email protected].

6. Cookies

The application uses only the essential cookies needed to keep you signed in (set by our authentication provider, Clerk). We don't use advertising or third-party tracking cookies on the marketing site or in the app.

7. Children

FoundersLedger is a business tool intended for company directors and their advisers. It is not directed at, and we do not knowingly collect data from, children.

8. Changes to this policy

We'll update this page if how we handle data changes, and update the "last updated" date above. For material changes, we'll let existing customers know directly.

9. Contact

Questions about this policy or your data: [email protected].