Privacy notice

Last updated [date you publish this]

Who we are

Ryan Ledger Solutions is the trading name of Torin Ryan, a sole trader based in Hertfordshire, United Kingdom. We build and run finance process automations for small businesses that use accounting software such as Xero and Sage. We are registered with the Information Commissioner's Office (ICO) under registration number [number].

If you have any questions about this notice or how we use your information, contact Torin Ryan at torin@ryanls.co.uk.

The two ways we handle personal information

Information about you as a prospect, client or website visitor. Here we decide how and why the information is used, so we are the controller, and this notice explains what we do.
Information about our clients' customers and suppliers. When a client asks us to chase their unpaid invoices or raise their invoices, we handle the names and contact details of the client's customers and suppliers on the client's behalf and under the client's instructions. Here the client is the controller and we are the processor. If you have received a message from us in the name of one of our clients, or want to exercise your rights in relation to that information, the client is the right organisation to contact and their own privacy notice applies. We will pass any request we receive to the client promptly.

Information we collect about prospects, clients and visitors

What	Where it comes from	Why we use it	Lawful basis
Your name, business name, email address, phone number and message	Our website contact form, email, phone, or a referral	To reply to your enquiry and talk about whether we can help	Legitimate interests (responding to enquiries)
Contact details, business details, information about your systems, and correspondence	You, during our work together	To provide the services, manage the relationship and keep records	Performance of a contract
Invoices, payment records and account history	Generated by us	To bill you, keep accounts and meet tax obligations	Legal obligation; performance of a contract
Notes from conversations with people we meet or who are introduced to us	You, or the person who introduced you	To follow up where you have shown interest in our services	Legitimate interests (business development). You can object at any time
Basic technical information from our website (IP address, browser type, pages visited)	Your browser, via our hosting provider's logs	To keep the website secure and working	Legitimate interests (security)

We do not buy marketing lists, and we do not send marketing emails to people who have not asked for them. If you are an existing client or have enquired about our services, we may occasionally email you about our services; you can tell us to stop at any time by replying to any email.

Who we share information with

We use a small number of service providers to run our business. They handle your information only on our instructions and under contracts that require them to protect it:

Google (Google Workspace) for our email, documents and storage
Xero, for our own invoicing and accounts
Netlify, which hosts this website and receives what you type into the contact form
n8n, the automation software that runs our clients' workflows. We host this ourselves in the United Kingdom rather than using a shared service
Our accountant and, where necessary, our insurers or legal advisers

We do not use artificial intelligence tools to process your information or our clients' information. We may also share information where the law requires it, for example with HMRC. We never sell personal information.

Where information is stored

Our automation platform runs in the United Kingdom. Our email and documents are held with Google, and our website with Netlify, both of which process information in the European Union and the United States. Where information reaches the United States we rely on the UK Extension to the EU US Data Privacy Framework or on the ICO's International Data Transfer Addendum, which form part of those providers' data processing terms, so that your information is protected to UK standards.

How long we keep information

Information	How long
Enquiries that do not lead to work	12 months from our last contact, then deleted
Client contracts, correspondence and project records	6 years after the end of the contract, in case of a legal claim
Invoices and accounting records	6 years after the end of the tax year, as required by HMRC
Website server logs	Around 30 days, controlled by our hosting provider

Your rights

Under UK data protection law you have the right to ask us for a copy of the information we hold about you, to have inaccurate information corrected, to have information deleted where there is no good reason for us to keep it, to object to or restrict our use of it, to receive information you gave us in a portable format, and to withdraw consent where we rely on it. To exercise any of these rights, email torin@ryanls.co.uk. We will respond within one month and there is normally no charge.

If you are unhappy with how we have handled your information, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Security

We protect information with encrypted devices, multi factor authentication on every account, access to client systems through named accounts with the minimum permissions needed, and encrypted connections to the systems we work with. We never ask clients to share their passwords.

Cookies

This website uses only the cookies that are strictly necessary for it to work. We do not use analytics or advertising cookies. If this changes we will update this notice and ask for your consent where the law requires it.

Changes to this notice

We will update this notice when our practices change and will show the date of the latest version at the top.