Privacy Policy

1. What this policy covers

This policy explains how we handle personal data when you use the MileageSheet service or this website, and how to exercise your rights. It is written in plain language for the operator of mileagesheet.co.uk. It is not a substitute for legal advice.

2. Data we may process

Depending on how you use MileageSheet, we may process: account and contact details; organisation and role information; mileage, subsistence, and expense claim content you or your organisation enter; support correspondence; and technical logs needed to operate and secure the service and site (for example IP address, browser type, and approximate timestamps).

3. Why we process it

We process personal data to provide and improve the service, authenticate users, support customers, secure systems, meet legal obligations, and respond to enquiries. Where UK GDPR and the Data Protection Act 2018applies, we rely on appropriate bases such as contract performance, legitimate interests (balanced against your rights), consent where required, and legal obligation.

4. Where data is stored

Product data is stored on Amazon Web Services (AWS) and hosted in Dublin, Ireland. Other processors (for example email or support tools) may process data on our instructions. We will keep a current processor list available on request via the privacy contact below.

We are based in Ireland and host product data in Dublin. Personal data of UK users is therefore transferred from the UK to Ireland, which is covered by UK adequacy regulations for the European Economic Area. If that changes, we will put an appropriate safeguard in place and update this policy.

Because we do not have an establishment in the UK, UK GDPR may require us to appoint a UK representative. [UK representative name and contact details — to be added if required.]

5. Sharing

We do not sell personal data. We share data with processors who help us run the service, with your organisation’s administrators as part of normal product use, and when required by law.

6. Retention

We retain personal data while accounts are active and thereafter as needed for backups, disputes, and legal retention duties. Organisation administrators may control much of the claim content inside the product.

7. Your rights

Subject to UK law, you may have rights to access, rectify, erase, restrict, or port personal data, to object to certain processing, and to withdraw consent where processing is consent-based. You may complain to the UK Information Commissioner’s Office (ICO)(ico.org.uk).

8. Organisation responsibility for claim data

Your organisation decides what claim data is entered, reviewed, and approved. We process that content to operate the service. Accuracy of journeys, rates, and submissions remains your organisation’s responsibility — see also the Terms of Use.

9. Children

MileageSheet is intended for workplace use by adults.

10. Contact

Privacy requests:privacy@mileagesheet.co.uk.
General enquiries:contact@mileagesheet.co.uk.

11. Changes

We may update this policy. Material changes will be indicated by updating the effective date on this page.