Privacy Policy

Who we are

LevyBoard is operated by Crocker Digital Ltd, Company No. 17008789, registered in England & Wales.

Which hat we are wearing depends on whose data it is, and the difference is not cosmetic. For your own account and billing data, we are the controller, and this policy covers it. For your leaseholders' data — their names, addresses, apportionments, demands and balances — your company is the controller and we are only your processor. We hold it on your instructions and for no other purpose, and that relationship is governed by the Data Processing Agreement, not by this policy. If a leaseholder asks us for their data, we will point them to your company.

What data we collect

• Account details — your name and email address when you create an account.
• Your block's records — the development, flats, leaseholder names and correspondence addresses, lease percentages, budgets, demands, payments and consultations you enter. These are yours; we process them to run the service for you.
• Billing details — handled entirely by Stripe. We never see or store your card number.
• Analytics data — we use GoatCounter, a privacy-focused analytics service that does not collect personal data and does not use cookies.

Why we collect it

• Your account: to sign you in, run the service, and contact you about it.
• Your block's records: to produce the demands, notices, statements and exports you ask for.
• Analytics: to understand how visitors use the site and improve the experience. GoatCounter collects aggregate page view data only.

How we store it

Your records are held in a UK-region Supabase database with row-level isolation, so one block's data is unreachable from another account. You can export everything at any time and delete your account from your settings. ⚠️ Demands, Section 20 notices and section 48 notices already issued are retained rather than deleted: they carry the leaseholder's name and address, where you have recorded them, because each is addressed to the leaseholder concerned — and they are the evidence of what you sent. (Section 47 of the Landlord and Tenant Act 1987 governs what must appear on a demand about the landlord — the landlord's name and address and, where that address is outside England and Wales, an England-and-Wales address for service; section 48 separately requires the landlord to give each leaseholder, by notice, an England-and-Wales address for service. Neither imposes any requirement about the leaseholder's details.) We keep the issued document on the basis of our legitimate interests in establishing and defending legal claims, Article 6(1)(f) UK GDPR, not on the basis of those sections. They are anonymised seven years after issue. Every other retention period, and the mechanism that actually enforces each one, is set out at /legal/retention-and-deletion/.

Issued documents and the audit log are append-only, enforced by database privileges rather than by our own restraint — we cannot alter or remove a row in either, and neither can anyone holding our administrative credentials. That is deliberate: an evidence chain the vendor can quietly edit is not evidence.

Who we share it with

We do not sell your data, and we do not share it for anyone else's marketing. We do rely on a small number of service providers to run LevyBoard at all, and each is contracted as a processor, handles only what its job requires, and is named in full — with its legal entity, region and transfer mechanism — at /legal/subprocessors/. In short: Supabase (the UK-region database, sign-in, and the stored demand files), Stripe (payments — your card details go to Stripe and never reach us), Resend (the product's own email), Microsoft 365 (the support mailbox), Sentry (error monitoring — before an error report is sent, our code removes the values of a fixed list of fields that hold personal data, such as leaseholder names, correspondence addresses and email addresses, and keeps no details of the signed-in user except an internal ID, but it does not search free text such as the wording of an error message, so a name or email address written into an error message could still be sent; Sentry removes IP addresses and location data on receipt and does not store them), Upstash (rate limiting — your organisation's internal account ID and a request counter, no records) and Netlify (hosting and DNS).

We give at least 30 days' notice before adding or replacing one. GoatCounter, the site analytics, is deliberately not in that list: it sets no cookies and collects no personal data, so there is nothing about you for it to hold.

We do not use any advertising, retargeting, data-enrichment or AI provider. Nothing in your account is sent to a model or used as training data.

If you joined the waiting list

Before LevyBoard launched, the site offered a waiting list, and the promise made at the time was that an address would be held “until the product launches or until you request deletion”. LevyBoard has now launched, so that period has ended. Waiting-list addresses are used once, to say that it is ready, and are then deleted. You do not need to ask, and if you would rather not receive even that one message, email privacy@levyboard.co.uk and the address goes straight away.

Your rights (GDPR)

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request rectification of inaccurate data
• Request erasure of your data
• Request data portability
• Object to processing of your data

To exercise any of these rights over data we control, email privacy@levyboard.co.uk. You can also export everything and delete your account yourself from your settings at any time.

If your request is about a leaseholder's data, the controller is the management company that holds the LevyBoard account, and the request goes to them rather than to us. You also have the right to complain to the Information Commissioner's Office.

Contact

For any questions about this privacy policy or your data: privacy@levyboard.co.uk. Security issues: security@levyboard.co.uk.