Privacy policy

1. About this policy

This policy explains how SponsorLedger handles personal data when organisations use the SponsorLedger service, visit this website, or contact us. SponsorLedger is compliance software for UK sponsor-licence administration and is not a substitute for legal advice.

2. Information we process

Depending on how the service is used, we may process account and contact information, organisation and sponsor-licence information, sponsored-worker records, right-to-work and immigration-related dates, compliance actions, absence and contact-change notifications, uploaded evidence, audit records, device and security information, and technical usage data.

Organisations decide what worker and compliance information they place in SponsorLedger. Where an organisation uses SponsorLedger to manage its workforce, that organisation will normally determine the purpose of that processing and SponsorLedger processes the information to provide the service.

3. Why we use information

We use information to provide and secure the service, authenticate users, maintain sponsor-compliance records, calculate and surface deadlines, support evidence and inspection-readiness workflows, send requested service notifications, investigate errors and abuse, maintain auditability, and meet legal or regulatory obligations that apply to the service.

4. Service providers and international processing

We use specialist service providers for functions such as hosting, databases, authentication, storage, monitoring and email or notification delivery. They may process information on our behalf under contractual and security controls. Some processing may take place outside the United Kingdom; where required, appropriate safeguards are used for international transfers.

5. Security and access

SponsorLedger is designed around tenant isolation, restricted runtime access, audit logging and role-based access. No internet service can guarantee absolute security, so organisations remain responsible for appropriate account access, devices and the information they choose to upload.

6. Retention

We retain information for as long as needed to provide the service, preserve agreed audit and compliance records, resolve disputes, enforce agreements and meet applicable legal requirements. Retention may therefore differ by record type and by the organisation using SponsorLedger.

7. Your rights

UK data-protection law may give individuals rights over their personal data, including rights of access, correction, erasure, restriction, objection and data portability, depending on the circumstances. If your information was entered by an employer or sponsoring organisation, requests about that workforce record should normally be made to that organisation first.

8. Cookies and authentication

The service may use cookies or similar technologies that are necessary for authentication, security and core application functionality. Additional analytics or optional technologies, if introduced, will be handled in accordance with applicable requirements.

9. Changes and contact

We may update this policy as SponsorLedger develops. The current version will be published on this page. For privacy questions, contact SponsorLedger through the support or account contact channel supplied with your SponsorLedger service.