PRIVACY / 10 NOVEMBER 2026

Your business records.

Payables Software is operated by Yolleg Ltd, company 10455920. Contact [email protected] about support, privacy, export or erasure.

What we retain

Account name/email, a password hash, terms acceptance, organisation membership, supplier and site/job details, invoice values, original documents, comments, decisions, export batches and technical security records. Owners and bookkeepers see their organisation’s records; approvers see only invoices assigned to them. Invite only authorised adults. Avoid uploading irrelevant personal data, payment-card data or bank credentials.

Purpose and providers

We use account and invoice records to provide the contracted service, send requested account/review messages and keep reliable records. Security rate-limiting uses a keyed IP/email digest, cleared after a day. Account cookies are necessary for sign-in; there is no advertising or analytics tracking. Cloudflare handles DNS/TLS traffic and the cPanel host stores application data in the Netherlands. SendGrid handles transactional email using our existing verified sender. Email contains account links or generic workflow reminders rather than invoice attachments or values. No AI extraction provider receives documents. CSV migration temporarily retains only supported projected fields; unrelated columns, including supplier bank details, are ignored. Preview payloads expire after one hour. Committed migration reports retain source provenance with the organisation’s business records.

Security and its limits

Originals are encrypted at rest with AES-256-GCM and kept outside public roots. Server checks authorise every document access. Passwords use Argon2id, reset links expire and revoked members lose access. The database and configuration have private file permissions. cPanel applications share a Unix account: these controls do not provide separate process isolation from other code in that hosting account. We do not claim certification or guaranteed prevention of fraud or data loss.

Retention, recovery and control

Records remain while the organisation exists, including after a plan lapses. Owners can export metadata/history and download original files. Private daily database snapshots are kept for 30 days alongside the immutable encrypted document pool. Backups on the same hosting account do not protect against every host failure. Operator recovery requires the matching private encryption key. Maintain your own accounting copies.

Ask support for organisation closure, data correction, portability or erasure. We verify owner authority and discuss business/legal retention obligations before removing financial records. Closure is an operator process, not a self-serve erase button. Deleted records can remain in expiring backups for up to 30 days. Transactional email bodies are cleared seven days after provider acceptance; message addresses/status remain with organisation records. Hosting/provider access logs follow their own security retention.

You may also complain to the UK Information Commissioner. This notice does not assert that every possible customer workflow meets its own regulatory obligations.