Privacy Policy

1. Who this policy is for

DuesDesk is an invoicing platform for clubs, associations and small non-profits. This policy explains what personal data we collect, why we collect it, and the choices you have. It was last updated on 24 September 2026.

When your organisation adds its members and contacts to DuesDesk, your organisation is the data controller for that information and we act as its data processor. For the account and billing data we hold about you directly, we are the controller.

2. What we collect

Account data covers the name, email address and password of the people who sign in, along with your organisation's name, address, logo and invoice settings such as currency and VAT number.

Workspace data is the information your organisation enters in order to invoice: the names, email addresses, phone numbers and addresses of members, sponsors, vendors and other contacts, together with the invoices, line items and payments recorded against them.

Billing data is handled by our payment provider. We receive the plan you are on, your renewal dates and payment status, but we never see or store your full card number.

Technical data such as log records and basic usage information helps us keep the service secure and understand which features are earning their keep.

3. How we use it

We use account and workspace data to run the service: generating your branded invoices, delivering the emails you ask us to send, enforcing trial and plan limits, and showing your dashboards.

We use contact details to send essential service messages such as trial reminders, receipts and security notices. We do not sell personal data, and we do not use your member lists for our own marketing.

4. Who we share it with

We work with a small number of carefully chosen suppliers to deliver DuesDesk: our cloud hosting and database provider stores the data, our payment provider processes subscriptions and collects VAT, and our email delivery service sends your invoices and receipts. Each supplier only receives what it needs to do its job and is bound by appropriate data protection terms.

We may also disclose data where the law requires it, and if the business is ever sold or restructured we will make sure any successor is bound by this policy.

5. Where data is stored

Your data is hosted with reputable cloud providers. Where data is transferred outside the UK, we rely on appropriate safeguards such as adequacy regulations or standard contractual clauses to keep it protected.

6. How long we keep it

We keep your data for as long as your account is active. After a subscription ends, the workspace is retained for a reasonable period so you can export what you need, and billing records are kept for the period required by UK tax law. You can ask us to delete your organisation's data at any time and we will do so, subject to those legal retention duties.

7. Security

Access to each organisation's data is isolated so one club can never see another club's records, connections are encrypted in transit, and card details stay with our payment provider rather than with us. No system is perfectly secure, but we design DuesDesk so that a mistake on our side exposes as little as possible.

8. Your rights

You have the right to access, correct, export and delete the personal data we hold about you, and to object to or restrict certain processing. Members whose details are held by a club using DuesDesk should usually contact that club first, since the club controls its own records, but we are happy to help where we can.

To exercise any of these rights, contact us through the contact page and we will respond within one month. You also have the right to complain to the Information Commissioner's Office if you are unhappy with how we handle your data.

9. Cookies

DuesDesk uses the cookies needed to keep you signed in and keep the service working. We do not use advertising or cross-site tracking cookies.

10. Changes

If we change this policy in a way that matters, we will give you reasonable notice before the change takes effect, and the date at the top will always tell you which version you are reading.