Data Processing Agreement

1. Introduction

This Data Processing Agreement (DPA) explains how we handle Personal Data on your behalf. It’s part of our Terms of Use. By using our Services, you agree to this DPA.

2. Who we are

When we say “you” or “your,” we mean the person or organisation that decides why and how Personal Data is processed (the “Data Controller”). We’re Ledgerscope Services Limited, trading as Movemybooks, and we act as your “Data Processor”.

3. Why this matters

You’re the Data Controller and we’re your Data Processor. You initiate each data conversion by choosing settings in our online app. We then process Personal Data automatically based on what you select. This DPA sets out how we handle that Personal Data legally and responsibly.

4. Our responsibilities

4.1 Processing your data as directed
We’ll only process Personal Data according to your instructions. If you tell us (through the app) to send data to an accounting platform outside the UK or EEA, we’ll make the technical transfer happen. However, it’s up to you to have the right legal agreement (like SCCs or IDTA) in place with that platform.

4.2 Keeping data confidential
Our team must treat your Personal Data as confidential and only use it to perform the conversion you selected.

4.3 Using the right security
We take reasonable steps to keep Personal Data safe from things like unauthorised access or accidental loss.

4.4 Telling you if something goes wrong
If we discover a Data Breach involving your Personal Data, we’ll let you know as soon as we can and provide details to help you meet any legal requirements.

5. Your responsibilities

5.1 Lawful basis
You confirm you have a lawful reason for collecting and sharing Personal Data with us.

5.2 Choosing conversion options carefully
When you pick a conversion type in our app, that’s your instruction to us, and you confirm that your instruction meets data protection laws.

5.3 Making sure data is correct
You’re responsible for making sure the Personal Data you upload is accurate and up to date

6. Sub-processors

6.1 Engaging sub-processors
Sometimes we rely on third parties (sub-processors) to help deliver our services, such as hosting providers.

6.2 Our commitments
We’ll only use sub-processors that agree to data protection standards that align with this DPA, and we’re responsible if they don’t meet those standards. If we engage a Sub-Processor located outside the UK or EEA, we will ensure there is a valid legal safeguard (for example, Standard Contractual Clauses or an International Data Transfer Agreement) in accordance with UK data protection law.

6.3 List of sub-processors
Our main sub-processors are:

• Microsoft (Azure)
• Stripe
• Mailchimp
• Trustpilot

7. Data subject rights

If someone (a “data subject”) asks us directly about their Personal Data (like wanting access or deletion), we’ll pass the request on to you. We’ll also help you meet any obligations you have, as long as we can.

8. Automated deletion of data

By default, our system deletes your uploaded data 30 days after the conversion is done, unless we have to keep it for a legal reason. If you need it deleted sooner, just let us know, and if it’s practical, we’ll do it and confirm.

9. Liability and indemnities

Our liability for breaches of this DPA is as set out in our Terms of Use or as required by law. This doesn’t affect your statutory rights or our legal obligations.

10. Changes to this DPA

We may update this DPA if our practices or the law change. If we make significant changes, we’ll let you know. By continuing to use our services, you’re agreeing to the new DPA.

11. Governing law and disputes

This DPA is governed by the laws of England and Wales. Any disputes about it will be decided by the English courts.

12. Contact us

If you have questions about this DPA or data protection matters, please get in touch:
• Email: privacy@movemybooks.com
• Address: 128 City Road, London, EC1V 2NX

13. Key definitions

• “Personal Data” – information that identifies (or could identify) a living person
• “Processing” – any use of Personal Data (like collecting, storing, or deleting it)
• “Data Controller” (you) – the party deciding why and how Personal Data is processed
• “Data Processor” (us) – the party processing Personal Data on the Controller’s behalf
• “Data Breach” – a security incident that leads to accidental or unlawful destruction, loss, or unauthorised disclosure of Personal Data
• “Services” – our data conversion services provided through the Movemybooks application
• “Sub-Processor” – a third party engaged by us to process Personal Data for you, under this DPA