- Most of what we hold is what you choose to type into your Roadmap. We use it only to keep your workbook for you.
- Your saved Roadmap is stored in a secure database in the European Union. We don't read it, sell it or use it for advertising.
- Health, religious and other personal wishes are only stored online if you agree, and you can delete them or withdraw your agreement at any time.
- Your access lasts one year. 60 days after it ends, your saved Roadmap is deleted unless you renew.
- Questions or requests: support@alifeinorder.co.uk.
Life & Legacy Matters provides The Life In Order Roadmap, an online workbook that helps you organise your affairs, wishes and important information in one place. The Roadmap asks you to record personal and sometimes sensitive details, so we take looking after that information seriously. This policy explains what we collect, why, where it is kept, how long we keep it and the control you have over it.
1Who we are
The data controller responsible for your information is Life & Legacy Matters Ltd (company number 17449907), registered office 41a Southwold Drive, Nottingham, England, NG8 1PA. We are registered with the Information Commissioner's Office, registration number ZC244565.
Where this policy says "we", "us" or "our", it means Life & Legacy Matters Ltd. For any privacy question, or to use any of your rights, email support@alifeinorder.co.uk.
2What this policy covers
This policy covers:
- buying the Roadmap through our checkout;
- the Roadmap web app at roadmap.alifeinorder.co.uk;
- the emails that come with it: your access code, 30 Days to A Life In Order, your Annual Check-in and the reminder before your access ends;
- emails you send us, including requests for a Life & Legacy Review.
Our main website (alifeinorder.co.uk) and The Life In Order Audit have their own privacy information.
3Information we collect
When you buy
- Your email address, and your first name if you give it.
- Your order details: what you bought, when, and the price paid.
- Whether you chose to receive marketing emails (the box is unticked unless you tick it).
- Your card details are handled by our payment provider, Stripe. We never see or store your full card number.
To give you access
- Your personal access code. Our database holds it only in a scrambled form that can't be turned back into the code. The code itself is held by our email provider so it can be sent to you.
- Your access start and end dates, and whether your access is active.
- Your consent record: whether you agreed to us storing health, religious and personal wishes, when, and which version of the wording you agreed to (see section 5).
- Your IP address, held briefly and in scrambled form, only to stop anyone repeatedly guessing access codes.
What you write in your Roadmap
Almost everything else is information you choose to type in. Depending on the sections you complete, this can include details about your family and the people you trust, your property, savings, pensions, insurance, business interests and debts, where your documents are kept, your emergency and professional contacts, your digital and household affairs, and your wishes for care, health and welfare, and your funeral.
We deliberately do not ask for passwords, PINs or full card or account numbers, and the Roadmap advises you not to enter them.
When you contact us
Your email address and whatever you write to us, including Life & Legacy Review requests. A review request asks what you'd like help with, why now, and whether you've completed your Roadmap. It never includes your Roadmap itself.
4How we use it & our lawful basis
| What we do | Information used | Lawful basis (UK GDPR) |
|---|---|---|
| Give you access, save your answers and let you sign in on any device | Access code, dates, your Roadmap answers | Contract: it's what you bought |
| Send your access code, 30 Days to A Life In Order, your Annual Check-in and the access-ending reminder | Name, email, access dates | Contract: these emails are part of the product |
| Store health, religious and other personal wishes | The answers in the four sections listed in section 5 | Your explicit consent |
| Send marketing emails, only if you opted in | Name, email | Your consent; you can unsubscribe at any time |
| Answer your questions and Life & Legacy Review requests | Your emails | Contract, and our legitimate interest in helping our customers |
| Keep the service secure, including limiting sign-in attempts | Scrambled IP address, access record | Legitimate interests: protecting your information |
| Keep financial records | Order and payment records | Legal obligation |
| See overall use of the app (page views, device types) | No personal data | Legitimate interests |
Our email provider records whether our emails are opened and whether links in them are clicked, so we can tell that emails are reaching people. We look at this in total, not person by person.
We do not sell your information, use it for advertising or profiling, or make automated decisions about you.
5Health, religious and personal wishes
Some of what you might record is "special-category" information under UK GDPR, such as health details or religious wishes. Four sections are where these details belong:
- Health Information Someone May Need
- Care, Home & Daily Life Preferences
- Funeral & Memorial Wishes
- Health & Welfare Decisions
We only store what you write in those sections if you agree. When you first sign in, you'll see this statement with a box that is not ticked:
"I agree that Life & Legacy Matters may store any health, religious or other personal wishes I choose to save, so my workbook is kept for me. I can delete them at any time."
- If you don't tick it, the rest of your Roadmap works as normal. The four sections stay locked, and nothing from them is sent to our database.
- If you tick it, we record the date, time and wording version against your access.
- You can delete these details at any time with the "Clear this section" button in each of the four sections.
- You can withdraw your agreement at any time in Your Data, "Withdraw my consent". This deletes everything in the four sections from our database and locks them again.
Please keep health and religious details in those four sections, so that your choice covers them.
6Where your information is stored
- On your own device: the app keeps a copy of your answers in your browser so you don't lose your place. It stays on that device.
- In our secure database: while you're signed in, your answers are saved automatically a few seconds after you stop typing, and whenever you press Save. They're stored in a Cloudflare database located in the European Union, linked to your access. It is encrypted when stored and when sent between your browser and our service.
- In files you download: your PDF and backup file are saved to your own device, for you to keep, print or share as you wish.
7Who we share it with
We do not share your Roadmap with anyone for their own purposes. We use a small number of trusted providers who handle information only on our instructions, under data-processing terms:
- Cloudflare: hosts the app, stores your saved Roadmap (EU database) and provides cookie-free visitor statistics.
- MailerLite: runs our checkout and sends our emails. It holds your name, email, order details, access code and end date.
- Stripe: takes your payment. Stripe also acts as a controller for its own legal duties, such as preventing fraud.
- Google (Workspace): hosts our support email, support@alifeinorder.co.uk. It holds the emails you send us and our replies.
We do not read your Roadmap. Our admin tools show only your access dates, status and consent record. We would only look at your saved answers if you asked us to, for example to help fix a problem, or if the law required it.
We may disclose information if the law requires it, but only as far as the law requires.
8International transfers
Your saved Roadmap is stored in the European Union, which the UK recognises as giving adequate protection. Some of our providers are international companies and may process limited information, such as your email address or payment details, outside the UK and EU. Where that happens, we rely on the safeguards UK law requires, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum, together with each provider's own data-processing terms.
9How long we keep it
| Information | How long |
|---|---|
| Your saved Roadmap in our database | Until 60 days after your access ends, then deleted. If you renew within those 60 days, everything is still there. You can delete it sooner yourself or by asking us. |
| Your access and consent record | Deleted at the same time as your Roadmap. |
| Database recovery copies | Our database keeps short-term recovery copies in case of a technical failure. Anything deleted disappears from them within 30 days. |
| Your access code and end date held by MailerLite | Cleared 60 days after your access ends. |
| Your name and email held by MailerLite | Deleted within 90 days of your access ending, unless you've opted into marketing emails, in which case we keep them until you unsubscribe. |
| Order and payment records | 6 years, as tax law requires. |
| Emails you send us | 2 years after our last contact with you. Life & Legacy Review requests: 90 days after your call, or after our reply if no call is booked. |
| Scrambled IP addresses used to limit sign-in attempts | No more than 24 hours. |
| The copy on your device and files you download | Until you remove them. These are under your control. |
10Your rights
Under UK GDPR you have the right to:
- access: ask for a copy of the information we hold about you;
- rectification: have inaccurate information corrected;
- erasure: have your information deleted;
- restriction and objection: limit or object to how we use it;
- portability: receive your information in a reusable format (the Roadmap's backup file already does this);
- withdraw consent at any time, without affecting what was done before.
Email support@alifeinorder.co.uk from the email address you bought with, so we can find your record. We may ask you to confirm your identity. We'll respond within one month.
11Downloading, clearing or deleting
- Download your PDF and backup file at any time from Save or Your Data.
- Clear any of the four sections in section 5 with "Clear this section", or withdraw your consent in Your Data.
- Delete everything we hold: email support@alifeinorder.co.uk from the email address you bought with. Your access continues unless you ask us to end it too.
- Remove the copy on a device by clearing your browser's storage for roadmap.alifeinorder.co.uk.
12How we keep it secure
- Each customer has a personal access code, stored only in scrambled form, and repeated wrong guesses are blocked.
- When you're signed in, you can only ever reach your own Roadmap.
- Information is encrypted when sent and when stored, in an EU database.
- By design, the Roadmap doesn't collect passwords, PINs or full card or account numbers.
Please keep your access code private. To share your Roadmap with family, share your PDF, not your code. No online service can be guaranteed completely secure, but we take reasonable steps to protect your information and keep the service up to date.
13Cookies, browser storage & analytics
- One essential cookie,
lil_access, keeps you signed in for up to 90 days. It holds a signed reference to your access, not your answers. - Browser storage on your device holds your answers, your Roadmap's reference key, whether you've seen the welcome guide, your consent choice, and whether the consent prompt has already been shown this visit. It is used only to make the app work and isn't used to track you.
- Cloudflare Web Analytics counts page views and device types without cookies and without collecting personal data.
Because all of these are strictly necessary or collect no personal data, there is no cookie banner.
14Children
The Roadmap is for adults organising their own affairs. It is sold only to people aged 18 or over, and we do not knowingly collect information from anyone under 18.
15Changes to this policy
We may update this policy. When we do, we'll change the version number and effective date at the top of this page. If a change significantly affects how we use your information, we'll email customers with active access.
16Contact & complaints
For any question about this policy or your information, email support@alifeinorder.co.uk.
If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We'd appreciate the chance to put things right first.