Privacy Policy

Who this policy covers

This policy applies to two groups. First, the office staff who sign in to Leaders Agent or the Leaders Portal. Second, the applicants whose details those staff enter in order to submit a request. If you are an applicant, the office you dealt with is your first point of contact; Leaders Group processes your details on their instruction and on its own account as the company completing the service.

Information we process

We collect only what the workflow needs. There is no advertising SDK, no third-party analytics, no tracking across other apps or websites, and no profiling.

• Account details of office staff: name, email address, the office you belong to, your role, and your permissions. Passwords are stored only as a hash by our authentication provider and are never visible to us.
• Request data you enter about an applicant: name, contact details, nationality, identity or passport details, addresses, and any other field the selected request form asks for.
• Documents you upload: passport scans, photographs, contracts, receipts, and similar files needed to complete a request.
• Financial records of your office: wallet balance, credit limit, top-up requests, the payment receipts you upload, and the resulting transaction history.
• Support content: tickets and comments you write, and the notifications generated for you.
• Device and technical details: app version, operating system version, and language. If you enable notifications, a notification token and a random installation identifier are stored so we can deliver messages to that device.
• Diagnostic reports: when the app hits an error, it sends the error type, message, the screen you were on, the app and system version, and your language. Email addresses, phone numbers, IBANs, access tokens and similar values are stripped out on the device before the report is sent, and again when it is received. Diagnostic reports never contain form contents or uploaded documents.

Camera and photo access

The app asks for camera access only so you can photograph a document and attach it to a request, and for photo library access only so you can attach an image you already have. Both prompts appear at the moment you choose that option, nothing is captured in the background, and declining either one leaves the rest of the app fully usable — you can still attach files from your device.

Why we process this information

Each category has a specific and limited purpose.

• To let you sign in and to show you only what your role and permissions allow.
• To receive, review, process and complete the requests your office submits.
• To operate your office wallet: recording top-ups, charging for completed work, and keeping an auditable transaction history.
• To notify you about status changes, comments and documents that need attention.
• To keep the service secure and to investigate faults, abuse and suspected fraud.
• To meet accounting, tax and record-keeping obligations that apply to the service.

Legal basis

We process this information to perform the agreement between Leaders Group and your office, to comply with legal and accounting obligations that apply to us, and for our legitimate interest in keeping the service secure and working correctly. Where the law of your country requires consent for a specific processing activity, we ask for it separately and you can withdraw it.

Who we share it with

We do not sell information, we do not share it for advertising, and we do not disclose it to anyone outside the list below except where the law requires it.

• Leaders Group staff who process your requests, limited to what their role requires.
• Supabase — hosts the database, file storage and sign-in service.
• Vercel — hosts the portal and the application interface.
• Expo — delivers push notifications to your device, if you turn them on.
• Resend — sends the service emails such as invitations and notifications.
• Public authorities, where we are legally obliged to provide information.

Where information is stored

Data is stored on servers in the European Union. Where a provider processes data outside your country, that transfer is covered by the provider's standard contractual terms.

How long we keep it

Account and request records are kept while your office account is active, and afterwards only for as long as we are required to keep them for legal, accounting or dispute-resolution purposes. Diagnostic reports are kept for a short period and only to fix faults. When a retention period ends, the records are deleted or anonymised.

How it is protected

Connections use HTTPS. Access is restricted by role and by office, so staff of one office cannot see another office's requests, documents or finances. Sign-in credentials on your device are held in the operating system's secure storage. Access to production systems is limited to the people who need it.

Your rights

Subject to the law that applies to you, you may ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, object to a particular use, or ask us to restrict it. Write to the contact address above and we will respond within the period the law allows. You may also complain to your national data protection authority.

Accounts

Accounts in Leaders Agent are created and removed by your office administrator or by Leaders Group; there is no public sign-up. To have your account closed and your personal details removed, ask your office administrator or write to the contact address above.

Applicants' information

When an office enters an applicant's details, that office is responsible for having informed the applicant and for having a lawful basis to share the information with us. Applicants can ask the office they dealt with, or write to us directly, to see or correct what is held about them.

Children

The app is only for adult staff of partner offices. Applicant details may relate to a person under 18 where the service requires it; that information is handled under the same protections as any other applicant information and is never used for advertising or profiling.

Changes to this policy

If this policy changes materially we will update the date at the top and notify office administrators through the portal.