Privacy
This explains what polite-reminder.com holds about you, why, and what you can ask us to do about it. It covers this website and the licence checks the plugin makes. It does not cover what you do with the plugin on your own site: your clients and your invoices are in your own database, and we never see them.
Who we are
Polite Reminder is operated from the United Kingdom. For anything in this notice — a question, a correction, a copy of your data, or a complaint — email hello@polite-reminder.com.
What we hold, and why
Your email address. It is your account: it is how you sign in, and where sign-in links, your licence key and ticket replies go. We need it to give you the account and the licence you are paying for, so the lawful basis is performance of a contract. Held until you close the account.
Your licence key, and the sites using it. Each activation records the site's address, when it was last seen, and its plugin, WordPress and PHP version numbers. This is what enforces the per-plan site limit and what lets you see which of your own sites hold a place. Contract again. Held until you close the account, or until you release the site.
What you have bought. Which plan you hold, and when the subscription renews. Contract.
Server logs. Our web server records the IP address, page and time of requests, as every web server does. It is how we find faults and spot abuse, and the basis is our legitimate interest in keeping the service up. These rotate automatically and are gone within days.
Emails we send you. Sign-in links, your licence key when you buy, and replies to your support tickets. Receipts come from Stripe. These are about your account, not marketing — there is no mailing list to be on and nothing to unsubscribe from.
What the plugin sends
A plugin with a licence key entered contacts this site to check the key and, in future, to look for updates. It sends the key, the site's address, and the plugin, WordPress and PHP version numbers. Nothing else.
Your clients, your invoices, your figures and your documents stay on your own server and are never transmitted to us. There is no usage tracking, no counts of what you have raised, and no telemetry beyond the list above.
The free plugin, with no licence key entered, sends nothing at all.
Cookies
Two of ours, and neither needs your permission. pr_session is set when you
sign in and keeps you signed in; deleting it signs you out and does nothing
else. pr_consent remembers your answer to the question below so you are not
asked again. One is what signing in is, and the other exists to honour what
you chose.
Microsoft Clarity is the only other thing that sets cookies here, and only if you agree to it. It shows us how the site is used — which pages people read, where they get stuck — by recording clicks and scrolling, and Microsoft processes that recording on our behalf. The lawful basis is your consent, asked for before anything loads.
If you decline, or have not answered, the script is never sent to your browser at all. There is nothing sitting on the page waiting to be unblocked.
Clarity is never loaded on your account pages or at checkout, whatever you have agreed to. A recording of those screens would capture your licence key and your email address, and no amount of consent makes that a sensible thing for us to hold.
You can change your mind at any time on the cookies page, and it takes the same single click as agreeing did. Nothing else on these pages is loaded from another company — no third-party fonts, scripts or embeds.
Who else is involved
We use a small number of companies to run the service. Each holds only what its job needs.
- Stripe takes payments and is the seller of record. Card details go straight to Stripe and never reach this site. Stripe holds its own record of what you paid, under its own privacy policy.
- Microsoft provides Clarity, the analytics above, and only ever receives anything if you have agreed to it.
- Namecheap Private Email carries our email.
- DigitalOcean hosts the server. It runs in their London region, so the database itself sits in the United Kingdom.
All four are American companies. The server is in London and your records stay there, but supporting these services can involve access from the United States, and a payment or a Clarity recording is processed there outright. Each of them covers those transfers in its own data processing terms, through the standard contractual clauses or an equivalent safeguard; ask us and we will point you at the current ones.
Your rights
You can ask us for a copy of what we hold, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a portable form. Email hello@polite-reminder.com and we will answer within a month.
You can delete your account yourself, at any time, from your account page. It removes your account, your licence key and the record of which sites used it. Two things it cannot do: any plugin you have installed keeps working — it simply stops being licensed — and Stripe keeps its record of what you paid, because tax law requires both of us to keep it.
If you think we have handled your data badly, please tell us first, but you are entitled to complain to the Information Commissioner's Office at ico.org.uk without doing so.
Changes
If this notice changes in a way that affects you, we will say so on this page and, where it matters, by email.