Last updated: April 2026. This policy applies to the sheltersync.app website and the ShelterSync WordPress plugin.
1. Who We Are
ShelterSync is a WordPress plugin developed and maintained by Reput8n Ltd, a company registered in Scotland, United Kingdom (Company No. SC884945). In this policy, “we”, “us” and “our” refer to Reput8n Ltd.
For the purposes of UK data protection law (UK GDPR / Data Protection Act 2018) and EU data protection law (EU GDPR 2016/679), Reput8n Ltd is the data controller for the personal data described in this policy.
Registered address:
Reput8n Ltd
3 Heather Place
Lenzie
Kirkintilloch
G66 4UJ, Scotland, United Kingdom
ICO registration: [TBC]
Privacy contact: contact@sheltersync.app
2. Scope of This Policy
This policy covers personal data we collect when you visit sheltersync.app, download ShelterSync Core (free), or purchase and use a ShelterSync PLUS licence.
What this policy does not cover: Personal data processed within your own WordPress installation or ShelterManager account — such as animal records, adopter details, or staff data — is outside our control. You are the data controller for data held on your own systems.
3. Data We Collect and Why
3.1 Free download registration (Core users)
When you register to download ShelterSync Core, we collect your name and email address to deliver your download and send security and release notifications.
| Data |
Purpose |
Legal basis |
| Name |
Personalisation of communications |
Legitimate interests |
| Email address |
Download delivery; update and security notifications |
Legitimate interests |
3.2 Licence purchase and management (PLUS users)
When you purchase a ShelterSync PLUS licence, we collect your name, email address, and a payment transaction record. Payment card details are handled entirely by Stripe — we do not store card numbers on our systems.
| Data |
Purpose |
Legal basis |
| Name |
Licence record; billing correspondence |
Performance of a contract |
| Email address |
Licence key delivery; renewal reminders; support |
Performance of a contract |
| Payment record (transaction ref, amount, date) |
Billing administration; financial record-keeping |
Performance of a contract; legal obligation |
3.3 Support enquiries
If you contact us via our contact form or email, we collect your name, email address, and the content of your message, used solely to respond to your enquiry. Legal basis: legitimate interests.
3.4 Website usage data
Our hosting infrastructure records standard server log data (IP address, browser type, pages visited, timestamps) for security monitoring and fault diagnosis. Legal basis: legitimate interests.
4. Licence Validation
The ShelterSync plugin periodically contacts our licence server to verify that your licence key is active. During this process, we receive:
- Your licence key
- Your WordPress site URL
- The version of ShelterSync installed
- Your WordPress version
This data is used solely for licence validation and fraud prevention. It is not used for profiling or marketing, and is not shared with third parties for their own commercial purposes. Validation logs are retained for a rolling 90-day period and then deleted automatically.
Legal basis: performance of a contract (licence verification); legitimate interests (fraud prevention).
5. How Long We Keep Your Data
| Data |
Retention period |
| Download registration (Core) |
Until you unsubscribe or request deletion |
| Licence and purchase records (PLUS) |
7 years (UK financial record-keeping obligations) |
| Licence validation logs |
Rolling 90 days, then deleted automatically |
| Support correspondence |
2 years from last contact |
| Website server logs |
Up to 90 days, then deleted automatically |
6. Third-Party Processors
We use the following third-party services, each engaged under a data processing agreement:
- Stripe — payment processing for PLUS licences. Stripe handles all card data directly; we receive only a transaction reference, amount, and status. Stripe Privacy Policy.
- Microsoft — transactional email delivery (download links, licence keys, support replies).
- Cloudways — hosting for sheltersync.app and our license validation server.
We do not sell your personal data or share it with advertisers or data brokers.
7. International Data Transfers
Reput8n Ltd is based in the United Kingdom. If you access ShelterSync from within the European Economic Area (EEA), your data may be transferred to and processed in the UK. The European Commission has adopted an adequacy decision recognising the UK as providing an equivalent level of data protection.
Where we use processors based outside the UK or EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or reliance on the EU–US Data Privacy Framework.
EU Representative (Article 27, EU GDPR): We keep our obligations under this article under review. If we determine that the appointment of an EU representative is required, we will update this policy. EU residents wishing to exercise their GDPR rights may contact us directly at privacy@sheltersync.app.
8. Cookies
The sheltersync.app website uses strictly necessary cookies (for session management and storing your consent preference). View Cookie Policy.
You can manage cookies through your browser settings. The ShelterSync plugin itself does not set any cookies on your visitors’ browsers.
9. Your Rights
Under UK GDPR and EU GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate or incomplete data
- Erasure — request deletion of your data, subject to legal retention obligations
- Restriction — ask us to limit how we process your data in certain circumstances
- Portability — receive your data in a structured, machine-readable format
- Object — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, email privacy@sheltersync.app. We will respond within one calendar month. We do not charge a fee for rights requests unless they are manifestly unfounded or excessive.
10. Supervisory Authorities
If you are unhappy with how we handle your personal data, you may lodge a complaint with the relevant supervisory authority. We would welcome the opportunity to address your concerns first — please contact us before approaching a regulator.
- UK residents: Information Commissioner’s Office (ICO) — ico.org.uk
- EEA residents: Your local Data Protection Authority — directory at edpb.europa.eu
11. Changes to This Policy
We may update this policy from time to time. The “Last updated” date at the top of this page will reflect any changes. Where changes are material, we will notify registered users by email.
12. Contact Us
Reput8n Ltd
3 Heather Place
Lenzie
Kirkintilloch
G66 4UJ, Scotland, United Kingdom
Email: contact@sheltersync.app
Contact form: sheltersync.app/contact
