Privacy policy

Who we are

Ratelift is operated by Aragon Software Ltd, trading as Ratelift (company number 16894019, registered office 25 King Street, Bristol BS1 4PB), from the United Kingdom. Contact for anything on this page: hello@ratelift.app.

What we access

With your explicit consent on Xero's own authorisation screen, Ratelift accesses your organisation's invoice data under Xero's permission to read and write invoices (plus the permission to stay connected between visits). In practice the app writes only repeating invoice templates. It reads those templates, your branding themes when you import or open the forecast, and, after each run, the sales invoices changed since the run began, to show you any raised by a template it touched. Since 4 October 2026 it also asks for two read-only permissions: settings (read), to list your branding themes so an import can put each new template on the theme you choose (a theme carries the invoice layout and its online-payment options); and contacts (read), asked for alongside it so that a planned helper can check the contact names in an import file against your contacts without asking you to reconnect a second time (the app does not read your contact list yet). Neither permission lets Ratelift change a setting or a contact, and an organisation connected before that date keeps working as before until it next reconnects. We do not request access to bank transactions, payroll, reports or any other Xero data, and we never see your Xero password: sign-in happens entirely on Xero's pages.

What we store, and why

What we keep for your organisation: your Xero tokens, encrypted (AES-256-GCM); a snapshot of each template in every preview, whether or not you confirm it, so each change can be previewed, checked and undone; run history (what changed, when, and the outcome); the rows of any file you import, and the file itself until you answer the preview's question about it or discard the preview; the names of any customers you choose to leave out of price changes; and the number, date, amount and customer name of any invoice our after-run check finds raised by a template we touched. Snapshots and files can include your customers' names and anything else written on the templates, such as line descriptions and references. For this data you are the controller and we are your processor: we use it only to provide the preview, checking, undo, import and reporting features, on your instructions, as set out under “Your role and ours” below.

For the details about you (your name and email address, your answers when you connect and to our feedback questions, your acceptance of our terms with your Xero user ID, and payment and usage records), we are the controller. We use them to provide Ratelift and to contact you about your runs: under our contract with you where you are our customer yourself, such as a sole trader (UK GDPR Article 6(1)(b)), and otherwise under our legitimate interest in running the service for the business you work for (Article 6(1)(f)). We keep payment records for as long as company and tax law require (Article 6(1)(c)). The usage record is covered below.

If you ask for live access, you can leave an email address and a short note. We use them only to reply, and delete them within 12 months of the request, or sooner if you ask.

Since 6 October 2026 Ratelift also keeps a plain record of how it is used, so we can see what trips people up and what is worth building. Each entry is the name of an action (signing in, opening the forecast, downloading a report, a refusal message being shown and which one), your organisation's Xero ID, the time, and at most two counts and a short code. None of it is taken from your Xero data: it contains no customer names, invoice lines, descriptions or amounts, and it records nothing about you as a person beyond whether you asked for a reminder or opted out of a check-in email. When you connect, we note which page of this site you pressed “Connect to Xero” on and, if the link that brought you here carried a short source tag (such as ?ref=reddit), that tag; no cookie or browser storage is used for it. A visit to the sample-data demo at /demo is counted the same way, with no organisation, cookie or address: only which of its screens was opened, and whether “Connect to Xero” was pressed there. We use these records to run and improve Ratelift (UK GDPR Article 6(1)(f), our legitimate interest in understanding how the service is used), we do not publish or share them, and they are covered by the same promise below: never used to train machine-learning models.

What we do not do

Ratelift is built to change the repeating invoice templates in your Xero organisation only when you tell it to: by confirming a previewed run, an undo of a run included. Ratelift shows no advertising. We do not sell your data, and we never share it with advertisers. We share it only with the companies listed under “Who handles your data, and where”, with our accountants for the company's own accounts, with our professional advisers and insurers if we need to for a legal claim, with Xero if we must report a security incident to it, and where the law requires it. We do not use your data to train machine-learning models (this is also prohibited by Xero's developer terms).

How we measure site visits

We use Vercel Web Analytics to count visits to this site and the app's pages. It sets no cookies; Vercel counts visits with a hashed identifier that changes daily and keeps only totals of page views, referrers, countries and device types.

The sign-in button on our home page, pricing page and guides is drawn by a small script Xero publishes (edge.xero.com), so that it looks and behaves exactly as Xero's own brand guidelines require. Your browser fetches that script from Xero, so Xero receives what any website receives: your IP address and browser type. We load it with Xero's no-tracking option set, so the button sends nothing further about your visit.

Cookies

Ratelift uses only the cookies the service needs: one keeps you signed in (it lapses after a period without a visit, and never keeps you signed in for more than 90 days from sign-in), and short-lived ones carry your Xero sign-in and your tick on the terms box. If you open or close the import guide, your browser remembers that choice. We use no advertising or tracking cookies.

Who handles your data, and where

Ratelift runs on Vercel, with its functions in Vercel's London region, and its database is hosted by Neon in London. These companies handle personal data for us:

• Vercel Inc.: hosting, request logs and the visit counting described above.
• Neon (Neon, LLC, part of Databricks, Inc.): the database: tokens, template snapshots, run history and the details you give us.
• Stripe: card payments. Stripe's own payment page collects your card details and the contact details it asks for; Ratelift does not receive your card number. We send Stripe the job's reference, the kind of job, the number of templates, its price and your organisation's Xero ID; Stripe tells us the payment succeeded and shows us the email address and billing details you gave it, which we do not keep. Stripe acts for us when it takes the payment, and as an independent controller for its own fraud-prevention and legal checks, under its own privacy policy.
• Google (Google Workspace): our mailbox, hello@ratelift.app, and the small scripts that tell us about new connections, runs and access requests and prepare the reminder emails you ask for; it holds what you email us and the names, email addresses and organisation details in those alerts and reminders.
• Anthropic: see “Emails and AI assistance” below.

For the Xero data on your templates we are your processor, and Vercel and Neon are our sub-processors. Google holds our own mailbox, as described above. Wherever you are in the world, we apply the same UK GDPR standard to your data.

Some data does leave the UK. Vercel's main processing facilities are in the United States, and Vercel and its own sub-processors may handle data elsewhere, for example for logs and support. Neon belongs to Databricks, a US group, and Neon and its own sub-processors may handle data in the United States for support and monitoring. Stripe passes payment data to Stripe, LLC in the United States. Our edition of Google Workspace does not let us choose where mail is stored, so Google may hold it in any country where it has facilities. Each of these companies covers such transfers in its own data processing terms: by the UK's data bridge with the United States (the UK Extension to the EU–US Data Privacy Framework) where the company states it is certified to it, or by the Information Commissioner's International Data Transfer Agreement or its Addendum to the EU standard contractual clauses. You can ask us for a copy of these safeguards. What you email us also reaches Anthropic, a US company, under its own terms: see “Emails and AI assistance” below.

Emails and AI assistance

We read and answer email with the help of Claude, an AI assistant made by Anthropic, so what you write to us, including any screenshots or files, and the alerts about your organisation described above, reach Anthropic, which handles them under its own terms and privacy policy. Please do not send us your customers' details: use Xero's Demo Company for screenshots where you can, or crop names out. We do not give the assistant the records we hold about your customers. The Ratelift app itself does not send your Xero data to any AI provider.

Your role and ours

For the Xero data processed through Ratelift, you (or your client, where you act as their bookkeeper or accountant with authority) are the data controller, and Ratelift acts as a processor on your documented instruction: each run you confirm, and each undo, import or deletion you ask for, is that instruction. Our data processing terms, which form part of our terms of use, set this out in full: ratelift.app/dpa.

Retention and deletion

Disconnecting ends the access your sign-in gave us; anyone else in your organisation who connected Ratelift disconnects separately. If you disconnect in the app, we delete our copy of your Xero tokens straight away; if you disconnect in Xero, Xero stops them working at once, and our encrypted copy is deleted when Xero next refuses it or when you ask us to delete your data. We keep your snapshots and run history after you disconnect, so that if you reconnect, your history and undo still work and the checks that stop a template being repriced twice by mistake still have what they need. Email the address above at any time and we will delete everything Ratelift's database holds for your organisation within 30 days, except the payment records the law requires us to keep; copies in our providers' backups expire on their normal cycle.

If you give us an email address when you connect, or your name and email address before your first run, we keep them with your organisation's records so we can contact you if a run needs your attention and reply to your questions. Richard, who built Ratelift, may also email once to ask how it went, unless you tick "Please don't email me to ask how it went" when you give the address; that email says how to opt out of any more. They are deleted with your organisation's data, or sooner if you ask.

If you tell us when your prices next go up when you connect, we keep that answer with your organisation's records; when the first suggested date is at least two weeks away you can tick a box to ask for a reminder, and only then does a person email you from hello@ratelift.app, on the two dates shown and never after.

The usage record is deleted after 24 months, and sooner, with everything else we hold for your organisation, if you ask us to delete your data.

Security

TLS on every connection; tokens encrypted at rest; sessions signed; access limited to the company's director. If we find a personal data breach affecting Xero data, we will report it to Xero, to the customers affected without undue delay, and to the Information Commissioner's Office where required.

Your rights

Access, rectification, erasure, restriction, portability and objection: email the address above and we will respond within one month. UK and EU users can complain to their supervisory authority (in the UK, the ICO at ico.org.uk); we'd appreciate the chance to fix things first.

If your details reached us on a Ratelift customer's Xero templates, that customer decides what happens to them: we will pass your request to them within 5 working days and help them answer it.