Sponsorwyn

Terms of service

Version of 17 October 2026

These terms apply to Sponsorwyn (sponsorwyn.co.uk), provided by Data Solutionz Limited, a company registered in England and Wales with number 14984453 ("we", "us"). "You" means the organisation that sets up a company in Sponsorwyn, acting through its authorising officer, and everyone that organisation gives access to. Please read them with our Privacy Notice.

1. What Sponsorwyn is — and is not

  • Sponsorwyn is software for keeping the records a UK sponsor-licence holder must keep, tracking the duties and deadlines in the Home Office sponsor guidance, and producing documents from those records.
  • It is a records tool, not advice. We are not solicitors or regulated immigration advisers. Nothing in Sponsorwyn — including the readiness board, the assessment, alerts and the Guide — is legal advice or immigration advice to any individual. For advice on a particular person's immigration position, use an adviser regulated by the Immigration Advice Authority (formerly OISC) or a solicitor.
  • It is not a guarantee. A green readiness board, a complete compliance pack or a passed assessment does not mean the Home Office will grant, keep or not act against a licence. You remain responsible for meeting your sponsor duties, for the accuracy of what you record, and for what you report to the Home Office.
  • The sponsor guidance changes. We work to keep Sponsorwyn's checks current, but GOV.UK is the authoritative source.

2. Your account

  • The person who sets up a company confirms they are authorised to act for it and to hold its employment records in Sponsorwyn.
  • The authorising officer decides who else can sign in and with what role, and is responsible for removing access when someone leaves.
  • Sign-in is by a link sent to your email address. Keep that mailbox secure: anyone who can read it can sign in as you.
  • Tell us straight away at rashid@datasolutionz.co.uk if you think someone has accessed your account without permission.

3. Your data

  • The records you put into Sponsorwyn belong to you. For personal data in those records, you are the controller and we are your processor: we handle it only to provide Sponsorwyn to you and as the Privacy Notice describes (section 3 sets out our processor commitments under UK GDPR Article 28).
  • You are responsible for having a lawful basis to record your employees' data and for telling them about it (for example, in your employee privacy notice).
  • You can download all of your records and documents at any time from Company → Backup & export on a subscription.
  • Sponsorwyn staff cannot see your records by default. If you ask us for help, we may open them read-only for a limited time; each time is recorded, with our reason, in your company's activity log.

4. Trial and subscription

  • New companies start with a free trial of 14 days, limited to 2 people and 5 documents. The compliance pack, full export and activity log are not included in the trial. When the trial ends your records stay readable but cannot be changed until you subscribe.
  • Subscriptions are billed monthly in advance through our payment provider, Stripe, at the price shown when you subscribe. Prices exclude VAT unless stated.
  • You can cancel at any time from the Billing page; the subscription ends at the close of the period already paid and is not refunded part-way. After cancellation your records stay readable so you can export them.
  • We may change prices with at least 30 days' notice by email to the authorising officer. The new price applies from your next renewal after the notice period.

5. If a payment fails

  • We will email the authorising officer and give you 7 days to pay, during which Sponsorwyn works normally. We recommend downloading your records during that time if you may not continue.
  • If payment is still outstanding after that, access to the company is suspended for everyone at it. Your records are kept, not deleted, and access is restored as soon as the account is paid.
  • We may also suspend access immediately if you seriously breach these terms (for example, misuse under section 6), and will tell you why.

6. Acceptable use

You must not use Sponsorwyn to store data you have no right to hold, to break the law, to try to access another company's data, to interfere with the service or its security, or to resell it without our written agreement.

7. Availability and backups

  • We aim to keep Sponsorwyn available at all times but do not promise uninterrupted service; maintenance and outages happen.
  • We keep weekly backups of your records, but you should also keep your own copy using the full export, especially before a compliance check.
  • Alerts depend on email delivery. Do not rely on a reminder email as your only way of meeting a deadline.

8. Liability

  • Nothing in these terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.
  • We are not liable for decisions, penalties, suspensions or revocations by the Home Office or any other authority, for civil penalties for illegal working, or for loss of business, profit, revenue or goodwill.
  • Otherwise, our total liability to you in any 12 months is limited to the fees you paid us in those 12 months. During a free trial or a complimentary account it is limited to £100.

9. Ending the service

  • You can stop using Sponsorwyn at any time. Ask us at rashid@datasolutionz.co.uk to close your company's account.
  • When an account is closed, we keep your records for 90 days so you can export them, then delete them, unless the law requires us to keep something longer. Backups are overwritten within a further 12 weeks.
  • If we ever decide to stop offering Sponsorwyn, we will give you at least 90 days' notice and a full export.

10. Changes to these terms

We may update these terms. If a change matters to you, we will tell the authorising officer, who will be asked to accept the new version the next time they open the company. The version date is at the top of this page.

11. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Contact

Data Solutionz Limited · rashid@datasolutionz.co.uk

Terms of service · Sponsorwyn