Privacy Policy

LogBooks Hub ("LogBooks Hub", "we", "us" or "our") provides audit-grade digital logbooks that help businesses replace paper and spreadsheets with a compliant, easy-to-use digital record keeping system. We offer our service through mobile apps available on the Apple App Store and Google Play, and through our web application and website.

This Privacy Policy describes how we collect, use, disclose and safeguard your information when you use our apps and website (together, the "Service"). We are committed to protecting your privacy and handling your data in an open and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the privacy requirements of Apple and Google.

By using the Service you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

LogBooks Hub is operated by ReflowAI Limited (Company No. 16586802), Tunbridge Wells, United Kingdom, registered with the Information Commissioner's Office under registration number ZC176661. For the purposes of UK data protection law, we are the "data controller" responsible for your personal data when you use our Service to manage your own account.

Where your employer or organisation provides you with access to LogBooks Hub, that organisation may be the controller of the records you create, and we act as a "data processor" on their behalf. In that case, please also refer to your organisation's own privacy notice.

If you have any questions about this policy or how we handle your data, you can reach us at service@logbookshub.com.

We collect the following categories of information:

Information you provide to us

• Account information — your name, email address, phone number, business or organisation name, and password when you register.
• Profile and role information — your job role, site/location assignment, and the permission level set by your organisation's administrator.
• Content you create — logbook entries, checklists, temperature and safety readings, notes, electronic sign-offs/signatures, and photo evidence you attach to checks.
• Support communications — information you provide when you contact us for support, request a demo, or send us feedback.
• Payment information — billing details for paid plans. Card payments are processed by our payment provider; we do not store full card numbers on our servers.

Information we collect automatically

• Device information — device model, operating system and version, unique device identifiers, app version, and language settings.
• Usage and diagnostics — how you interact with the app, features used, timestamps, crash reports, and performance data, which help us keep the app stable and improve it.
• Approximate location — we may derive a coarse, city-level location from your IP address for security and fraud prevention. We do not collect precise GPS location.
• Log data — IP address, access times, and pages or screens viewed.

We do not knowingly collect special category data (such as health, biometric or racial/ethnic data) and ask that you do not enter such data into free-text fields.

Our mobile apps request the following device permissions. Each is optional in the sense that it is requested only when you use the related feature, and you can manage or revoke permissions at any time in your device settings. Some features will not work without the relevant permission.

• Camera — to capture photo evidence directly when completing a compliance check.
• Photos / Storage — to let you attach an existing photo from your device to a logbook entry.
• Notifications — to send reminders for scheduled checks and important account alerts. You can opt out at any time.
• Network access — to sync your records securely with our servers.

We only request the permissions needed to provide the features you use, consistent with Apple's App Store and Google Play permission policies.

We use the information we collect to:

• Provide, operate and maintain the Service;
• Create and manage your account and authenticate you;
• Store, sync and display the logbook records and evidence you create;
• Send service-related communications, reminders and security alerts;
• Provide customer support and respond to your requests;
• Monitor and improve performance, stability and usability, and develop new features;
• Detect, prevent and address fraud, abuse, security incidents and technical issues;
• Process payments and manage subscriptions; and
• Comply with our legal obligations.

We do not sell your personal data, and we do not use your data or device identifiers to track you across other companies' apps and websites for advertising purposes.

Under UK GDPR, we rely on the following legal bases to process your personal data:

• Performance of a contract — to provide the Service you have signed up for.
• Legitimate interests — to secure, maintain and improve the Service, and to prevent fraud and abuse, provided these interests are not overridden by your rights.
• Consent — for optional features such as non-essential analytics or marketing communications, where required. You may withdraw consent at any time.
• Legal obligation — where we are required to process data to comply with the law.

To help you understand our practices at a glance, the table below summarises the data types we may collect, why, and whether they are linked to your identity. This aligns with Apple's App Privacy ("nutrition label") and Google Play's Data Safety disclosures.

We do not use any data to track you across apps and websites owned by other companies. Data is encrypted in transit and at rest, and you can request deletion of your data at any time (see section 14).

We do not sell your personal data. We share information only in the following limited circumstances:

• Within your organisation — records, sign-offs and evidence are visible to authorised colleagues and managers in your organisation, according to the roles your administrator sets.
• Service providers (sub-processors) — trusted third parties who process data on our behalf to deliver the Service, such as cloud hosting, payment processing, crash reporting and analytics. They are bound by contract to protect your data and may only use it to provide services to us.
• Legal and safety — where required to comply with a legal obligation, court order, or lawful request, or to protect the rights, property or safety of LogBooks Hub, our users, or the public.
• Business transfers — in connection with a merger, acquisition, financing or sale of assets, your data may be transferred subject to this policy.

We use a small number of reputable third-party providers to operate the Service, which may include:

• Cloud hosting and storage — to store your data securely.
• Payment processing — to handle subscriptions and billing.
• Analytics and crash reporting — to understand usage and fix problems.
• Email and communications — to send service and support messages.

Each provider has its own privacy policy governing how it handles data. We only engage providers that offer appropriate safeguards.

We retain your personal data only for as long as necessary to provide the Service and for legitimate and essential business purposes, such as maintaining the integrity of compliance records, resolving disputes, and complying with legal obligations.

Compliance records may be retained for the period required by your organisation or by applicable regulations. When you delete your account, we will delete or anonymise your personal data within a reasonable period, except where we are required to retain it by law.

We use enterprise-grade safeguards to protect your information, including:

• Encryption in transit (TLS 1.3) and at rest (AES-256);
• Role-based access controls and least-privilege access;
• Automated daily backups and point-in-time recovery;
• An immutable audit trail for signed-off records; and
• Ongoing monitoring and security best practices.

No method of transmission or storage is completely secure, but we work hard to protect your data and to notify you and the relevant authorities of any breach where required by law.

Apart from live chat (see section 16), your data is processed and stored in Europe. Where data is transferred outside the UK or Europe, for example to a service provider, we ensure an appropriate level of protection through legally recognised safeguards, such as the UK International Data Transfer Agreement, the EU Standard Contractual Clauses, or adequacy decisions.

Subject to applicable law, you have the right to:

• Access the personal data we hold about you;
• Request correction of inaccurate or incomplete data;
• Request erasure of your data ("right to be forgotten");
• Restrict or object to certain processing;
• Request portability of your data to another provider;
• Withdraw consent where processing is based on consent; and
• Lodge a complaint with a supervisory authority.

To exercise any of these rights, contact us at service@logbookshub.com. If you are in the UK and are unhappy with how we handle your data, you may complain to the Information Commissioner's Office (ICO) at ico.org.uk.

You can request deletion of your account and associated personal data at any time. There are two ways to do this:

• In the app — go to Settings → Account → Delete account and follow the prompts.
• By email — send a deletion request to service@logbookshub.com from the email address associated with your account.

When you delete your account, we delete or anonymise your personal data within a reasonable period. Note that where your account is managed by your employer or organisation, deletion may be subject to their record-keeping obligations, and some compliance records may be retained by them or as required by law.

The Service is intended for use by businesses and their staff and is not directed at children. We do not knowingly collect personal data from anyone under the age of 16. If you believe a child has provided us with personal data, please contact us and we will take steps to delete it.

Essential cookies keep our website working and are always on. Anything else only runs if you say yes in our cookie banner. You can change your mind at any time with the "Cookie settings" link at the bottom of every page. We also treat a Global Privacy Control signal from your browser as a no.

Cloudflare Web Analytics. Counts visits, pages, referring sites, countries and device types. It sets no cookies and does not build a profile of you, so it runs for everyone. We rely on our legitimate interest in knowing how the site is used.

Google Analytics (Google Ireland Ltd and Google LLC). If you turn on Analytics, Google Analytics 4 counts visits, the pages you view, how you arrived, your rough location (city level) and device type, and clicks such as "Start free trial" or downloading a template. We do not send your name, email or any form content to Google, we turn off Google signals and ad personalisation, and Google Analytics does not load at all until you say yes. Google may process this data outside the UK, including in the United States, under its data processing terms and the UK Extension to the EU-US Data Privacy Framework. Google Analytics keeps event-level data for 14 months.

HubSpot (HubSpot, Inc., with our data hosted in HubSpot's EU data centre). If you say yes, HubSpot records which pages you look at. If you have given us your details, for example by signing up, booking a demo or filling in a form, we can link that page history to your contact record.

Leadfeeder (Leadfeeder, part of Dealfront, based in the EU). If you say yes, Leadfeeder uses your IP address to work out which business or organisation you are browsing from. It identifies organisations, not individual people.

We rely on your consent for analytics and marketing cookies. We keep website visitor data for up to 13 months. Our mobile apps use analytics and crash-reporting tools to keep the app reliable, as described in section 3.

Live chat. Live chat is an optional question-and-answer tool provided by IrisAgent in the United States. It only loads if you open it by clicking "Chat with us", and we don't ask for personal information in it, so please don't share any. Apart from live chat and Google Analytics (above), website data is processed and stored in Europe.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or the requirements of the Apple App Store and Google Play. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you in the app or by email. We encourage you to review this page periodically.

If you have any questions, concerns or requests regarding this Privacy Policy or your personal data, please contact us:

• Email: service@logbookshub.com
• LogBooks Hub (operated by ReflowAI)
• Tunbridge Wells, United Kingdom