Privacy Policy

LatterHQ is run by a sole trader in the United Kingdom, trading as LatterHQ (not a limited company). For the personal data described here we are the data controller, except for your own customers’ data that you enter, where you are the controller and we are your processor (see §8). Contact: hello@latterhq.com.

You give us: your email address (to sign you in); optionally your company profile (business name, address, engineer name, F-Gas certification number, logo) to brand your reports; content you create (jobs, diagnostic readings, refrigerant register entries, notes, invoices and quotes, which may include your customers’ details); photos you attach to a job; and feedback you send us.

Photos and data-plate scans: the app uses your camera or photo library only when you add a photo or scan a data plate. A plate scan is read on your own device — the image is not sent to us or anyone else; only the make and model you confirm are saved to the job. A photo you attach to a job is stored with that job.

Location: only if you allow it, when you ask the app to fill in the outdoor temperature. Your device's approximate position, rounded to about 1 km, is sent to the Open-Meteo weather service to look up the current temperature. We do not store your location.

Collected automatically: basic usage and analytics data (pages visited, device/browser type and browser window size) and technical logs necessary for security and reliability. These logs include your IP address and browser user-agent string, which we record so we can investigate unauthorised access attempts and abuse. We do not use them to build a profile of you or to track you across other websites.

From payment: when you buy a plan, Stripe processes your payment and shares limited details with us (that a payment succeeded, plan, last 4 digits, billing country). We never receive or store your full card number.

In the iPhone app, subscriptions are bought through Apple’s App Store instead. Apple takes the payment and tells us which plan was bought, whether it is active and when it renews or ends. We never see your card details or your Apple ID password.

To create your account, sign you in, provide the tools, store your records, and take payment: performance of our contract with you.

For product analytics, improving the Service, security and fraud prevention, and responding to feedback: our legitimate interests.

To comply with legal obligations such as tax records: legal obligation.

We do not sell your data, and we do not use it for third-party advertising.

We send sign-in codes and essential account emails from an address on our domain. We do not send marketing emails without your consent; if we ever do, you will be able to unsubscribe at any time.

If you tick the optional box at sign-up (or turn it on later), we will occasionally email you about LatterHQ itself: new features, what is coming, tips from the field, and related LatterHQ offers. The lawful basis is your consent.

Every such email includes an unsubscribe link, and one click stops them — your account and sign-in emails are unaffected. You can also withdraw consent any time by emailing hello@latterhq.com.

We only email you about LatterHQ. We do not send third-party marketing, and we never share your email address with anyone for their marketing.

Service messages — sign-in codes, billing receipts, and material changes to the Service or these terms — are not marketing and are sent to all accounts.

We use trusted providers who process data on our behalf under contract and only on our instructions: Supabase / Lovable Cloud (hosting and database), Stripe (payments on the website), Apple (subscriptions bought in the iPhone app) and our email pipeline (transactional emails). Separately, when you ask for the outdoor temperature your rounded position goes to Open-Meteo, a public weather service, as described in §2. We may disclose data where required by law. We do not otherwise share your personal data. Where a provider processes data outside the UK, appropriate safeguards apply.

Account data: while your account is active and for a reasonable period after closure, then deleted. Records you create: kept in your account until you delete them or close your account. Security and analytics logs, including IP addresses: 12 months, then deleted.

Note: some records (such as F-Gas refrigerant records) you are legally required to retain for 5 years — you are responsible for exporting and keeping these, so do so before closing your account. Payment records are retained as long as tax and accounting law requires.

When you record jobs you may enter personal data about your own customers. For that data you are the controller and we are your processor: we hold and process it only to provide the Service to you, on your instructions, and not for our own purposes. You are responsible for having a lawful basis to collect it and for your own privacy obligations to your customers.

You have the right to access, correct, delete, restrict or object to our processing of your personal data, and to data portability. Access and deletion are built into the app and you do not need to ask us: open the account menu, then Your data, to download everything we hold against your account as a file, or to delete your account and its data outright. Deletion runs immediately and cannot be undone, so export first — statutory records such as your F-Gas register must be kept by you for 5 years.

For anything else — correction, restriction, objection — email hello@latterhq.com and we will respond within one month. You may also complain to the Information Commissioner’s Office (ico.org.uk), though we hope you will contact us first.

We protect your data with encryption in transit and at rest, access controls, and database row-level security so each account can only access its own data. No system is perfectly secure, but we take reasonable measures and will notify you and the ICO of a breach where the law requires.

We use only the storage necessary to keep you signed in and run the app, plus privacy-respecting usage analytics. We do not use third-party advertising or tracking cookies.

We may update this policy; material changes will be notified in the app or by email. Contact us any time at hello@latterhq.com.