lufyPrivacy Policy
1. Two different roles
- Your account. For your own login details and how you use Lufy, we decide why and how the data is used, so we are the “controller”.
- Your customers’ details. When you enter your customers’ names, addresses, emails or phone numbers, you decide why they are used, so you are the controller of that data. We only handle it on your behalf to run Lufy for you (we are your “processor”) and only on your instructions. If you need a data processing agreement, contact us.
2. What we hold
- Account details: your username, email address, a scrambled (hashed) version of your password, whether your email is confirmed, when you created the account, and when you accepted our Terms and Privacy Policy.
- Your business content: jobs and appointments, quotes, invoices (including the PDFs), your customers’ details, business settings and logo, saved places, and a record of documents emailed (who it went to and when, not the content).
- Technical and security data: a login session record; sign-in attempt counters (which can include your username and your IP address) used to stop password guessing; basic server logs, which include IP addresses; hourly traffic totals, and a list of which accounts were active on each day. Hourly totals and daily activity are automatically deleted after 120 days.
- Sign-up protection: when you create an account we record the internet (IP) address it was created from, to spot and stop automated fake sign-ups. We keep it for 90 days, then delete it. If a sign-up is refused by our automated checks, we keep the address, the time, the reason and the username that was tried for 30 days; we do not keep the email address typed into a refused sign-up. The sign-up page also has your browser solve a small puzzle, which stays on your device and our server. Our lawful basis is our legitimate interest in keeping Lufy and other people’s inboxes safe from abuse.
- Your location, if you ask for it: if you use “near me” for petrol or parking, your browser asks your permission first. The coordinates are sent to our server only to build the map link; they are not saved to your account, but they may appear in routine server logs.
- Booking alerts, only if you turn them on: that you turned them on, which timings you chose (80 minutes before, 1 day before, or both) and, for each device you set up for notifications, a web address and encryption keys that your browser’s push service gave us for that device. This is a device code, not your name. It is deleted when you turn alerts off or delete your account. Which alert banners you have dismissed is remembered on your own device only.
- Messages you send us: if you use Contact Us, we keep your message, the category, the reply email address you give, up to three attached images or PDFs, and basic technical details (the page you were on and your browser type) so we can look into the problem.
- Your commands: the text of typed or spoken commands you give to the assistant. Spoken commands are turned into text on our own server and the audio is deleted straight away.
3. Why we use it, and our legal basis
- To provide Lufy to you and run your account (contract).
- To keep the service secure, prevent abuse, fix problems and see how much it is used (our legitimate interests in running a safe, reliable service).
- To send booking alerts to your devices, if you ask for them (contract, and your choice to turn them on).
- To send service emails: account confirmation, password resets, sign-in codes and booking reminders (contract).
- To keep a record that you accepted our terms (legitimate interests, and to show we have an agreement with you).
We do not sell your data, and we do not use it for advertising.
4. Who else handles it
- Hosting: the virtual server provider that runs Lufy stores the data.
- Email delivery: Brevo sends the emails Lufy sends. Sign-up, sign-in code and password emails contain your username and email address and a link or code. Booking reminders go to your own email address and contain the booking’s client name, postcode, job name, date and time. When you email a quote or invoice, Brevo receives the customer’s name and email address, your message and the PDF, which contains the details printed on that document.
- Browser push services: if you turn on notifications, your browser’s own push service (for example Chrome and Android, Firefox, Safari and iPhone, or Edge, run by Google, Mozilla, Apple and Microsoft) delivers them. The message is encrypted so only your browser can read it, and it contains only the time of the booking. Client names, postcodes and job names are not sent; they stay on our server and are shown inside Lufy when you open the notification. The push service can see that a message was sent to your device and when.
- No outside AI service: we do not send your commands, recordings, jobs, quotes or customer details to any outside AI service. If that ever changes, we will say so here and ask you to accept the update.
- Maps links: directions, petrol and parking buttons open Google Maps in your browser. Lufy does not send your data to Google when you do so, but Google’s own privacy terms apply once you open it.
- We may share data where the law requires it, or to protect people or the service from serious harm.
Some of these providers may process data outside the UK. Where they do, we rely on the legal safeguards that apply to such transfers.
5. Cookies and similar storage
Lufy sets one cookie that keeps you signed in. It is essential, so there is no consent banner for it. Your browser also stores small settings on your device, such as light or dark mode and your best score in the game. We do not use advertising or tracking cookies.
6. How long we keep it
We keep your data while your account exists. When you delete your account, your jobs, quotes, invoices, customers, settings, logo, files and sign-in details are removed from the live service straight away. Copies in our backups are removed when those backups expire. Messages sent through Contact Us (with their attachments) are removed when you delete your account. We may keep a minimal record where we must by law or to deal with a dispute.
7. Keeping it safe
Passwords are stored hashed, connections use HTTPS, repeated wrong passwords lock the account for a while, and each account can only see its own data. No online service is perfectly secure, so please use a strong password that you do not use anywhere else.
8. Your rights
You can ask to see, correct, export or delete your personal data, to restrict or object to how it is used, and to move it elsewhere. Most of this you can do yourself in the app: Your data lets you download everything as a file and delete your account. For anything else, contact us at [email protected]. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ico.org.uk). We would appreciate the chance to put things right first.
If you are one of your tradesperson’s customers and want to see or delete your details, please contact that business first, because they decide how your details are used.
9. Children
Lufy is not for anyone under 18, and we do not knowingly collect data from children.
10. Changes
If we change this policy in a way that matters, we will update the date above and ask you to read and accept the new version the next time you sign in.