Privacy Policy

Last updated: 16th January 2025

Legionella Logbook Ltd ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal data in compliance with UK data protection laws, including the UK GDPR and Data Protection Act 2018.

1. Company Information

Name: Legionella Logbook Ltd
Address: 128 City Road, London EC1V 2NX
Contact: info@legionellalogbook.com

2. Data We Collect

We process data necessary to provide our SaaS platform to UK business clients. This includes:

• Business Information: Company name, address, VAT number, and billing details.
• User Data: Names, email addresses, phone numbers, and job titles of authorised users.
• Technical Data: IP addresses, browser type, device information, and usage patterns (via PostHog, our analytics provider).

3. How We Use Your Data

Purpose & Legal Basis:

• Delivering and managing our SaaS platform - Contractual necessity
• Providing customer support - Legitimate interests
• Analytics via PostHog - Consent (you may withdraw anytime)
• Legal/regulatory compliance - Legal obligation

4. Data Sharing

No Third-Party Sharing: We do not sell or share your data with external third parties for marketing or unrelated purposes.

Data Processors: We use PostHog (analytics) as a processor. They act only on our instructions and comply with UK data laws. A Data Processing Agreement (DPA) is in place.

5. International Transfers

PostHog may process data outside the UK (e.g., EU/US). Transfers are safeguarded via UK-approved mechanisms (e.g., UK Addendum to EU SCCs).

6. Data Retention

We retain data only as long as necessary:

• Active clients: For the duration of your contract + 6 years (legal/financial obligations).
• Inactive clients: Deleted after 2 years unless legally required.

7. Your Rights

Under UK GDPR, you have the right to:

• Access, correct, or delete your data.
• Restrict processing or object to certain uses.
• Data portability (receive your data in a usable format).
• Withdraw consent (for analytics).

To exercise these rights, contact us at contact@legionellalogbook.com.

8. Security Measures

We implement technical (encryption, firewalls) and organizational (staff training, access controls) safeguards to protect your data.

9. Cookies & Tracking

PostHog uses cookies for analytics. You consent to this via our cookie banner. Adjust settings in your browser to manage preferences.

10. Policy Updates

We may update this policy periodically. Changes will be posted on our website and notified via email (for material updates).

11. Complaints

Contact us first to resolve issues. You may also lodge a complaint with the UK Information Commissioner's Office (ICO):

ICO Website: https://ico.org.uk

Legionella Logbook Ltd
128 City Road, London EC1V 2NX
contact@legionellalogbook.com