Lanterne app privacy policy

1. Who we are

The app is published by Lanterne Ltd (“Lanterne”, “we”, “us”).

Registered in

England and Wales

Company number

11797601

Registered office

167-169 Great Portland Street, 5th Floor, London, England, W1W 5PF

Privacy contact

support@lanterne.ai

2. Who the app is for, and who is responsible for your data

The app is a work tool. Fleet operators and other businesses (“your organisation”) use Lanterne to manage their vehicles and the work done on them, and invite their staff to use the app to see, take and complete tasks. You can only use the app with an account your organisation has invited you to.

Responsibility for your data is split between your organisation and us:

• Your organisation is responsible for your data in the app, apart from usage analytics. That covers your account and sign-in, your work content (the tasks you are given or create, and what you record on them: checklist answers, notes, photos, status changes, block reasons and task locations), notifications, bug reports you send, technical logs, and its vehicle data. Lanterne processes this data on your organisation's behalf and on its instructions. Your organisation decides who can see it and how long it is kept, and its own privacy notice to staff applies. Questions or requests about this data are best sent to your organisation; we will help them answer.
• Lanterne is responsible for usage analytics, which the app records only if you allow it (see section 4). We use them for our own purpose: to understand and improve the app.

3. What the app does not do

• It does not show advertising and does not use advertising identifiers (Apple's IDFA, Google's advertising ID).
• It does not track you across other companies' apps or websites, and does not share your data with data brokers.
• It does not sell personal data.
• It does not use your microphone.
• It does not read your location in the background; it only uses location while the app is open on your screen, and only with your permission.
• It does not use your contacts, calendar, or health or motion data, and it does not read your Wi-Fi network's name.
• It does not use your data to train AI models.

4. The data the app handles

Your account.When you sign in, the app receives your name, email address, profile picture if you have one, your user ID, the organisations you belong to, and your permissions in each. Your chosen app language is saved to your profile. Sign-in happens on a page run by our authentication provider, Clerk, opened in your phone's browser.

Your work.The app shows the tasks your permissions allow and sends what you do with them: taking, starting, finishing, blocking or giving back a task; checklist answers; notes, including the colleagues you mention in them; photos you attach; and the details of tasks you create, such as title, description, due date, priority, assignee and location. Each change is recorded with your user ID and the time. Colleagues and administrators in your organisation can see this according to their permissions. The app also shows your organisation's vehicle data, such as registration plates, models, positions, mileage and charge levels.

Location.If you allow it, the app reads your phone's location while it is open, to show where you are on the map and how far tasks and vehicles are from you. This stays on your phone. Your location leaves the phone only when you choose “Your location” as a task's location, when it is saved with that task as coordinates. You can refuse or withdraw location access at any time in your phone's settings; the app keeps working without it. When you search for an address, the text you type (never your position) is sent to the address-search service Photon, run by komoot GmbH.

Photos.You can attach photos from your photo library to checklist items and bug reports, and take a photo with the camera for a checklist item. The app only accesses the photos you choose, and uses the camera only while you take a photo, with your permission. On Android 9 and earlier, the camera also needs access to your phone's storage, which the app asks for when you first take a photo and uses for nothing else. Photos you take are not saved to your library. Before uploading, it converts each photo to a JPEG, which removes embedded metadata such as the place it was taken, and scales down photos for bug reports. Its own temporary copies are deleted once the photo is sent or discarded.

Notifications.If you allow notifications, the app registers your phone to receive them. We store a push token (an identifier for your installation of the app, issued for this purpose), the phone's platform (iOS or Android), and your language. Notifications tell you about tasks assigned to you, notes on your tasks and mentions of you, and can include a task's title and a short text. You can turn notifications off in your phone's settings at any time; logging out also takes your phone off them.

Bug reports.If you use “Report a bug”, we receive your description, any photos or screenshots you attach, the screen you sent it from (and the task or vehicle it was about), your phone's platform, the app version and the update it runs. The report is saved to your Lanterne account, where you can see it in the web app's chat list, and is posted to our team's internal workspace so we can investigate. We use AI to summarise reports for our team.

Usage analytics.If you allow it, the app records how it is used, so we can see which features people use, where they get stuck, and whether a new version works. It records events such as screens opened, sessions, a task opened or an action taken, a search made (only the number of characters typed, never the text), filters applied, and notifications allowed or opened. Events carry your user ID, your organisation's ID, whether you work at Lanterne, your permission level (technician or dispatcher), your language, the app version, the IDs of tasks and vehicles involved, and timings such as how long a change took to save. Our analytics provider, Amplitude, also receives a randomly generated device identifier, your phone's model, operating system and carrier, and your IP address, from which it derives an approximate location (city and country). Analytics never include the text of your notes, tasks, checklist answers or searches. The app asks you once, when you first sign in on a phone, and records nothing until you allow it. You can turn analytics off at any time in the app's Account screen, which stops them at once, and ask us to delete the analytics data we hold about you (see section 10).

Technical data. Like any internet service, our servers and those of our providers receive your IP address and technical details of each request, such as the time and the app version, and keep them in logs for security and troubleshooting. When the app checks for an update, it sends its version and platform to Expo, which serves our updates.

On your phone.To open quickly and to keep working with a weak connection, the app keeps on your phone: your sign-in session, in the phone's secure storage (iOS Keychain or Android Keystore); a copy of what it last loaded (your tasks, vehicles and permissions) for up to six hours; changes you made that have not reached our servers yet; the tasks you opened recently; your answer about usage analytics; and display preferences such as the order of your tasks. Logging out or switching organisation deletes the loaded copy, recent tasks and your task order. Uninstalling the app deletes everything it kept.

5. Why we use it, and our lawful basis

Where your organisation decides the lawful basis, its own privacy notice to staff explains it. Where we rely on legitimate interests, we have weighed them against your interests and rights, and you can ask us about that assessment. Where Swiss data protection law applies, we process your data according to its principles and for the same purposes.

6. Who receives your data

Within your organisation. Colleagues and administrators see your name, your work content and your activity on tasks according to the permissions your organisation sets.

Our service providers. These receive data so that we can provide the app. Those that process it on our behalf do so under contract and only on our instructions:

Address search. When you search for an address, the text you type is sent to Photon, a public address-search service run by komoot GmbH in Germany, together with your IP address.

Directions.If you tap Directions, the app opens your phone's own maps app (Apple Maps, Google Maps or another you choose) with the destination. From then on, that app's privacy policy applies.

Others, where required. Professional advisers; authorities, where the law requires it; and a buyer or successor, in connection with a sale or reorganisation of our business.

7. AI

Lanterne includes an AI assistant your organisation can use with its own data. We use AI models provided through Google Cloud Vertex AI. Google does not use the data we send to train or improve its models, and neither do we. From the app, bug reports are summarised with AI for our team; your work content may be processed by the assistant when your organisation uses it.

8. International transfers

We host the Lanterne service's databases and files in the European Union, with Amazon Web Services in Ireland and Google Cloud in Belgium. Some of our providers process data outside the UK, the EU and Switzerland: Clerk holds account and sign-in data in the United States; Expo, Mapbox and Slack process data in the United States; Apple and Google deliver push notifications worldwide; and Google's AI processing may take place outside the EU. Where a country has no adequacy decision, we rely on the UK–US Data Bridge or the EU–US and Swiss–US Data Privacy Frameworks where the provider is certified, or on the EU Standard Contractual Clauses with the UK Addendum and the Swiss amendments. You can ask us for a copy of the safeguards.

9. How long we keep data

We keep personal data only for as long as we need it for the purposes in this policy, or as the law requires, and then delete it.

• Account: until your account is deleted (see section 10).
• Work content: as long as your organisation decides, while it uses Lanterne. When your organisation stops using Lanterne, it chooses whether we return or delete its data. Unless its contract with us says otherwise, we delete it from our live systems within 90 days, and from backups within a further 90 days, so within 180 days at most.
• Push token: we stop sending to your phone when you log out or remove the app, and delete the push token when your account is deleted.
• Bug reports: while they help us investigate and fix the problem you reported, and no longer than your account.
• Usage analytics: until you ask us to delete them, or your account is deleted.
• Logs: while they are needed for security and troubleshooting.
• On your phone: the loaded copy for up to six hours, and until you log out or switch organisation; everything the app stored until you uninstall it.

10. Your choices and rights

Choices in the app and on your phone.

• Delete your account in the app's Account screen (see “Deleting your account” below).
• Turn usage analytics on or off at any time in the app's Account screen.
• Ask us at any time to delete the usage analytics data we hold about you, by emailing support@lanterne.ai from the address you sign in with.
• Refuse or withdraw access to your location, camera, photos and notifications in your phone's settings. The app keeps working without them.
• Log out to delete the data the app kept for you and take your phone off notifications.
• Uninstall the app to delete everything it stored on the phone.

Your rights. Depending on where you live, under UK GDPR, EU GDPR or Swiss data protection law, you have the right to access your personal data, have it corrected or deleted, restrict or object to its processing, withdraw your consent to analytics at any time (which does not affect what was processed before), and receive it in a portable format. Email support@lanterne.ai to exercise them. For data your organisation is responsible for (see section 2), we will pass your request to your organisation, which decides on it, and help them answer it.

Deleting your account. You can delete your account in the app, in the Account screen. Your account is closed at once: you are signed out on every device and can no longer sign in. Within 30 days we delete your account and the personal data we hold for our own purposes, keeping only what the law requires us to keep. If you change your mind within that time, contact us at support@lanterne.ai. Your work content belongs to your organisation, which decides what happens to it, as your colleagues may still need it. Your organisation can also remove you from its account.

Complaints.Please contact us first, so we can try to put things right. You can also complain to a supervisory authority: in the UK, the Information Commissioner's Office (ico.org.uk, 0303 123 1113); in the EU, the authority where you live or work; in Switzerland, the Federal Data Protection and Information Commissioner (edoeb.admin.ch).

11. Security

All data the app sends and receives is encrypted in transit (HTTPS). Data is encrypted at rest with our hosting providers. Your sign-in session is held in your phone's secure storage. Photos are uploaded through short-lived upload links. Our servers check every request against your permissions in your organisation, whatever the app shows. Access to production systems is limited to staff who need it.

12. Automated decisions

The app does not make decisions with legal or similarly significant effects about you based solely on automated processing.

13. Children

The app is a work tool for adults, used at an organisation's invitation. It is not directed at children, and we do not knowingly process children's data.

14. Changes to this policy

We will update this policy when the app or our processing changes, and change the “Last updated” date. If a change matters to you, we will tell you in the app or by email before it takes effect.