Privacy Policy

This Privacy Policy explains how Spectinga Limited ("Spectinga", "we", "us", or "our") processes personal data in connection with the Logbook mobile application (the "App"), available for Android and iOS.

Logbook is a business-to-business SaaS platform provided to commercial organisations ("Customers") for operational logging, telephony, and transcription purposes.

This policy applies to individuals authorised by a Customer to use the App ("Authorised Users").

• Business name: Spectinga Limited
• Registered address: 15 Queen Street, Edinburgh, EH2 1JE, United Kingdom
• Registered number and where registered: Registered in Scotland – Company Number SC685003
• ICO Registration Number: ZB035698
• Contact email: privacy@spectinga.com
• Contact phone: +44 (0) 808 196 8037

For the purposes of applicable data protection law (including UK GDPR and EU GDPR):

• Spectinga acts primarily as a data processor when processing Customer Data on behalf of its Customers.
• Spectinga acts as a data controller in relation to account administration data and certain derived, de-identified analytics data described in this policy.

This Privacy Policy applies to:

• Authorised Users of the Logbook applications for Android and iOS;
• Individuals whose personal data may be included within audio recordings submitted by Authorised Users;
• Individuals who place telephone calls to, or receive telephone calls from, Authorised Users using the App's calling features.

The App is intended for authorised business use by individuals aged 18 and over. The App is not directed at individuals under the age of 18.

Logbook is an audio transcription and operational logging tool. The App supports two distinct recording activities: (a) voice narration recording, described in this section, and (b) telephone call recording, described in Section 5.

Voice narration recording:

• Begins only when an Authorised User actively selects "Start Recording";
• May continue while the App is minimised or running in the background;
• Displays a clear, persistent on-screen indicator (a system notification on Android and an in-app recording banner on iOS) while recording is active;
• Can be stopped at any time by the user.

The App does not record voice narration without explicit user activation.

Authorised Users are solely responsible for ensuring compliance with applicable laws regarding audio recording and for obtaining any required consent prior to recording any individual.

The App provides telephony features that allow an Authorised User to make and receive business telephone calls using a phone number provisioned to them through the service.

When the calling feature is enabled by the Customer:

• Inbound and outbound calls, and any voicemail messages, may be recorded;
• The App allows the Customer to configure an audible recording notice for inbound calls before the call is connected. Where the Customer chooses not to use such a notice, the Customer is responsible for ensuring that any notices are provided and any consents are obtained as required by applicable law;
• On outbound calls, no automated recording notice is played to the called party; the Customer is responsible for ensuring that its Authorised Users inform the other party that the call is being recorded, where notification or consent is required by applicable law;
• Call recordings are securely transmitted to and stored on Spectinga's cloud infrastructure;
• Recordings are transcribed and summarised into call notes using the third-party providers described in Section 7;
• Call notes, transcripts, and call metadata are made available to the Customer through the Logbook platform.

Call-related personal data may include the telephone numbers of both parties to a call, call timestamps and duration, recordings of the call audio, transcripts, and AI-generated summaries.

A call may involve an individual who is not an Authorised User (for example, a customer or member of the public). Where the Customer has configured an automated recording notice, such individuals may hear that notice before the call is connected. The Customer, as data controller, is responsible for determining and meeting any further consent or notification requirements applicable to those individuals; Spectinga processes such recordings solely on the Customer's documented instructions.

Authorised Users may optionally verify their own mobile telephone number so that it can be presented as the caller ID on outbound calls. This involves transmitting the number to our telephony provider for verification.

A. Audio Recordings (Customer Data)

When voice narration recording is enabled:

• Audio is recorded on the device;
• Audio is securely transmitted to Spectinga servers;
• Data is encrypted in transit (HTTPS);
• Data is encrypted at rest.

Audio recordings are retained for 24 months unless otherwise agreed with the Customer.

B. Call Recordings and Telephony Data (Customer Data)

When the calling feature is enabled:

• Call audio is recorded and stored on Spectinga's cloud infrastructure;
• The telephone numbers of the parties to a call are recorded;
• Call recordings, transcripts, and notes are encrypted in transit and at rest.

Call recordings are retained for 24 months unless otherwise agreed with the Customer.

C. Transcripts and Summaries (Customer Data)

Audio and call recordings are converted into text transcripts using secure third-party artificial intelligence and speech-processing service providers, and summarised into structured notes using third-party artificial intelligence providers. The providers we use are described in Section 7.

Such providers:

• Process data solely on Spectinga's documented instructions;
• Are contractually prohibited from using Customer Data to train their own models;
• May retain submitted data for limited periods (for example, up to 30 days) in accordance with their contractual terms for service integrity, security, and abuse-monitoring purposes.

Spectinga ensures that appropriate contractual and data protection safeguards are in place with such providers.

Transcripts and summaries are stored securely and retained in accordance with Customer agreements and legitimate business record-keeping requirements.

D. Account and Access Data

We collect limited account information necessary to provide access to the service, including:

• Name;
• User ID (account identifier);
• Email address (where provided);
• The telephone number provisioned to the Authorised User, and any mobile number the user verifies for caller-ID purposes;
• Authentication credentials and access tokens.

This information is used to:

• Create and manage user accounts;
• Provide access to the service;
• Route and present telephone calls;
• Maintain account security.

E. Technical, Diagnostic, and Analytics Data

We may collect technical, diagnostic, and product-analytics data necessary to maintain the security, performance, and reliability of the App, and to understand and improve how the service is used. This may include:

• Device type;
• Operating system and version;
• App version;
• Device identifiers (including push-notification tokens used to deliver notifications);
• Crash diagnostics and error logs;
• In-app interaction and usage events relevant to service functionality.

Product-analytics data is collected through a third-party analytics provider (see Section 7) and is associated with an Authorised User's account via a pseudonymous account identifier and, where relevant, the user's name and Customer organisation. It is used for security monitoring, debugging, performance optimisation, and service improvement. We do not enable session replay or screen-recording analytics, and analytics are not collected from internal development builds.

Spectinga engages a limited number of trusted third-party service providers (subprocessors) to deliver the service. These currently include:

• Cloud hosting and storage providers, for application hosting, database, and encrypted storage of recordings and transcripts;
• A speech-to-text transcription provider, which transcribes voice narration and call recordings;
• An AI language-model provider, which generates structured job cards and call notes from transcript text;
• A telephony provider, which provisions phone numbers and carries and records calls;
• Push-notification providers (the Apple and Google push services), which deliver notifications to devices;
• A product-analytics provider, which collects the technical and usage data described in Section 6(E);
• A parts and vehicle-data provider, used to look up parts and machine information from a serial or registration number.

Each subprocessor processes personal data only on Spectinga's documented instructions and under appropriate contractual and data-protection safeguards. A current list of subprocessors, including their identities and locations, is available to Customers on request.

Customer Data

For audio recordings, call recordings, transcripts, and work-related operational information:

• The Customer acts as the data controller.
• Spectinga acts as a data processor, processing data on the Customer's behalf and in accordance with contractual instructions.

Authorised Users seeking access, rectification, restriction, or deletion of work-related data should contact their employer or contracting organisation directly.

Spectinga will assist Customers in responding to lawful data subject requests where required.

Derived and Aggregated Data

Spectinga may generate derived data, structured metadata, analytics insights, and aggregated operational intelligence from Customer Data.

When used for:

• Service improvement;
• Optimisation of Spectinga's own models and prompts;
• Product development;
• Benchmarking;
• Research and analytics;

such data will:

• Not identify individual users;
• Be de-identified with respect to individual users;
• Be aggregated across Customers where appropriate.

Spectinga acts as data controller in relation to such derived, de-identified analytics data. This is distinct from the account-level product-analytics data described in Section 6(E), which is associated with an individual account.

Where Spectinga acts as data controller, we rely on:

• Article 6(1)(b) – Contract, to provide and administer access to the Logbook service;
• Article 6(1)(f) – Legitimate Interests, to maintain system security, improve service functionality, develop analytics capabilities, and enhance performance.

Where processing is based on legitimate interests, we ensure that such interests are not overridden by the rights and freedoms of individuals.

Where Spectinga processes personal data on behalf of a Customer, the Customer determines the applicable lawful basis for such processing.

The App is not intended for the intentional recording of special category personal data (such as health data or other sensitive information).

Authorised Users are responsible for ensuring that recordings comply with applicable data protection and employment laws.

Where such data is processed, it is processed solely on the documented instructions of the Customer.

• Audio recordings (voice narration): 24 months unless otherwise agreed.
• Call recordings: 24 months unless otherwise agreed.
• Transcripts and summaries: retained in accordance with Customer agreements and business record-keeping requirements.
• Account data: retained while the account remains active and as necessary for legal compliance.
• Technical, diagnostic, and analytics data: retained as necessary for the purposes described in this policy.
• Derived and aggregated analytics data: retained as necessary for legitimate business purposes.

If an Authorised User account is deleted, Customer business records may continue to be retained under the Customer's control.

Customer Data may be processed by service providers located outside the United Kingdom or European Economic Area.

Where international transfers occur, Spectinga implements appropriate contractual safeguards (such as Standard Contractual Clauses or the UK International Data Transfer Agreement) and data protection commitments in accordance with applicable data protection laws.

Spectinga implements appropriate technical and organisational measures to protect personal data, including:

• Encryption in transit;
• Encryption at rest;
• Access controls on a need-to-know basis;
• Contractual safeguards with subprocessors.

Where Spectinga acts as data controller, individuals may have the right to:

• Access their personal data;
• Request rectification;
• Request erasure;
• Restrict processing;
• Object to processing;
• Data portability (where applicable).

Requests relating to work-related recordings, call recordings, or transcripts must be directed to the relevant Customer (employer or contracting organisation), which acts as data controller for that data. Spectinga will assist Customers in fulfilling lawful data subject rights requests where required.

The App allows Authorised Users to delete certain of their own records (for example, individual call records and in-progress recordings). Completed work records and full erasure requests are managed by the Customer as data controller; Spectinga does not provide an in-app self-service feature for Authorised Users to erase completed Customer work records.

Individuals also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) or their local supervisory authority.

We may update this Privacy Policy from time to time. Updated versions will be published on our website with an updated effective date.

• Business name: Spectinga Limited
• Contact email: privacy@spectinga.com
• Contact phone: +44 (0) 808 196 8037