Privacy policy

The service is provided by Gaugelog AS, organization number 938 140 278, registered in the Norwegian Register of Business Enterprises.

For anything in this policy, write to hello@gaugelog.com. We have not appointed a data protection officer: the GDPR requires one only for certain kinds of large scale processing that we do not do. Privacy questions still reach a person at that address.

For your account, billing, analytics and our website, Gaugelog is the data controller: we decide what is collected and why.

For the data your company puts into Gaugelog (instruments, calibration records, certificates, uploaded files, and the audit trail that names which of your users did what), your company is the controller and Gaugelog is a data processor. That processing is governed by our data processing agreement. If you use Gaugelog through your employer, your employer decides how that data is handled; contact them first.

• Account data: your work email and password when you sign up. If you sign in with Google instead, we receive your email address from Google. If you turn on two factor authentication, we store your enrollment, never the codes.
• Billing data: company name, billing address and, for business customers, a VAT or tax ID, collected at checkout. Card details are handled by Stripe and never reach our servers.
• Feedback and import-concierge forms: the text you submit, the page it came from, and your email address when you choose to include it. Spreadsheet files are never sent through these forms.
• Optional acquisition survey: the source category you choose and, if you found Gaugelog through an AI service, the provider and exact prompt you choose to share. We ask you not to include confidential information. Exact prompt text is kept with your account and is never sent to analytics.
• Usage data: only if you allow analytics, and only from a fixed allowlist of events. The details are in the analytics section below.
• Support: the emails you send to hello@gaugelog.com, kept so we can help you and see the history.
• Technical logs: our hosting providers keep short lived request logs, including IP addresses, for security and operations. These expire automatically, within 30 days at most.

• Running the service you signed up for, including notifications you configure: performance of a contract (GDPR article 6(1)(b)).
• Keeping the service secure, preventing abuse, and short lived technical logs: our legitimate interest (article 6(1)(f)).
• Product emails you ask for: your consent (article 6(1)(a)). Transactional account and calibration emails are sent to perform the service you requested.
• Product analytics with cookies and persistent identifiers: your consent (article 6(1)(a)), asked for before anything is stored on your device. You can say no and keep using everything.
• Understanding how new accounts find Gaugelog and improving our communications through the optional acquisition survey: our legitimate interest (article 6(1)(f)). You can skip it and use the full product.
• Keeping invoices and billing records: legal obligation (article 6(1)(c)) under Norwegian bookkeeping law.

Your register, calibration records, certificates and uploaded files are stored with Supabase in Frankfurt, Germany (AWS eu-central-1). The application runs on Vercel in Frankfurt (fra1), and analytics data lives on PostHog Cloud EU, also in Frankfurt. Primary storage, hosting and analytics are all in the EU.

Two honest exceptions: notification emails are delivered by Postmark from the United States, and the optional AI column suggestion during import is computed by Anthropic in the United States. Both are covered in the sections below.

Import uses AI once, to read your column headers. Everything after that is deterministic: the same data produces the same register, the same certificate, the same numbers, every time. No AI touches your records.

Concretely: when you upload a spreadsheet, the column headers and a few sample rows are sent to Anthropic (US) to suggest a column mapping, which you review and confirm. Under Anthropic's commercial API terms, this data is not used to train models. If you would rather not use it, you can map the columns yourself.

We use PostHog Cloud EU (hosted in Frankfurt) to learn which features are used. Event analytics is built to be narrow: no autocapture and no advertising. Events come from a fixed allowlist (screen areas visited, feature actions, plan level), and a filter strips names, emails, instrument data, file contents, full URLs and search terms before events leave your browser.

If you allow analytics, we also record page interactions such as navigation, clicks and scrolling so we can see where the interface helps or gets in the way. All typed and on-screen text is masked in your browser before recording data is sent. Query strings, object identifiers and invite links are removed. We do not capture console logs, network request bodies or response bodies. Recordings run only on gaugelog.com, are kept for 30 days and are not made when you continue without cookies.

The first time you visit, a banner asks for your choice. If you allow analytics, we set cookies so usage can be measured across visits. If you decline, no analytics cookies or persistent identifiers are set and usage is counted anonymously; the only thing kept on your device is the choice itself. You can change your choice at any time via the Analytics choice link in the footer.

We use a small number of vendors to run the service. The current list, with what each one does, what data it sees and where it runs, is published at gaugelog.com/subprocessors. Today that list is: Supabase, Vercel, Postmark, Anthropic, Stripe, PostHog.

On the marketing site, Formspree (Formspree, Inc. (US)) handles feedback forms and the import-concierge support form and receives the feedback or support text you submit, the page it came from, and your email address when you choose to include it. spreadsheet files are never sent to formspree.

We do not sell personal data, and we do not share it with anyone beyond the vendors on that list.

Primary storage, hosting and analytics are in the EU. Where a vendor processes data in the United States (Postmark for email delivery, Anthropic for the import suggestion, and Stripe for payment processing), the transfer is covered by that vendor's data processing agreement with the EU standard contractual clauses.

• Account and register data: kept while your account is active. When you ask us to delete your account, we delete your data from our systems within 30 days; copies in encrypted backups expire on a rolling schedule and are gone within a further 60 days.
• Invoices and billing records: kept for five years after the end of the accounting year, as Norwegian bookkeeping law requires, even if the account is deleted earlier.
• Feedback and support form submissions: kept while they are needed to answer the request and improve the relevant product surface, then deleted.
• Optional acquisition survey: kept with your account, available for an account admin to update, and deleted with the account.
• Notification log (which reminder emails were sent, to whom, when): kept as part of your account's history while the account is active.
• Analytics: the consent choice is stored for 180 days on your device; usage events are kept in PostHog for product analysis and are not tied to your register data. Masked session recordings are deleted after 30 days.

You can ask us for access to the personal data we hold about you, have it corrected or deleted, receive a copy in a portable format, and object to or restrict processing based on legitimate interest. Consent based processing you can withdraw at any time. Write to hello@gaugelog.com and we answer within 30 days.

If you are unhappy with how we handle your data, you can complain to Datatilsynet (the Norwegian Data Protection Authority) or to the supervisory authority in your own country.

If your data is in a customer's Gaugelog account, we will point your request to that customer and help them answer it, as the GDPR expects of a processor.

You have the right to have your account and its data deleted. There is no self serve delete button yet, so deletion is a defined manual routine: email hello@gaugelog.com from the address on your account, we confirm the request, and we complete the deletion within 30 days. Export your data first if you want to keep it; we can help with that before deleting.

What survives deletion: invoices and billing records we must keep under Norwegian bookkeeping law, and residual copies in encrypted backups until those expire, as described under retention.

Signed in, Gaugelog sets the session cookies from our authentication provider, Supabase (names starting with sb-). They are strictly necessary to keep you signed in and need no consent.

Analytics cookies are set only after you choose Allow analytics in the consent banner: the PostHog measurement cookie, plus two of our own, gl_consent (records that you said yes, 180 days) and gl_attr (which campaign brought you here, 180 days). If you decline, none of these are set; your device keeps only a record of the choice itself. We run no advertising or tracking cookies, and the footer's Analytics choice link reopens the banner at any time.

Data is encrypted in transit (TLS) and at rest. Every account's data is scoped to that account, two factor authentication is available to all users, and the service is hosted in the EU. The technical and organizational measures are described in more detail in the data processing agreement.

When this policy changes in a way that matters, we tell account owners by email before the change takes effect. The date at the top is the date of the latest revision.

Questions about privacy at Gaugelog: hello@gaugelog.com.