My Logspan privacy notice

How to contact us

Questions about this notice, requests concerning your personal information or concerns about how your information is used can be sent to:

Email: support@logspan.com

You may also write to Logspan using the postal address shown on your quotation, order confirmation or invoice.

Information we collect

We may collect and use:

• Your name, email address, telephone number and customer details.
• Your project number, product, specification, project stage and agreed dates.
• Plans, drawings, invoices, approvals and warranty documents.
• Garden photographs, access photographs, base photographs, videos and other files you upload.
• Messages exchanged between you and the Logspan team.
• Portal activity, notifications and records of project changes.
• Authentication, security and technical information needed to protect your account and the portal.

Please do not upload payment-card information, passwords, medical information or unrelated sensitive personal information.

Why we use your information

We use your information to:

• Provide and manage your My Logspan account.
• Process, manufacture, deliver and install your order.
• Keep you informed about your project.
• Review plans, photographs, specifications and approvals.
• Provide warranty and after-sales support.
• Maintain accurate project, financial and customer-service records.
• Protect customers, staff and the portal from fraud, misuse and security threats.
• Investigate complaints, disputes and warranty claims.

Our lawful reasons for using your information

Depending on the information and the reason it is being used, we rely on:

• Contract: to provide the product and services you have ordered.
• Legal obligation: to maintain financial, tax and other legally required records.
• Legitimate interests: to manage projects, provide customer support, maintain security, prevent mistakes and resolve disputes.
• Consent: where you have chosen to receive optional marketing communications.

Portal access and project communications are not dependent on agreeing to receive marketing.

Systems and service providers

Information used by My Logspan may be processed through the following systems:

• HubSpot: customer, order, project and communication records.
• Microsoft SharePoint: project files, plans, photographs and documents.
• Supabase: authentication, access permissions, messages, notifications and portal records.
• Vercel: hosting and technical operation of the portal.
• Resend: secure authentication and portal emails.
• Cloudflare Turnstile: bot, fraud and abuse protection.

We only provide suppliers with the information required to deliver their service. Where a supplier processes information outside the UK, we require appropriate legal and contractual safeguards.

How long we keep information

We do not intend to keep personal information indefinitely. Our current My Logspan retention periods are:

• Core customer and project records: the longer of six years after project completion or twelve months after the warranty expires.
• Portal access: normally deactivated 90 days after warranty expiry, unless a matter remains open.
• Plans, specifications, approvals and warranty records: retained with the core project record.
• Garden, access and base photographs or videos: normally deleted twelve months after successful installation.
• Financial and accounting records: normally six years from the end of the relevant financial year.
• Portal messages and activity history: normally six years after project completion.
• Customer notifications: normally twelve months.
• Expired secure-upload-link records: normally deleted after 90 days.

Information may be kept for longer when required by law or when it is needed for an unresolved complaint, warranty claim, legal claim or dispute.

Security

My Logspan uses account verification, secure sign-in links, project-level access controls, Cloudflare security verification and protected file-download routes.

Customer files are held in the relevant Logspan SharePoint project folder. Customers are not given direct access to the underlying SharePoint folder.

No online system can guarantee absolute security, but we review access, authentication and system activity and take reasonable steps to protect the information entrusted to us.

Your data-protection rights

Depending on the circumstances, you may have the right to:

• Ask for a copy of your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete information that we no longer have a lawful reason to keep.
• Ask us to restrict how information is used.
• Object to certain uses of your information.
• Withdraw consent where processing relies on consent.
• Ask for certain information to be provided in a portable format.

To make a request, email support@logspan.com. We may need to confirm your identity before releasing or changing information.

Complaints

Please contact Logspan first so that we have the opportunity to investigate and resolve your concern.

You also have the right to raise a concern with the UK Information Commissioner's Office.

Visit the Information Commissioner's Office

Changes to this notice

We may update this notice when My Logspan, our suppliers or our legal obligations change. The latest version and update date will always be displayed on this page.