1. Who we are
This app (the “App”) is a hobbyist tool that allows users to record and track pond water test results.
For any questions about this policy or your data, you can contact us at:
Email: support@koipondtoolkit.uk
For data protection purposes, we are the Data Controller.
2. What data we collect
We collect only the minimum data required to operate the App.
- Account data: Email address, User ID.
- Billing Data (Subscribers only): Name and Billing Address. This is required for tax compliance and fraud prevention.
- Security: User authentication (including passwords) is handled securely by Clerk. We never see or store your password.
- User-generated data: Pond water test results and notes that you choose to record.
We do NOT collect:
- Precise location data (GPS)
- Health data
- Children’s data
3. How we use your data
We use your data only to:
- Create and manage your account
- Allow secure login
- Store and display your pond records
- Process subscription payments and tax calculation
- Provide support if you contact us
We do not use your data for advertising, profiling, or resale.
4. Legal basis for processing (UK & EU)
Under UK GDPR / GDPR, we process personal data on the following lawful bases:
- Contract: to provide the service you sign up for (including subscriptions).
- Legitimate interests: to operate and improve the App.
- Legal Obligation: to calculate and remit taxes based on your location.
5. Payments
If you subscribe to a paid plan:
- Payments are processed by Stripe.
- Stripe collects your Name and Billing Address during checkout to verify your location for tax purposes.
- We do not store payment card details on our own servers.
- Stripe acts as a Data Processor and processes payment data in accordance with its own privacy policy.
6. Data sharing
We share personal data only with service providers necessary to operate the App:
- Clerk: user authentication and account management.
- Stripe: payment processing and billing address verification.
These providers process data on our behalf and comply with applicable data protection laws.
7. International users
The App is currently intended for users in the United Kingdom and United States. Where personal data is transferred outside of these regions, appropriate safeguards are in place through our service providers.
8. Data retention
We retain your data only while your account remains active. When you delete your account:
- Your account data is removed.
- Your stored pond records are deleted or anonymised.
- Billing records may be retained by Stripe for legal tax periods (usually 6-10 years).
9. Your rights
Depending on your location, you may have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Object to certain processing
You can exercise these rights by contacting us at the email above.
10. Account deletion
You may delete your account at any time via the App settings menu. Once deleted, your login and data will no longer be accessible.
11. Cookies
The App does not use advertising or tracking cookies. Essential cookies (from Clerk and Stripe) are used only to ensure secure login and payment processing.
12. Changes to this policy
We may update this policy from time to time. Any changes will be reflected by updating the “Last updated” date above.