Privacy policy

1. What we process and why

We receive your task description, email address and contact language; your name and company are optional. If you use AI, we also store its suggestion. Without a description we cannot assess the task; without an email address we cannot reply to an enquiry.

We use enquiries to respond and explore a possible service agreement, relying on steps taken at your request before a contract or our legitimate interest in communicating with a company representative. For security, we process technical data including IP addresses and browser identifiers. We meet legal duties where required. We do not sell data or send marketing emails without a separate basis.

2. AI and service providers

With your separate consent, OpenAI receives the description and language to prepare a suggestion and a Latvian summary. We do not include the separate email field. Do not enter passwords, customer data or other sensitive information. You can contact us without AI. AI can be wrong; its output is not a binding offer or an automated decision with legal or similarly significant effects.

Zone provides our server in Estonia and email services; Google Sheets and Apps Script support enquiry records. Access is limited to the controller and authorised technical support where needed. Authorities may receive data where required by law.

3. Data outside the EEA

Google and OpenAI may process data outside the European Economic Area, including the US. Depending on the service, protection relies on adequacy decisions, the EU–US Data Privacy Framework or standard contractual clauses. Provider information is linked below; contact us about applicable safeguards and obtaining a copy. OpenAI does not use API data for model training by default; security logs are generally retained for up to 30 days, with legal and security exceptions.

4. Retention

We keep enquiries that do not lead to a working relationship for up to 12 months after the last contact, then delete or anonymise them, including spreadsheet and mailbox copies. Contracts, accounting and dispute records may have other lawful retention periods. We also assess backup copies when handling erasure requests. Backups are encrypted before upload and stored in a separate Google Drive folder with 30-day rotation. They are used only for recovery; erasure requests take this replacement period into account.

Standalone AI session text is removed after 7 days; a copy attached to an enquiry follows its retention period. Technical session records are kept for up to 180 days and enquiry security records for up to 30 days. Server logs rotate daily, retaining 14 archives.

5. Cookies and external fonts

The __Host-lr-insight cookie (up to 180 days) identifies the AI session and helps prevent abuse. The lr-lang browser entry stores your language until you change it or clear site data.

Google Fonts requests send technical information, including your IP address, to Google. You can block external requests or clear site data; this may affect appearance or the AI session. Connections use HTTPS and data access is restricted.

With separate consent, we use Google Analytics (Google Ireland Limited) to measure page visits, traffic sources, device types and successful enquiries. Google may receive browser and device information, cookie identifiers and approximate location derived from the IP address. We do not send enquiry text, names or email addresses to Analytics. Advertising personalisation and Google Signals are disabled. The Analytics code loads only after consent; declining does not affect the website or enquiry form.

We store your analytics choice (lr-analytics-consent-v1) and Google Analytics cookies (_ga and _ga_…) for up to 180 days. Individual event data in the Analytics property is retained for 2 months; aggregated reports may have different retention periods. You can change or withdraw consent at any time using “Cookie settings” at the bottom of the page. Withdrawal stops future measurement and deletes this site’s analytics cookies; it does not automatically erase data already processed. Google may process data outside the EEA using the applicable data-transfer mechanisms.

6. Your rights

Email hello@lessroutine.eu to request access, correction, erasure, restriction or portability, or object to processing based on legitimate interests, where these rights apply. You can withdraw consent at any time without affecting earlier lawful processing. We normally respond within one month and explain any legally permitted extension. Proportionate identity checks may be needed.

You can complain to the authority where you live, work or believe an infringement occurred, including Latvia’s Datu valsts inspekcija or Estonia’s Andmekaitse Inspektsioon. The update date records policy changes; we provide further information about significant changes and request any new consent separately.