TerreLenz / Privacy and cookies
Privacy notice
Privacy and cookies.
The short version: the public website uses Google Analytics only if you accept it in the cookie banner, and sets no other optional cookies. The customer portal keeps what it needs to run your account and keep it secure, sets only the cookies needed to keep you signed in, and has no analytics. We don't sell or share your personal information.
Who we are
This website and the TerreLenz customer portal are run by [legal name of the company], [registered address] ("we", "us"). We are the controller of the personal information described here. For anything about privacy, email [[email protected]].
This notice covers the website, the portal, and the license service that the TerreLenz application signs in to for a subscription license. Personal information inside the application's license files (the licensee's name and the computer's identifier) is described in the license terms.
What we collect
When you visit the website
Until you choose, the public pages set no cookies and load nothing from other companies: the fonts and images are served from our own server. Our application keeps no log of page visits. Like any web server, ours sees your IP address and browser details in order to deliver the page and may keep them briefly in connection logs for security ([hosting provider and its log retention]).
If you accept analytics, the pages load Google Analytics, which records the pages you view, the page that sent you here, your browser, device and screen, your approximate location (Google works it out from your IP address and doesn't store the address), and which of our buttons you use, such as "Request a tester build". It sets cookies holding a random identifier so it can tell visits apart. We use the reports to see which pages are useful and how people find us. Google signals and ad personalization are turned off, so this information isn't used for advertising. If you reject analytics, none of this happens.
When you email us
Your email address, name and whatever you write, including any project files you send, to answer you. Your models stay yours: we use them only to answer your question.
When you have a customer portal account
Portal accounts are created by us for people at companies with a TerreLenz license that includes maintenance; there is no public sign-up. We get your details from your company when it buys or renews the license. For each account we keep:
- Account details: your name, business email address, company, the license ID and its maintenance end date.
- Your password, only as a salted scrypt hash: we can't read it.
- Sign-in codes: each emailed code is stored only as a keyed hash and deleted when used or after 10 minutes.
- Signed-in browsers: a random identifier for each signed-in session, and for each browser you choose to trust, stored only as a hash.
- A security log of account events: sign-ins, wrong passwords or codes, codes sent, password changes, sign-outs and file downloads, each with the time and the IP address it came from.
We don't collect payment card details through the website or the portal.
When TerreLenz signs in for a subscription license
With a subscription, TerreLenz signs in with your portal account and checks out one of your organization's licenses for the computer it runs on, renewing it when it starts and about once a day while online. For this we keep:
- App sign-ins: random tokens for each computer or machine you sign in, stored only as hashes, and API keys you make on your account page, also stored only as hashes.
- Licenses checked out: which license you have on which computer: the computer's identifier (worked out from its hardware, not your files), its name, its operating system, the TerreLenz version, and when it last checked in. Your organization's admins see this for their members, to manage the organization's licenses.
- A license log of each license issued: the license ID, your email, the computer's identifier, name and operating system, the TerreLenz version, the features and dates of the license, and the IP address the request came from.
TerreLenz sends nothing about your models, projects or results to the license service.
Why, and the legal basis
| What we do | Information used | Legal basis (GDPR art. 6) |
|---|---|---|
| Provide the portal: sign-in, downloads, tutorials, support | Account details, password hash, sessions | Contract with you or your company (6(1)(b)); for staff of a licensee, our and the licensee's legitimate interest in giving them the service bought (6(1)(f)) |
| License TerreLenz under a subscription: sign the app in, issue licenses, keep to the number of licenses bought, let your organization's admins manage them | Account details, app sign-ins, licenses checked out, license log | Contract with you or your company (6(1)(b)); for staff of a licensee, our and the licensee's legitimate interest in giving them the service bought (6(1)(f)) |
| Keep accounts secure: two-step sign-in, rate limits, investigating misuse | Sign-in codes, security log, IP addresses | Legitimate interest in protecting accounts and our software (6(1)(f)) |
| Answer questions and support requests | Email, message, files you send | Contract (6(1)(b)) or legitimate interest in answering you (6(1)(f)) |
| Understand how the website is used, to improve it and our marketing (Google Analytics) | Pages viewed, referrer, device and browser, approximate location, button clicks, analytics cookie identifier | Your consent (6(1)(a)), which you can withdraw at any time from "Cookie settings" |
| Keep business and tax records about licenses | Company, license and maintenance records | Legal obligation (6(1)(c)) |
We don't use your information for advertising, profiling or automated decisions with legal or similarly significant effects.
Who we share it with
Only service providers that process it for us, under contracts that limit them to our instructions:
- Hosting: [provider, location], which runs the website, the portal and its database.
- Email delivery: [provider, location], which sends sign-in codes, invitations and password links.
- Website analytics, only if you accept it: Google Analytics, provided by Google Ireland Limited (and Google LLC in the US), as our processor under Google's data processing terms.
We may also disclose information when the law requires it, to protect our rights or users' safety, or to a buyer of our business, who would be bound by this notice. We don't sell personal information, and we don't share it for cross-context behavioral advertising.
Transfers outside your country
[Where the data is stored, and if it leaves the EEA, the UK or Switzerland, the safeguard used: an adequacy decision such as the EU–US Data Privacy Framework, or the European Commission's standard contractual clauses with the UK addendum.] Google Analytics data may be processed in the United States by Google LLC, which is certified under the EU–US Data Privacy Framework and its UK and Swiss extensions. You can ask us for a copy of the safeguards.
How long we keep it
| Information | Kept for |
|---|---|
| Sign-in codes | Until used, or 10 minutes |
| Password-reset and invitation links | Until used, or 1 hour (reset) and 7 days (invitation) |
| Signed-in sessions | Until you sign out, after 12 hours without use, or 7 days at most |
| Trusted browsers | 30 days, or until you sign out everywhere or change your password |
| Security log | 12 months, then deleted automatically |
| App sign-ins | Until you sign out of TerreLenz, or 90 days without use; all end when you sign out everywhere or change your password |
| API keys | Until you delete them |
| Licenses checked out | Until the license is returned or freed, or 7 days after the computer last checked in |
| License log | 6 months, then deleted automatically |
| Google Analytics data | [14 months: set "Event data retention" in Google Analytics to match], then deleted by Google; the cookies expire after 2 years or when you withdraw consent |
| Your cookie choice | 12 months, then we ask again |
| Account details and password hash | While your company's license is active and you're one of its users; deleted [within 90 days] after the account is closed, or sooner if you ask |
| Emails and support files | [e.g. 3 years after the last message], or sooner if you ask |
| License and billing records | As long as tax and accounting law requires |
Security
Signing in to the portal takes your password and a code emailed to you. Passwords are stored as salted scrypt hashes; codes, sessions and links are stored only as hashes and expire quickly. Repeated wrong attempts are slowed down. The portal is served only over HTTPS, and its cookies can't be read by scripts or sent from other sites. No system is perfectly secure: if you think your account has been used by someone else, reset your password and tell us.
Cookies and similar technologies
There are two kinds. Strictly necessary ones remember your cookie choice and keep you signed in to the customer portal; the law doesn't require consent for them (ePrivacy Directive art. 5(3) and the UK PECR), so they're always on. You can block them in your browser, but then you can't sign in. Analytics cookies are set only if you accept them in the banner, and nothing from Google is loaded before you do. The portal and the sign-in pages never use analytics.
You can change your choice at any time with "Cookie settings" at the bottom of every page, or here: . Withdrawing consent deletes the analytics cookies.
| Name | Set by | What it does | Expires |
|---|---|---|---|
__Host-ls_pending | Portal, first party | Remembers a sign-in between your password and the emailed code | 10 minutes, or when the sign-in finishes |
__Host-ls_session | Portal, first party | Keeps you signed in | When you sign out; after 12 hours without use; 7 days at most |
__Host-ls_device | Portal, first party | Only if you tick "Trust this browser": skips the emailed code on this browser | 30 days, or when you sign out everywhere or change your password |
terrelenz.consent | Website, local storage (not a cookie); strictly necessary | Remembers your cookie choice and when you made it | 12 months, then we ask again |
_ga | Google Analytics, first party; only with your consent | A random identifier that tells visits apart | 2 years, or when you withdraw consent |
_ga_<ID> | Google Analytics, first party; only with your consent | Keeps the state of the current visit | 2 years, or when you withdraw consent |
If we add another optional cookie or tool, we'll list it here and ask everyone again before using it.
Your rights (GDPR and UK GDPR)
If you're in the European Economic Area, the United Kingdom or Switzerland, you can ask us to:
- access your personal information and get a copy;
- correct it if it's wrong;
- delete it;
- restrict how we use it;
- port it: receive it in a machine-readable format;
- object to uses based on our legitimate interests.
Email [[email protected]]. We'll answer within one month, and may ask you to confirm it's you. You can also complain to your data protection authority: in the EEA, the authority where you live or work; in the UK, the Information Commissioner's Office (ico.org.uk). [If required: our EU and UK representatives under GDPR art. 27.]
If your company's license gave you the account, we may need to tell your company about a request that affects its license, such as deleting the account it relies on.
California and other US states
This section is our notice at collection and privacy policy under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA).
What we collected in the last 12 months
| CCPA category | Examples | Disclosed for a business purpose to |
|---|---|---|
| Identifiers | Name, email address, IP address, account and license IDs, computer identifiers and names | Hosting and email-delivery providers |
| Commercial information | License and maintenance records | Hosting provider |
| Internet or other electronic network activity | The portal's security log; the license log; with your consent, website analytics | Hosting provider; Google, as our service provider for analytics |
| Professional or employment-related information | Your company | Hosting provider |
| Sensitive personal information | Account sign-in: email and password (kept only as a hash) | Hosting provider |
Sources: you, your company, and your browser when you use the portal. Purposes and retention are the ones in Why and How long we keep it. We use sensitive personal information only to provide and secure your account, not to infer anything about you.
We don't sell or share personal information (sharing meaning for cross-context behavioral advertising), haven't in the last 12 months, and have no actual knowledge of selling or sharing the information of anyone under 16. Google Analytics runs only with your consent, with Google signals and ad personalization off, as our service provider. We treat a Global Privacy Control signal from your browser as a valid opt-out request: with it on, advertising and marketing cookies stay off whatever the banner says.
Your California rights
- Know and access: what we collect, use and disclose, and a copy of it.
- Delete the personal information we collected from you.
- Correct inaccurate personal information.
- Opt out of the sale or sharing of personal information (we do neither).
- Limit the use of sensitive personal information (we use it only as the law allows without this right applying).
- No discrimination for using any of these rights.
To make a request, email [[email protected]] [and, if required, a toll-free number]. We'll confirm within 10 business days and answer within 45 days. To verify a request we'll match it against what we already hold, usually by email to your account address. You can use an authorized agent, who must show your signed permission; we may still ask you to verify your identity.
Other US states. If you live in a state with a similar law (such as Colorado, Connecticut, Virginia, Texas or Oregon), you have similar rights. Use the same email address. If we turn down a request, you can appeal by replying to our answer, and we'll tell you the outcome and how to contact your state's attorney general.
Children
The website and the portal are for engineers and businesses, not for children under 16, and we don't knowingly collect their personal information.
Changes and contact
When we change this notice we'll update the date at the top, and we'll email portal users about any significant change before it takes effect. Questions or requests: [[email protected]], [legal name and postal address].