Privacy Policy

Last updated: August 5, 2026

Lotspan (“Lotspan,” “we,” “us”) provides lot and order management software to building subcontractors and their teams (“customers”). This policy explains what we collect, how we use it, who we share it with, and the choices and rights you have. It applies to the Lotspan application and related services.

Most data in Lotspan is entered by a customer about their own business (lots, orders, buyers, schedules). For that data, the customer is the controller and Lotspan is the processor acting on their instructions; this policy describes our practices as a processor and, for account/usage data, as a controller.

Information we collect

• Account data — name, work email, role, and authentication data (a hashed password if you set one, and if you enable two-factor authentication, an encrypted TOTP secret and hashed recovery codes).
• Customer business data — records your workspace enters or generates: lots, trades/orders, schedules, service tickets, selections, buyer contact details (name, email, phone), and generated documents (e.g., contract PDFs) and uploaded photos.
• Usage & device data — log data such as timestamps, pages/actions, IP address, and browser/user-agent, used for security, debugging, and reliability.
• Cookies — see “Cookies” below. We do not use advertising or cross-site tracking cookies.

How we use information

• To provide, secure, and operate the service (authentication, multi-tenant isolation, and access control).
• To send transactional email (sign-in links, invitations, password resets, and buyer contract delivery).
• To monitor errors and prevent abuse (rate limiting, audit logging of changes).
• To comply with legal obligations and enforce our Terms.

We do not sell personal information, and we do not use it for advertising.

Sub-processors

We use a small set of vendors to run the service. Each processes data only as needed to provide their function:

Data retention

We retain customer business data for the life of the customer’s account and as needed to provide the service. On account closure, data is retained for a limited wind-down period and then deleted or anonymized, unless a longer period is required by law. Security logs and audit records are kept for a limited period for integrity and troubleshooting.

Your rights (GDPR / CCPA)

Depending on your location you may have the right to access, export, correct, or delete personal data, and to object to or restrict certain processing. Because most personal data belongs to a customer’s workspace, the fastest path is through that workspace:

• Access / export — a workspace administrator can export a buyer’s data from Settings → Data requests, producing a machine-readable file of that person’s records.
• Deletion / anonymization — an administrator can anonymize a buyer from the same screen; identifying fields are scrubbed and the record is marked deleted (we do not hard-delete transactional history required for accounting).
• If you can’t reach the workspace, or you are an account user exercising your own rights, email privacy@lotspan.com and we will help route the request. We do not discriminate against you for exercising these rights.

Cookies

We use only strictly-necessary cookies: a session cookie to keep you signed in, a short-lived cookie recording that you passed two-factor verification, and small preference values (such as light/dark theme and table density). We do not use analytics or advertising cookies.

Security

Data is encrypted in transit. Tenant data is isolated per workspace, with database row-level security available as defense-in-depth. Passwords are hashed; MFA secrets are encrypted at rest; error reports are scrubbed of personal and financial fields. No system is perfectly secure, but we work to protect your data and to notify affected customers of material incidents as required by law.

Children

Lotspan is a business tool and is not directed to children under 16, and we do not knowingly collect their data.

Changes

We may update this policy; we’ll revise the “Last updated” date and, for material changes, provide notice through the service.

Contact

Questions or requests: privacy@lotspan.com.