How we look after personal data.

Logically Us Ltd runs this website and the Rio platform. We are the controller of the personal data this policy describes, which means we decide how and why it is used. The one exception is data that organisations keep in Rio about their buildings, which we look after for them (see Data inside Rio).

• Company: Logically Us Ltd, registered in England and Wales, company number 11130233
• Registered office: Reading Enterprise Centre, Whiteknights Road, Reading, RG6 6BU
• Email: office@logicallyus.com, with "Privacy" in the subject
• Telephone: 01183 111 010

This policy covers logicallyus.com, the enquiries you send us, our sign-in at auth.logicallyus.com, and the Rio platform: Rio Control at rio.logicallyus.com and Oversee at oversee.logicallyus.com.

This website sets no cookies, stores nothing on your device and runs no analytics, advertising or other tracking. Everything on it, its typefaces included, comes from logicallyus.com rather than from other companies' websites.

To send you its pages, the services that host it receive your device's IP address and the details every browser sends with a request: the address asked for, the time, your browser and device type, and the page that linked to it. Amazon CloudFront delivers the pages, and Cloudflare delivers larger assets. They use these details to deliver the files and to protect their networks. Any access logs we keep for this website are deleted after 90 days.

We do this because it is in our legitimate interests to run a website that works and stays secure.

When you send us an enquiry, through the form on our About page, by email or by phone, we receive what you choose to give us: usually your name, organisation, email address and phone number, what your enquiry is about and your message. We use it only to reply and to deal with your enquiry. Enquiries sent through the form are kept in the software we use to manage our work. Enquiries by email, and our replies, are kept in our email system. We don't add you to a mailing list.

Before the form sends your enquiry, Cloudflare Turnstile checks that it is likely a person sending it rather than a bot. For that check Cloudflare receives your IP address and technical details of your browser and its connection, but not what you type into the form. It also uses those details to improve its detection of automated traffic, as its Turnstile privacy addendum explains.

If you work for one of our customers or suppliers, we keep the work contact details and correspondence we need to work with you in the same way.

We do this because it is in our legitimate interests to answer people who contact us and to work with our customers and suppliers.

Most people with a Logically Us account were invited by their organisation. An administrator there provides us with your email address and which of our services you should have access to. When we first set up an organisation, our team does this instead. An administrator can also invite you as a guest of their organisation, and so can someone who shares something with you in one of our applications. If you don't have an account yet, you then set it up yourself, from the link in the email we send you.

What we keep

• Your profile: your email address, your name, and whether your account is active; and, while you are changing your email address, the new one.
• Your access: the organisations you belong to, your roles and the applications you can use in each, and who invited you and when you joined.
• Your password, which we never receive. Our sign-in uses OPAQUE, an internet standard for passwords (RFC 9807): your browser proves to our servers that it knows your password without sending it, in any form. We keep a record that lets us check that proof, but never the password.
• Your authenticator app, if you use one: the secret it shares with the app, encrypted, and when you last used a code.
• Your passkeys, if you have any: for each one, its public key, the name you gave it, and when it was added and last used. We also keep the technical details your device gives about it when you add it, such as the kind of authenticator it is kept in. We never have the passkey's private key, which stays with you.
• Your recovery codes, kept only in a form that can check a code but not reveal one.
• Your sessions: for each sign-in, when the session started and when it was last used, and the IP address you signed in from, with the city and country that Amazon CloudFront estimates for it. "Where you are signed in", on your account page, lists them, so you can spot a session that isn't yours and end it. When you sign in to a Rio app on your computer or phone, we also note its operating system, so that the list can name it.

Why we use it

We use it to let you sign in, keep your account secure, give you the access your organisation has set, and let your organisation's administrators manage who has access. We do this because it is in our legitimate interests, and your organisation's, to provide the Rio service your organisation uses and to keep it secure. If you use Rio under your own contract with us, we do it to perform that contract. An account needs an email address: it is how the account is known, and how we reach you about it.

Who can see it

The administrators of each organisation you belong to can see your name, email address, roles and access in that organisation, and whether your account is active. They can invite people, change or suspend their access, send them a password reset and remove them. A few of our staff can see accounts, including which ways of signing in they have set up and their sessions, to support you and your organisation.

Other services your browser connects to

Two other services see your IP address while you use Rio, as any website you visit does:

• Have I Been Pwned, when you choose a new password. To check that the password hasn't been exposed in a data breach, your browser turns it into a hash: a scrambled code that can't be turned back into the password. It sends the service only the first five characters of that code, never any part of the password itself, and looks for a match in the list the service sends back. The password never leaves your device.
• Google Fonts, which supplies the typefaces for our sign-in pages, Rio Control and Oversee.

Rio Control is where organisations manage their Rio gateways and reach their sites' systems. Oversee is where they explore their buildings' data and build dashboards. You sign in to both with your Logically Us account, and as you use them they keep:

• Who can see what: the Rios, sites and dashboards shared with you or by you, the names and email addresses involved, who shared, invited, approved or declined, and when; and the Oversee groups you belong to.
• What you have changed: your account ID on the changes you make, such as registering or decommissioning a Rio, approving its move, changing a site's settings or saving a dashboard, and any notes or reasons you write with them.
• When you last used Oversee, which your organisation's administrators can see.

Remote access

Through Rio Control you can open a Rio's own pages, a site's web app forwarded through Rio, or a tunnel from the Rio desktop app. When you do, we record who opened what and when, which your organisation's administrators can see for its Rios, and our remote-access relay can log the IP address you connected from. When you open a Rio's own pages, the Rio receives your account ID, name, email address and roles, so that it can apply your permissions, and your IP address.

What passes between you and the site isn't read or kept: we measure only how much data flows, for each organisation and Rio. Our support staff can open a Rio's pages, or use its forwarded sites and tunnels, only while its owner has explicitly switched support access on for them.

Why we use it

For the same reasons as your account: it is in our legitimate interests, and your organisation's, to provide the service your organisation uses, to control who can reach its sites and data, and to keep a record of who did what.

To keep accounts and the service secure, and to investigate misuse, we keep:

• Request logs. For each request to the sign-in service: when it was made, what was asked for, the result, the IP address and approximate location it came from, and your account's internal ID if you were signed in. Amazon CloudFront, which delivers the sign-in pages, logs each request too, with your browser type. Rio Control and Oversee log what was asked for, errors and changes, with account IDs, and our remote-access relay logs the IP address of some connections, such as tunnels and refused sign-ins. Logs never contain passwords, codes, keys or session tokens, and we keep email addresses and names out of them.
• Firewall logs. Amazon's web application firewall, in front of the sign-in service, blocks attacks and limits repeated requests. It logs each request it sees, with the IP address and country it came from, but leaves out cookies, sign-in details, the part of a web address after the "?" and the page you came from.
• Records of changes and access: who invited or removed whom, or changed their access; changes to your own ways of signing in, password and email address, and your joining or leaving an organisation; changes made to Rios and sites, such as registering, moving or decommissioning a Rio; and who opened a Rio's pages, a forwarded site or a tunnel. Each says when, and names the people involved by their account ID rather than their name or email address, so that we can answer questions about who had access to what. Your organisation's administrators can also see Rio Control's records for your organisation.
• Counts of failed sign-in attempts on each account, so that nobody can find a password or code by trying many.

We do this because it is in our legitimate interests, and our users', to keep accounts and the service secure, and to detect, investigate and prevent fraud and attacks.

We send emails about your account from no-reply@logicallyus.com, through Amazon's email service in Ireland:

• invitations to set up an account or to join an organisation as a guest; when someone shares something with you, the email says who and in which application;
• links to set a new password, or to confirm a new email address;
• security notices: when a passkey is added or removed, an authenticator app is added, replaced or removed, or new recovery codes are made; when someone asks to change your account's email address; and when someone gets your password right but can't get past the second factor.

They contain no tracking pixels or tracked links, and load nothing from our servers or anyone else's when you open them. Because the security notices protect your account, they can't be turned off while you have one.

This website sets no cookies, and neither do Rio Control and Oversee. Our sign-in site and our remote-access relay set only the cookies below, and our services keep only the browser storage below. They are there to sign you in, to keep your account and your sites secure, and to remember your email address and display settings, so we don't ask for consent to them. None is used for advertising or analytics.

The enquiry form on our About page loads Cloudflare Turnstile, described in Contacting us. Cloudflare's cookie policy covers anything it keeps in your browser.

Cookies set by our sign-in site

__Host-auth_session

Keeps you signed in. It holds your account's ID and a random key that matches your session on our servers.

Lasts until you sign out, 30 days after you last use it, or 90 days at most.

__Host-auth_device

Remembers, encrypted, which accounts (up to four) have previously used the correct password on this browser, so that our limits on password guessing don't lock you out.

Lasts 90 days from your last password sign-in on this browser.

li

Tells our applications that you are signed in, so that they don't have to ask our servers. It holds only the word "true".

Lasts 90 days, or until you sign out.

CloudFront-Policy, CloudFront-Signature, CloudFront-Key-Pair-Id

Let your organisation's administrators load the pages they manage it from.

Last 12 hours.

Cookies set by our remote-access relay

__Host-rio-config-token

Lets you into a Rio's own pages. It holds a signed pass with your account ID, name, email address and roles, which the relay hands to the Rio.

Lasts 4 hours.

__Host-rio-fwd

Lets you into a forwarded site that requires you to be signed in. It holds your account ID and name.

Lasts 4 hours.

__Host-rio-rt

Remembers where to take you back to after you sign in.

Lasts 10 minutes.

li

Tells a Rio's pages that you are signed in.

Lasts 4 hours.

A forwarded site's own cookies

Cookies that a site forwarded through Rio sets for itself. If its owner has turned on cookie isolation, the relay renames them (to names starting __Host-) so that one site's cookies can't reach another's. A Rio's own pages can't set cookies through the relay.

Last as long as that site sets them for.

Browser storage

lu-last-email

Your email address, so that the sign-in page can fill it in next time.

Kept until you sign out, or choose "Use a different account".

theme, rio-control:theme, oversee:theme

Light or dark display, if you choose one, on the sign-in site, Rio Control and Oversee.

Kept until you change it.

oversee.dashLayout.v1, oversee.dashCount.v1

How you have laid out your Oversee dashboards, and how many you have, with your account ID, so that they open as you left them.

Kept until you clear your browser's data.

Session storage

While you sign in or set up your account: the app you are signing in to, where to take you afterwards, the link you opened and, while you add a second factor, your new recovery codes, so that reloading the page doesn't lose them. Rio Control and Oversee also keep a check that stops sign-in going round in circles. Rio Control keeps the email address from a sharing link you open until it has used it, and Oversee keeps your organisation's name.

Kept until you close the tab.

Rio collects data from buildings: readings, settings and alarms from plant, meters and other systems. It is about equipment rather than people, though some of it can relate to people, such as whether a room is occupied. Each Rio's internet (IP) address is kept with it, and can show roughly where its site is.

We handle that data for the organisation that owns or runs the building, under our contract with it: the organisation decides what is collected and how it is used, and we act on its instructions. Questions about it are best put to that organisation, and we will help it answer them. It is hosted in the EU: on Amazon Web Services in Ireland unless the contract says otherwise, or on OVHcloud in France for some older services.

These companies provide services we use, and handle personal data for us under contracts that require them to protect it and to use it only as we instruct:

• Amazon Web Services: hosting, databases, sending emails, delivering web pages, the firewall and our remote-access relay.
• OVHcloud: hosting for some older Rio services, in France.
• Cloudflare: our domain names, delivering this website's larger assets, and checking that the enquiry form is likely sent by a person (Turnstile).
• Wrike: managing enquiries and our work.
• Our email and business software provider: enquiries and correspondence.

Your browser connects to Have I Been Pwned and Google Fonts itself, as Your Logically Us account describes.

We also share personal data:

• with the administrators of the organisations you belong to, as described above;
• with people you share things with in Rio, as the email inviting them gives your name;
• with the Rios at your organisation's sites: each Rio receives the names and email addresses of the people it is shared with, the email address of whoever registered it, and, when you open its pages, your name, email address, roles and IP address;
• with our professional advisers, such as lawyers, accountants and insurers, where they need it;
• with the police, regulators or courts where the law requires it, or where it is needed to protect someone's safety or our legal rights;
• with anyone who takes over our business or part of it, who must then protect it as this policy does.

We never sell personal data, and we don't use it for advertising.

We keep personal data in the EU: on Amazon Web Services in Ireland (the eu-west-1 region), unless an organisation's contract with us names another region, and on OVHcloud in France for some older Rio services. UK law recognises the EU as protecting personal data to the UK's standard.

Some of it is handled outside the UK and the EU:

• Amazon CloudFront and Cloudflare deliver pages and files from whichever of their locations is best placed to serve you, which can be outside the UK and the EU.
• The firewall's logs are kept in the United States, in Amazon's us-east-1 region, where Amazon requires a CloudFront firewall to keep them.
• Amazon, Cloudflare, Google and Wrike are US companies, and their services run worldwide.

When personal data goes to the United States, it is protected by the UK–US data bridge (the UK Extension to the EU–US Data Privacy Framework), under which these companies are certified, or by the UK's International Data Transfer Addendum to the EU's standard contractual clauses.

We keep personal data only for as long as we need it:

Enquiries and correspondence

2 years after our last contact, in our email system and in Wrike.

If an enquiry leads to work together, we keep it with our business records until six years after our contract ends.

Website access logs

90 days.

Your Logically Us account

For as long as you belong to an organisation that uses our services.

When you are removed from your last organisation, or it stops using our services, we delete your account: your profile, password record, other ways of signing in, recovery codes, sessions and organisation memberships. An invitation you don't accept ends when its link expires, after 72 hours, and so does an account made for it that was never set up.

Your access in Rio Control and Oversee

Until it ends.

When you leave an organisation or are removed from it, or your account is deleted, your shares and access there are removed, along with the name, email address and last-used date that Oversee keeps for you. Oversee also deletes those a year after you last use it.

A request to share a Rio with you that isn't approved

30 days at most.

Your account ID on changes you make

As long as the record it is on, such as a Rio's history or a dashboard.

Sessions

Until you sign out, 30 days after you last use them, or 90 days at most.

Short-lived security records

A few days at most.

Counts of failed sign-in attempts, limits on password resets and email changes, emails waiting to be sent, Rio registrations in progress and live connections.

Sign-in request logs

400 days (about 13 months).

Rio Control, Oversee and relay logs

30 days.

Firewall logs

90 days.

Records of changes and access

6 years.

Long enough to answer questions about who had access, and to settle any dispute about it. They are kept for the six years even when an account is deleted.

Backups

35 days.

Our databases keep continuous backups for 35 days, so data deleted from them is gone from the backups 35 days later.

You have the right to:

• ask for a copy of the personal data we hold about you;
• have it corrected if it is wrong or incomplete (you can change your name and email address on your account page yourself);
• have it deleted, where we no longer need it or have no other lawful reason to keep it;
• object to our using it where we rely on legitimate interests, and ask us to restrict how we use it;
• receive data you gave us in a format you can take elsewhere, where that right applies.

To use any of these rights, contact us (see Who we are). It is free. We will reply within one month, or tell you within that month if a complex request needs up to two months more. We may need to confirm who you are first. If your request affects your access to an organisation's sites in Rio, we may need to involve its administrators, because they manage that access.

We don't make decisions about you by automated means alone that have legal or similarly significant effects. Our security measures do act automatically, for example by refusing sign-in after too many wrong attempts; if that happens to you, try again later, or contact your organisation's administrator or us.

Complaints

If you are unhappy with how we have handled your personal data, please tell us first, so that we can put it right: email office@logicallyus.com with "Privacy complaint" in the subject, or write to us at our registered office. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome.

You can also complain to the UK's regulator, the Information Commission (formerly the Information Commissioner's Office), at ico.org.uk/make-a-complaint or on 0303 123 1113.

When we change how we handle personal data, we will update this page and the date at the top of it.