Privacy policy

Who is responsible

Data controller

DefiniLine Ltd. [TO COMPLETE], [company no. TO COMPLETE], [registered address TO COMPLETE]

Data protection officer

[Data Protection Officer TO COMPLETE] — privacy@definiline.example

EU representative (GDPR art. 27)

[EU Art. 27 representative TO COMPLETE]

For scans uploaded by a business customer we act as a processor on that customer's behalf and on their instructions (GDPR art. 28). For information about use of the website and the service itself, we are the controller.

What data

We do not use third-party analytics, do not display advertising, do not track you across sites, and do not sell, rent or share personal information with anyone - in any country and in any circumstances.

About the IP address, explicitly. An IP address is personal data, so here is exactly what we do with it. We keep the address an analysis was ordered from, and the address an account was last used from, for three purposes: security and investigating abuse; evidence of which country the customer is in, which is one of the items of evidence the EU VAT rules recognise (Implementing Regulation 282/2011, art. 24f); and matching what a page tells you to the country you are connecting from. The legal basis is legitimate interests (GDPR 6(1)(f)), and for the VAT purpose a legal obligation (GDPR 6(1)(c)). The address is erased automatically within 90 days, leaving only the country code, which is what an accounting record has to be able to show. A one-way hash of the address is also kept, for rate limiting alone. We never send your IP address to an external geolocation service: the country is determined here, from a local table.

The scans you upload

A laser scan of a building is sensitive in practice: it records the interior of a property, and in some cases may include embedded panoramic imagery in which people or documents are visible. You should know that:

• Our analysis uses point geometry, normals, intensity and colour. Embedded JPEG/PNG imagery is neither read nor processed — but it remains inside the file you uploaded until it is deleted.
• We do not perform face recognition, person identification or any biometric analysis.
• We do not use your scans to train models, for development, or for any purpose other than the analysis you ordered - unless you choose to share a scan (see Scans you share).
• It is your responsibility to ensure you are entitled to upload the scan, and that where it records people or someone else's property there is a lawful basis for it. If the embedded imagery is not needed, consider stripping it before upload.

Purposes and legal bases

• Providing the service — performance of a contract or steps towards one (GDPR 6(1)(b)).
• Security and abuse prevention — legitimate interests (GDPR 6(1)(f)), using data-minimising measures such as hashing the IP address, and keeping the address itself only briefly.
• Establishing the customer's country for VAT — a legal obligation (GDPR 6(1)(c)): the VAT rules require evidence of it, and an IP address is one of the recognised items of evidence.
• Complying with legal duties — bookkeeping and reporting obligations (GDPR 6(1)(c)).
• Marketing messages — only with prior consent (GDPR 6(1)(a) and section 30A of the Israeli Communications Law 5742-1982); you can opt out at any time.
• Improving the analysis with a scan you choose to share — your consent (GDPR 6(1)(a)), given in a separate box at upload; you can withdraw it at any time.

Retention and deletion

• The scan file and its outputs: deleted automatically within 7 days of upload.
• A scan you chose to share, and its outputs: kept until you stop sharing, delete the analysis or delete the account - at most 1095 days from upload; then deleted.
• Immediate deletion: every results page has a delete button that permanently removes the file and all outputs.
• Intermediate files: deleted when a run finishes or fails.
• The name you gave the file: erased with the file itself. Your account history keeps the entry — its date, tier and status — but not the name.
• Operational records (run identifier, timestamps, hashed IP): up to 12 months for security purposes.
• A stored IP address: erased automatically within 90 days; the country code derived from it stays with the accounting record.
• Billing documents: kept as required by law (generally seven years).
• Contact-form enquiries: up to 24 months after the matter is closed.
• A customer account and its billing details: kept for as long as the account exists. Deleting it from the settings page also erases every scan and output belonging to it, immediately.
• Tax documents already issued: kept for the period the law requires (generally seven years), even after the account is deleted. This is the single exception to the right of erasure, and it follows from a legal obligation (GDPR art. 17(3)(b) and bookkeeping duties). An invoice contains no detail of the scan's contents, though its description names the service and the file it was for.

Scans you share

A signed-in customer can tick a separate box at upload to share the scan with us, so that we can improve the analysis. It is a choice only: without the tick the analysis, the outputs and the price are the same. The full terms are clause 3.6 of the terms of service.

• What is kept: the file as uploaded and the outputs of its analysis - without the file name and without the email address. Embedded imagery, if the file has any, stays in it, but we do not use it; if it is not needed, consider stripping it before upload.
• What for: only to study, test, tune and develop our analysis software. Never to publish, demonstrate, market or give to anyone else, and never to identify people.
• Who has access: our staff and contractors bound by confidentiality, on our own systems and those of the providers hosting our service and our development tools, including AI-assisted development tools - as processors on our behalf.
• Our role: for a shared scan we are the controller for this purpose, not your processor.
• How long: until you stop sharing, delete the analysis or delete the account, and at most 1095 days from upload. The results link closes after 7 days in any case.
• Stopping: at any moment, with one press on the account settings page and no reason needed; the copy is deleted at once, and backup copies are overwritten in their normal cycle.
• Voucher: a paid analysis of a shared scan that completes earns a voucher for 20% off a later paid analysis. It stays yours if you stop sharing.
• Record of the consent: when it was given, the wording accepted, the state of the sharing and when it ended are kept - and shown in the data export on the account settings page.

Disclosure to third parties

We share data only with those needed to operate the service, and only under a data processing agreement - with one exception, marked below, where the recipient acts as a controller in its own right rather than on our behalf:

• Hosting and infrastructure — Google Cloud, on servers in the European Union (Belgium), backups included. Scan files and their outputs are held by this provider only.
• Operational email — Google Workspace (Gmail), for analysis-completion notices with the floor plan and its DXF file attached, and billing documents. Only the email address and the message itself, attachments included, are passed to it.
• Google sign-in (only if you use it, and only on the sites where it is offered) — Google acts as an independent controller here, not as our processor: it is Google, not us, that holds your Google account, and no data processing agreement governs that relationship. Pressing "Continue with Google" tells Google that you are signing in to this site; in return we receive your email address, whether Google has verified it, and a permanent identifier for the account. We do not ask for, or keep, your name, your picture or your contacts. Nothing is sent to Google unless you press the button, and no Google code runs on this site. Google's own handling of the sign-in is governed by its privacy policy.
• Development tools — for a scan you chose to share only: the providers of the tools we develop the analysis with, including AI-assisted development tools, may process it on our behalf under confidentiality and data-processing terms. A scan that was not shared never reaches them.
• Authorities — only under a court order or legal obligation, and only to the extent required.
• International transfers: where data is processed outside Israel or the EU, transfers rely on an adequacy decision or on the EU Standard Contractual Clauses.

Security

• TLS in transit and encryption of files at rest.
• A scan and its results open only for the account that uploaded it; a link on its own opens nothing.
• Separation between the web server and the processing environment, with least-privilege access.
• File signature verification and size limits before processing; the file is never executed or interpreted as code.
• No tracking cookies and no third-party code, enforced by a strict Content Security Policy.
• Where a security incident is notifiable, we notify the competent authority and affected people as required — within 72 hours under the GDPR, and in line with the Israeli Privacy Protection (Data Security) Regulations 5777-2017.

Cookies and local storage

This site sets no tracking, analytics or advertising cookies, so there is no consent banner, and visiting it stores no cookie on your device at all. Your accessibility preferences are kept in the browser's localStorage, stay on your own device, and can be removed at any time with "Reset all settings" or by clearing site data in your browser.

There is one exception: a strictly necessary cookie named __session, tracking nothing and created only when someone deliberately sets out to sign in. It carries up to three signed parts, each for one purpose:

A customer account. If you choose to create an account and sign in, one part identifies your account so that you stay signed in. Uploading a scan needs an account: every scan and its results are shown to the account that uploaded it alone, and this is what lets you open them. By default the cookie lasts only until you close your browser; the sign-in page offers an unticked “keep me signed in on this device” box, and ticking it keeps the cookie for up to thirty days instead. Signing out deletes this part either way.

Signing in with Google. If you press that button, a short-lived part records that this browser is the one that started the sign-in, so that the answer coming back from Google can be matched to it. It carries no identifier of yours, expires after fifteen minutes, and is deleted the moment you return from Google, whether the sign-in completed or not.

Two-factor authentication. If you have turned it on, a short-lived part sits between your password and your session while you enter the code. It records only that this browser got the first step right, grants nothing on its own, expires after ten minutes, and is deleted as soon as the code is accepted.

The internal staff area (at /admin) uses a separate session cookie for a signed-in member of staff. Customers never enter that area.

Your rights

• Access to data about you and its source (section 13 of the Israeli Privacy Protection Law; GDPR art. 15).
• Rectification of data that is incorrect, incomplete or out of date (section 14 of the Law; GDPR art. 16).
• Erasure (GDPR art. 17), and in any case immediate one-click deletion of your scan.
• Restriction of processing and objection to processing based on legitimate interests (GDPR arts. 18 and 21).
• Portability — receiving data in a machine-readable format (GDPR art. 20). Account holders can download everything we hold about them in one click from the account settings page; analysis outputs are available as JSON, CSV, SVG and DXF in any case.
• Withdrawing consent - to marketing, or to sharing a scan - at any time.
• Complaint — to the Israeli Privacy Protection Authority, or to the supervisory authority of the EU member state where you live.
• For requests: privacy@definiline.example. We reply within 30 days. We may ask you to verify your identity so that we do not disclose data to the wrong person.

Customers anywhere in the world

The service is provided from Israel to customers anywhere. Rather than meet each country's minimum separately, we took the simpler and safer route: we apply the GDPR standard to every customer, everywhere - data minimisation, a stated purpose, a stated retention period, access, a copy of your data and erasure - including where local law asks for less. On top of that baseline, the regimes below apply.

What applies, by where you are

• Israel — Privacy Protection Law 5741-1981, including Amendment 13 (in force since 14 August 2025), and the Privacy Protection (Data Security) Regulations 5777-2017.
• The EU and the EEA — the GDPR. We are the controller for information about use of the service, and a processor as regards the contents of a business customer's scans. Our article 27 representative is named above.
• The United Kingdom — UK GDPR and the Data Protection Act 2018. The rights are in practice the same as in the EU, and you may complain to the ICO.
• Switzerland — the revised Federal Act on Data Protection (revFADP).
• The United States — state privacy laws, California's CCPA/CPRA among them. We have never sold personal information, we do not share it, and we do not engage in targeted advertising, so there is nothing for you to opt out of. Where your browser sends a Global Privacy Control signal we honour it, and /.well-known/gpc.json says so. We collect no sensitive data as those laws define it, and make no automated decisions about people.
• Canada — PIPEDA, and Quebec's Law 25; marketing email only with consent, under CASL.
• Brazil — LGPD. Australia — Privacy Act 1988 and the Australian Privacy Principles. New Zealand — Privacy Act 2020.
• Asia — APPI (Japan), PIPA (South Korea), PDPA (Singapore, Thailand, Malaysia), the DPDP Act 2023 (India), PIPL (China), and the data protection laws of Indonesia and Viet Nam.
• Africa and the Middle East — POPIA (South Africa), the NDPA 2023 (Nigeria), the Data Protection Act 2019 (Kenya), the PDPL (United Arab Emirates and Saudi Arabia), KVKK (Turkiye).
• Everywhere else — the baseline described above, in full.

Moving data between countries

Scans, outputs and account information are stored in Belgium. If you are outside that country, uploading a scan moves data to another country. Israel is recognised by the EU as providing an adequate level of protection, so a transfer from the EU needs no further mechanism; from elsewhere the transfer relies on the necessity of performing the contract you asked for, together with the commitments in this policy. If your country imposes additional requirements on such a transfer - China and Viet Nam, for instance - write to us before uploading a scan.

Exercising a right, from anywhere

One address for everyone: privacy@definiline.example. Account holders can download everything we hold about them, and delete the account, from the account settings page - without asking us and without giving a reason. We answer within 30 days, we charge nothing, and we do not treat a customer differently for exercising a right.

Legal framework

• Israeli Privacy Protection Law 5741-1981 and its regulations, including the Privacy Protection (Data Security) Regulations 5777-2017, and Amendment 13, which expanded transparency duties, the duty to appoint a privacy protection officer in certain organisations, and the Privacy Protection Authority's enforcement powers.
• Regulation (EU) 2016/679 — GDPR, to the extent the service is offered to users in the EU or processes data about EU data subjects.
• Israeli Communications Law 5742-1982, section 30A — commercial messages.
• US state privacy laws (such as California's CCPA/CPRA): we do not sell personal information and do not share it for targeted advertising. California residents may send access, deletion and correction requests to the same address.
• Database administration: where Israeli law imposes registration or notification duties on the company's database, the company complies with them.

Changes to this policy

We update this page when something material changes and show the date at the top. A change that widens the use of data beyond the purposes for which it was collected will be made with prior notice, and where required, with consent.

Minors

The service is intended for professional use and is not directed at minors. We do not knowingly collect information about anyone under 18.