1. Who this covers
This notice explains what personal information Long Island Plotting collects when firms and their people use our app, our Windows app and our print@ email address, and when we deliver to you. It covers:
- people in firms that have an account with us (owners, admins, approvers, members), and people invited to one;
- people who email print@;
- people who receive a delivery from us or hand over originals for scanning;
- people named in a credit application (a firm's payables contact and its references);
- people whose enquiry from our website reaches our team (the website's Privacy Policy covers the form itself).
Our service is for businesses. Our own staff's and drivers' information is covered by our staff policies, not by this notice. The words we use are defined at the start of our terms of service.
2. What we collect, and why
| What | Why | Where it comes from |
|---|---|---|
| Your account: name, work email, your firm and your role in it; for approvers, the per-job approval limit; who invited you | To run your firm's account and decide who may approve what | You or your firm's owner or admin |
| Sign-in: your password (we keep only a scrambled form of it, never the password itself); if you turn on two-step sign-in, its secret and backup codes; a record of sign-in and sign-up attempts by internet (IP) address, and by email for sign-up | To let you, and only you, sign in, and to slow down anyone guessing passwords | You |
| When you sign up: email, name, firm name, the IP address you signed up from, and which version of our terms and this notice you accepted, when, with your IP address and browser | To create the account, to show what you agreed to, and to spot abuse | You |
| Your signed-in devices: IP address, browser, and for the Windows app the computer's name | To show you and your firm's admins where your account is signed in, so you can end a sign-in you don't recognise; to email you when a new computer is added | Your browser or computer |
| What you do in the account: who changed what and when, with the IP address; for each approval (prints, scans, 3D scans) and each auto-approve rule, who approved or set it, when, the price, the terms version, the IP address and browser | So your firm and we can see who approved a job and on what terms, and to investigate problems | The app |
| Your files and job details: the drawings and other files you send, what we measure in them, the project each job is filed under, and notes you add | To price, print, scan and deliver your jobs, and to report your firm's costs by project | You |
| Email to print@: the sender's address and name, the subject, every header (including the other people it was sent to and the servers it passed through), the text up to 100,000 characters (never its formatting), the sending server's authentication results, the attachments (PDFs and zips are stored and become job files; others are only listed) and any links | To turn the email into a job, to check it really came from your firm, and to look at the message again if it was handled wrongly | The sender |
| Delivery: your firm's delivery addresses and notes, the note added to each job (a gate code, who to ask for), and a map position our staff set for each address | To plan routes and deliver | Your firm; our staff |
| Proof of delivery: a photo of the prints where they were left, a signature with the name of the person who took them, or both; the time and the driver | To show the job was delivered, and to settle questions about it | Our driver, at the door |
| Scanning: where we collect and return originals, the note for the handover, and the name of the person who handed them over or took them back | To keep track of your originals | Your firm; our staff |
| 3D scanning: the site's address, when we can get in, what to scan, who from our team goes and when, and the scans, photos and online tour of the site we produce | To carry out the scan and deliver it | Your firm; our team |
| Paying: your firm's name; the email of the person who set up payment, or, once invoicing is approved, of its payables contact; the delivery address or 3D site (for sales tax); the card brand or bank name with its last 4 digits; your invoices. Card and bank account numbers go straight to Stripe; we never see or store them | To charge for jobs and the membership, and to work out sales tax | You; Stripe |
| Credit applications (invoicing): the firm's legal and trade name, address and phone, years in business, expected monthly spend, its payables contact (name, email, phone), two trade references (company, contact, phone or email), and the signer's name and title. No Social Security number, tax ID or bank account number | To decide whether to offer invoicing | Your firm |
| Messages we send you: a copy of each email and text (to, subject, content); emails with a sign-in or invite link have their content removed once sent | To show what was sent and to send it again if needed | The app |
| Feedback you send us from the app: your message, the page you were on, you and your firm | To improve the service | You |
| Your choices: which emails you want, your light or dark setting, whether you've put off two-step sign-in, and which tours you've seen | To respect them | You |
| Plotters in your office (from March 1, 2027): each plotter's model, serial number, network address, meter readings, service visits and your service requests. The small program at your site reads only the plotters' counters and status | To bill usage, reorder supplies and service the plotters | The plotters; you; our technicians |
| Delivery texts, only if you sign up for them: your US mobile number; your consent, with the exact words you were shown and their version, the page, the time, your IP address and browser; each later stop or restart (a STOP or START reply, or turning texts off); and a copy of each text we send. The sign-up code's text is removed from our copy once it has gone | To send the delivery texts you asked for, to confirm the number is yours (the code), and to show when you agreed and when you stopped | You; your phone's replies |
What we don't collect:
- Your location. The driver app doesn't track drivers or anyone else; nothing in the app reads a device's location. Delivery times are worked out from the shop.
- Card or bank account numbers (Stripe holds them), Social Security numbers or tax ID numbers.
- Analytics or advertising tracking in the app. The app loads no analytics; the website's own analytics (Umami, cookie-free) runs on the website only.
3. Cookies in the app
The app sets only the cookies it needs:
| Cookie | What it does | How long |
|---|---|---|
better-auth.session_token | Keeps you signed in | While the sign-in lasts: 7 days, renewed while you use it |
better-auth.two_factor | Carries you through the two-step check while you sign in | 10 minutes |
li-plotting.known-browser | Recognises a browser you've signed in on before; removed when you sign out | 1 year |
li_two_step_later | Remembers that you chose "Not now" for two-step sign-in | 30 days |
li-plotting-theme | Remembers light or dark | 1 year |
li_tours_seen | Remembers which short guided tours you've already seen | Up to 400 days |
No analytics or advertising cookies. Stripe's payment form (on the billing page only) and Cloudflare's security check (on sign-in, sign-up, password reset and invites) may set their own; their policies cover them.
4. Who we share it with
We don't sell or rent personal information. We share it only with the companies that help us run the service, each for its part:
| Who | What they get | Why |
|---|---|---|
| Interactive AV-IT | It builds and runs our software, and the servers in our Hauppauge office where the app, its database and a working copy of files are kept | To run the service |
| Cloudflare | Your files, scans, 3D scans, and proof-of-delivery photos and signatures, stored in Cloudflare R2 (the master copy). The security check (Turnstile) on sign-in, sign-up, password reset and invites: your IP address and browser signals | Storage; keeping out automated abuse |
| Stripe | Your firm's name; the email of the person who set up payment, or the payables contact's, to whom Stripe emails invoices; the address used for sales tax; each invoice; the card or bank details you type into its form, and, if you link a bank account through Stripe, what Stripe needs to link it | Payments, invoices and sales tax (Stripe Tax) |
| Microsoft | Email sent to print@ arrives in our Microsoft 365 mailbox; once the app has stored a message it is deleted from the mailbox, for good after 7 days | Receiving emailed jobs |
| Our email service | The address, subject and content of each email we send. It goes through our own relay (API-SMTP, run by Interactive AV-IT on a Hetzner server in Ashburn, Virginia) to SMTP2GO, which delivers it | Sending email |
| The service that hosts our 3D tours | The scans and photos of the site, to make and show the online tour | Showing 3D tours |
| Telegram | Our team's alerts only: a job number, its status, price, number of sheets and promised time, and a link; no names of firms, people, projects or files | Telling our team about work |
| Google Maps, on our team's phones and screens | A delivery, collection or return address (or its map position), when someone on our team taps "Navigate" or "Find the address"; their device opens Google Maps, and our servers don't contact Google | Directions and checking addresses |
| Our team's own calendars | For 3D scans, plotter visits and delivery runs: the firm's name, the project, the site's address and who goes. Only if a team member subscribes their calendar (Outlook, Google or a phone) to our team calendar | Planning our team's day |
| Dropbox, Google Drive, Microsoft OneDrive and SharePoint | Only if you email print@ a sharing link and we fetch the file from it; this is off unless we turn it on | Getting files you shared by link |
| Twilio | Your mobile number, the texts we send you, and your replies (which come back to us through Twilio) | Sending delivery texts |
We may also share information when the law requires it, to protect our rights or someone's safety, or with a buyer if the business is sold, under this notice.
Mobile numbers. We do not sell, rent or share mobile numbers, text opt-in data or consent with third parties or affiliates for their marketing or promotional purposes. Twilio gets a number only to deliver the texts you signed up for.
What we never share: drawings go to no one but the providers above that store them; the routing service that plans our runs is our own and gets only map positions, never names or addresses; virus scanning (ClamAV) and the converter that turns printed jobs into PDFs are our own and send nothing out.
5. Where it is kept
In the United States: the app, its database and a working copy of files on our servers in our Hauppauge, New York office; the master copy of files in Cloudflare R2; the email relay on a Hetzner server in Ashburn, Virginia.
6. How long we keep it
| What | How long |
|---|---|
| Job files (your drawings, the PDFs we make, previews) | 90 days after delivery, or 30 to 365 days as your firm's owner or admins choose; they can also delete a delivered job's files at once. A job that is never approved keeps its files until it is cancelled, and cancelling starts the same period. |
| Files of cancelled jobs, and files removed from a job | The firm's period after the cancellation or the removal |
| Scans and 3D scan files we deliver | The firm's period, after we release them to you |
| 3D tours online | 60 days after we deliver them, then archived |
| Proof-of-delivery photos and signatures | The firm's period after delivery; the record of who took the prints, and when, stays with the job's records |
| Email received at print@ | With the job's files, or the firm's period when no job came of it |
| Copies of emails and texts we sent | 90 days |
| Your mobile number for texts | While texts are on; deleted 90 days after you turn them off (in the app or by replying STOP) or leave your firm's account |
| Your text consent and stop records | As long as the law requires us to be able to show when you agreed and when you stopped |
| Quotes, approvals, invoices and the record of who did what | 7 years, without the drawings |
| Your account, the terms you accepted, invites, feedback and your firm's credit application | While your firm has an account with us. If someone leaves your firm, their account is switched off and the firm's jobs stay with the firm. |
| Your signed-in devices | Until you sign out or end the sign-in; a sign-in lasts 7 days unless renewed |
| Website and pilot sign-up enquiries (leads) | 2 years, unless the firm becomes a customer |
| Database snapshots taken before each update | The newest 10; each is a full copy, so it can hold data deleted since. |
We may keep information longer when the law requires it, or while we investigate a problem or a claim.
7. How we protect it
Every connection to our app over the internet is encrypted (HTTPS). Passwords are stored only in scrambled form, and two-step sign-in is offered to everyone and required for our staff. Every file you send us is virus-checked before anyone opens it. Files are opened only by a separate service with no access to the internet or our database, and downloads use links that stop working after 5 minutes. Each firm sees only its own data, which our tests check on every route. Our team's actions are recorded. Delivery photos have their location and other hidden details removed before we store them.
8. If something goes wrong
If personal information is accessed or taken without permission, we follow New York's law (General Business Law §899-aa): we tell affected New York residents as quickly as we can and within 30 days of finding out, and tell the New York Attorney General, the Department of State and the State Police. People in other states are told under their own state's law.
9. Your choices and requests
- In the app: change your name, email or password; see and end your signed-in devices; choose which emails you get; turn on two-step sign-in.
- Texts: sign up or turn them off in Account › Notifications, or reply STOP to any text (START to sign up again, HELP for help). Telling us any other reasonable way works too, and we stop within the time the law allows.
- Your firm decides about the firm's jobs and files: its owner and admins set how long files are kept, can delete a delivered job's files at once, and can remove people. Its owner, admins and approvers can download statements that list each job with who sent and who approved it.
- Ask us to see the information we hold about you, to correct it, or to delete it, by phone, email or post (section 12). We answer within 30 days. We may need to keep some records for the periods in section 6, for example invoices.
10. Children
The service is for businesses and is not meant for anyone under 18; we don't knowingly collect information from children.
11. Changes to this notice
Each version is dated at the top. The next time you open the app after a change, you're asked to confirm you've read the new version.
12. Contact
Long Island Plotting, 175 Commerce Dr, Suite O, Hauppauge, NY 11788; (631) 528-6300; hello@longislandplotting.com.