Privacy policy

1. Scope

This policy explains how LeanTools ("we", "us") collects, uses and protects personal data when you visit this web site, create or use a LeanTools workspace, or route agent traffic through the LeanTools service (together, the "Service"). It applies to workspace owners, members they invite, and visitors of the site. It does not cover third-party services you connect to LeanTools through a connector; their own policies apply to the data they hold.

2. Data we collect

Account and workspace data

• Identity: name, email address, password (stored only as a salted hash), the workspace name and country you choose, and the role you hold in each workspace.
• Billing: reload amounts, receipts, invoices and the last four digits, brand and expiry of a saved card. Full card numbers are held by our payment provider, never by us.
• Contact requests: what you send through the contact form, including your name, email, company and message.

Service data

• Metering records: for every call an agent makes we store the time, the tool and function, the API key, the outcome, latency, the units consumed and the credits charged. These records are the basis of your bill and your activity log.
• Connector credentials: OAuth tokens and API keys you link to a connector, encrypted at rest and used only to run the calls your agents request.
• Approval requests: the arguments of a held write action, kept so a teammate can review it and so the audit trail is complete.
• Tool payloads: the content an agent sends to a tool (a search query, a page to render, a file to store, a message to send) is processed to fulfil the call. Except where a tool exists to store data on your behalf (file, vector, event and warehouse storage), request and response bodies are not retained beyond the operational logs described in section 6.

Technical data

• IP address, user agent, referring page and timestamps of requests, kept in server logs for security and rate limiting.
• Session cookies needed to keep you signed in (see section 9).

3. How we use personal data

• To provide the Service: authenticate you, run and meter tool calls, hold and approve write actions, and show you the activity log.
• To bill you: compute credit usage, process reloads, issue receipts and invoices, and run auto-reload if you turn it on.
• To keep the Service safe: detect abuse, enforce rate limits, investigate incidents and honour spend caps.
• To communicate: transactional email such as invitations, password resets, receipts and low-balance alerts, and replies to your contact requests. We do not send marketing email without your consent.
• To improve the Service: aggregate, de-identified usage statistics. We do not use the content of your tool calls to train models.

Our legal bases under the GDPR and similar laws are performance of the contract with you, our legitimate interests in running a secure service, compliance with legal obligations (tax and accounting records), and consent where we ask for it.

4. Agent traffic and third-party tools

Some tools relay content to upstream providers to do their work: for example, model requests go to the model provider we route to, web searches to a search engine, and connector calls to the third-party service you linked. We send only what is needed to complete the call and we require these providers to process the data on our instructions. Connector credentials are never exposed to a model; agents receive results, not secrets. Injected secrets and credentials are redacted from tool output.

5. Sharing

We share personal data only with: (a) sub-processors that host our infrastructure, deliver email, process payments and provide upstream tool capabilities, each bound by a data processing agreement; (b) members of your workspace, who can see the activity log, approvals and billing history according to their role; (c) authorities, when the law requires it; and (d) a successor in the event of a merger or acquisition, under the same protections. We do not sell personal data.

6. Retention

• Account data: for as long as your account exists, and for up to 90 days after closure to allow reactivation, except where a longer period is required by law.
• Metering and billing records: seven years, as tax and accounting rules require. Records are pseudonymised once the workspace is closed.
• Server and security logs: up to 30 days.
• Data you store through a storage tool: until you delete it or close the workspace, after which it is purged within 30 days.
• Connector credentials: until you disconnect the connector or close the workspace, when they are deleted immediately.

7. Security

All traffic is encrypted in transit. Credentials and secrets are encrypted at rest with keys managed separately from the data. Access to production systems is limited to authorised staff, logged, and protected by multi-factor authentication. Disposable machines run in isolated sandboxes with egress allowlists. We test our defences regularly and will notify affected customers of a personal data breach without undue delay, as the law requires.

8. Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal data, to restrict or object to its processing, and to withdraw consent. Workspace owners can export activity and billing data from the console at any time and can close the workspace, which deletes credentials at once and account data within the periods above. To exercise any other right, contact us using the details in section 11. You also have the right to lodge a complaint with your data protection authority.

9. Cookies

The site and console use a single strictly necessary cookie (token) that keeps you signed in, plus browser storage for preferences such as a chosen tab. We do not use advertising or cross-site tracking cookies. Blocking the sign-in cookie prevents use of the console.

10. Changes

We may update this policy as the Service evolves. Material changes are announced in the console and by email to workspace owners at least 14 days before they take effect. The date at the top shows the current version.

11. Contact

Questions about privacy or requests about your data go to LeanTools through the contact page.