Privacy Policy

Luggage Log is run by Gearloose. You can contact us at gustav@gearloose.dk. This page explains what data we collect, why, who receives it, and what your rights are.

What we collect

• Account data: your name, your email address and a securely hashed password. We use them to create and run your account.
• Your content: the trips, packing lists, bags, items and tasks you create.
• Shared trips and co-travellers: a shared trip can be seen by the people you invite. We store the display names of co-travellers. That includes people you add who do not have an account yet, so you can assign items, tasks and expenses to them.
• Shared trip expenses: the expenses you enter on a trip: an amount and a currency, a description, who paid and who took part. The app works out who owes whom. It does not handle payments, does not ask for bank or card details and never moves money.
• Notifications (optional): if you turn on notifications, we store a push subscription for your browser or device. It is used only to send you messages about your trips.
• Usage analytics (optional): only if you turn on Usage analytics under Profile. It is off until you do. We then use Rybbit, which we host ourselves, to see how the app is used. We do not track you across apps or websites and use no advertising IDs.
• AI packing input (optional): the trip descriptions you type and the text from voice input. Your device or browser turns speech into text, and Luggage Log receives only the text. The app does not upload or store audio recordings. The text goes to our own AI gateway (gateway.luggage-log.com, on our own server) and from there to Anthropic (Claude Haiku) and, when configured, DeepSeek. They turn it into packing suggestions and tasks. The gateway stores the prompt text. Do not put sensitive personal information into AI input. AI suggestions can be wrong, so check them.
• AI operations data (when turned on): prompts and responses may be processed by Langfuse, which helps us monitor reliability and cost. It is not used for advertising.
• Todoist connection (optional): if you connect Todoist under Profile in Connected accounts, we store your personal Todoist API token encrypted. We use it only to sync the trips you link to a Todoist project yourself.
• AI assistants (optional): see the section below. If you connect ChatGPT, we store a record of the connection: which client you approved, which permissions (scopes) it was given, and when. If you create an AI assistant key, we store the key's name, when it was created and last used, and a hash of the key. We do not store your conversations with the assistant.

Connecting an AI assistant (optional)

You can give an AI assistant access to your Luggage Log data in two ways. You find both in the app under Profile → AI assistant keys.

• ChatGPT connection: you sign in on Luggage Log from ChatGPT and approve the access you want to give: packing:read, packing:write, expenses:read, expenses:write and offline_access. Access tokens last 15 minutes. Refresh tokens last up to 30 days, or 14 days if they are not used. You disconnect under Connected accounts with Disconnect.
• AI assistant key: you create a key and paste it into ChatGPT or another assistant yourself. With the key, the assistant can read and change your trips, packing items, bags, tasks and expenses as if it were you. Treat it like a password. You stop it with Revoke.

• While a connection or key is active, the assistant can also read the descriptions and amounts of your expenses and the display names of co-travellers on those trips.
• What the assistant reads from Luggage Log is processed by the assistant's provider under its own terms and privacy policy. For ChatGPT that is OpenAI. The provider is a separate controller for that processing. We have no control over it.
• If you disconnect or revoke the key, access stops immediately.
• OpenAI and other assistant providers receive data from Luggage Log only if you connect ChatGPT or give an AI assistant key to ChatGPT or another assistant yourself.

What we do not do

• We do not sell your data.
• We do not share your data with advertisers.
• We do not collect your location, your contacts or your photos.
• We do not handle payments and do not collect bank or card details. The app stores only the amounts and descriptions you enter yourself, and moves no money.

Why we process your data

• Our contract with you: your account, your trips and lists, shared trips, expenses, notifications, and AI suggestions when you ask for them. This also covers Todoist and AI assistants when you connect them yourself.
• Our legitimate interest: server and security logs and AI operations data, so we can run the service securely and find faults.
• Your consent: usage analytics. You give it by turning on Usage analytics under Profile, and you withdraw it by turning it off again.

Where your data is kept, and for how long

Your data is kept in a PocketBase database on our server with Hetzner in Nuremberg, Germany. It is sent over encrypted connections (HTTPS/TLS).

• We keep your data for as long as you have an account.
• If you delete content or your account, we delete that data from the database.
• Backups are kept for a limited period. After that they are overwritten. Data you deleted can therefore remain in a backup until it is overwritten.
• Server and security logs are kept only as long as we need them for security and fault finding.

Who receives your data

• Hetzner (Germany, EU): hosting of the app, API, database and AI gateway.
• ZeptoMail (EU): sends emails about your account and invitations.
• Rybbit (hosted by us): usage analytics, only if you turned it on.
• Langfuse: AI operations data, when turned on.
• Anthropic: AI packing suggestions (Claude Haiku), only when you use the AI features.
• DeepSeek: AI packing suggestions, only when configured and you use the AI features.
• Push services: only when you turn on notifications. In the browser, messages go through your browser's push service (for example Google, Mozilla or Apple). If the phone app sends push messages, they go through Google Firebase Cloud Messaging.
• Todoist: only if you connect Todoist. We then send the title, description, status, priority and due date of items and tasks on the trips you link to a Todoist project, and fetch changes back, depending on the sync direction you choose.
• OpenAI and other AI assistants: only if you connect ChatGPT or give an assistant an AI assistant key.

Transfers outside the EU

Our own server is in the EU. Anthropic, DeepSeek, OpenAI, Todoist, the push services and other AI assistants may process data outside the EU/EEA. That happens only when you use the feature they belong to. For those transfers we rely on the providers' own data protection terms. The same applies to Langfuse if data is processed outside the EU.

Your rights

You have the right to see your data, have it corrected or deleted, and get a copy in a format you can take with you. You can object to processing based on our legitimate interest, and withdraw consent where we rely on consent. You can edit and delete your trips in the app whenever you like. You delete your account with Delete account under Profile in the app or by emailing gustav@gearloose.dk. Read more on the account deletion page. To use any of the other rights, email us. You can also complain to the Danish Data Protection Agency (datatilsynet.dk) or to the supervisory authority in your country.

Children

Luggage Log is for people aged 13 and over. The app is not made for children under 13, and we do not knowingly collect data about them. If you think a child under 13 has an account, email us and we will delete it. If you are between 13 and 17, use the app with a parent's or guardian's knowledge where the law of your country requires it.

Changes

We may update this policy. The last updated date shows when that last happened. See also the Terms of Service and Support.