Who is responsible

The app is provided by MOUNTAIN TROPHY - UNIPESSOAL LDA (NIPC 517423170), Vila Nova de Gaia, Portugal. It is the data controller. Questions and requests: privacy@lookhowfar.com.

What the app is, and what it is not

A diary for adults (18+). The assistant gives general information based on your own records. It is not a medical device, does not diagnose and does not prescribe treatment or doses. It can make mistakes — check important things with a doctor or specialist. The rules of use are in the Terms of use.

What we keep

Your email (to sign in and for service emails about your account: a single welcome, warnings) and, if you add it, your name. If you switch on tip emails in the app (“Settings” → “Reminders”), we also send rare tips and news, without details about your child; every such email has an “Unsubscribe” link that works without signing in, and your choice is kept in the consent record. What you add to the diary: text, photos, videos and documents, and the text of voice messages (the sound recording itself is not kept). This can include health information about the child. The Child card, the assistant’s answers and short summaries made from your records. A record of the consents you gave or withdrew. Technical logs without message content.

We do not use advertising, analytics or tracking tools. Approximate location only when you tap “Where I am now”: the town or district goes with that one question to find places nearby and is not saved; a city you enter in Settings stays on your phone and goes with questions the same way.

Why, and on what basis

To run the diary and the assistant you asked for (our contract with you). Health information and AI processing only with your explicit consent: two separate checkboxes at sign-in. You can withdraw each one at any time in Settings → Data and privacy.

Who sees it

You two. Both parents see the shared diary.

A teacher or specialist you invite adds their own records, with photos, documents or dictated text; you see them, translated into your language if needed. They do not open the family History themselves, but they have their own chat with the assistant: it answers them from the shared history and what is known about the child, including medicines. It never uses your private chats, your private advice notes and 👍/👎 rules, cards you hid or opened only to other people, or deleted messages. You do not see their chat; it is erased when they leave it. The specialist gives their own consent first. If you withdraw your consent to AI, their chat stops too.

Our team does not read your records — only the assistant does, when it answers. The exception is a report: if you tap “Report” under an answer, the reason, your words and an excerpt of the answer are kept on our server, and our team reads them to check the answer. One administrator has technical access to the server, uses it only to fix a failure or keep the service secure, and every sign-in to the server and every access to the database is written to a log, with a copy kept off the server.

Your records are encrypted: connections to the app, the database and files on our server (an encrypted disk whose key is not kept on the server) and backups. Program files and technical service logs on the server are not encrypted; your diary and files are not stored there. We do not sell data, show ads or use your records to train our own models.

Private chat

Each parent’s private chat with the assistant is not visible to the other parent. The assistant sees the shared history there too. The conversation and its files are erased when you leave it, or after about 3 hours without activity.

Nothing else from it is kept (apart from a report you send, see above): no notes about the advice and no 👍/👎 (the private chat has none).

What the AI receives

The AI provider is OpenAI. It receives only what a given task needs:

• An answer: your question with its photos and documents; from a video — still frames (the sound stays on our server, where a program only marks loud moments); the records from your history that fit the question, and, when needed, a few earlier files.
• Voice: the recording, to turn it into text.
• Search in your history: to find records by meaning, their texts are turned into search codes; the codes are kept on our server.
• The Child card and overviews: records and shared-chat messages, never private chats.
• A specialist’s record: its text, to translate it for you; the translation is kept.
• Internet search: only a short general phrase, checked so it has no names or numbers; for places nearby — also the town or district.
• Drawing a communication card: only the word.

OpenAI may process this in the United States under its data processing agreement with Standard Contractual Clauses. Requests are sent with storage turned off; under OpenAI’s terms, API data is not used to train its models, and OpenAI may keep a request for up to 30 days only to detect abuse.

Communication cards

Card pictures come from the ARASAAC symbol set. Our server fetches a picture by its number: ARASAAC receives only that number, from our server — no words, nothing about your family, nothing from your phone. A picture drawn by the AI for a word is kept for your family so it is not drawn twice.

Other service providers

OVH: our server in London, United Kingdom (covered by the EU adequacy decision for the UK); encrypted backups in Paris, France; sign-in, invitation and service emails.

Scaleway: a second copy of the same encrypted backups in Paris, France. The keys to open them are not given to Scaleway.

Google Play: installs the app, under Google’s own policy. To show “a new version is out”, the app reads a public file on our website about every 6 hours — without signing in and without any family data.

Contact form on the website

If you write to us through the form on lookhowfar.com, we receive your name, email and message as an email to hello@lookhowfar.com (our mailbox at OVH), and a copy goes to our Google (Gmail) mailbox. We use them only to reply to you, not for newsletters; the basis is your request. The website server does not store the message; to stop spam it remembers your network (IP) address in memory for no more than a day. We delete the correspondence when it is no longer needed, or earlier if you ask at privacy@lookhowfar.com. Please do not write your child’s health details in the form.

How long we keep it

While your family uses the app. Deleted entries stay in Trash for 30 days, then are erased. A private chat — see above. Backups at OVH and their second copy at Scaleway expire within about 45 days.

Download or delete your data

In the app, Settings → Data and privacy: download the whole history (text, memory and original files) or delete the whole history — it is erased after 7 days, and either parent can cancel during that time.

Delete your account in the app: in the same place, withdraw a consent and answer “Yes, delete”. Your sign-in, email, name and private chats are deleted at once. Shared entries about the child stay with the other parent. If you are the only parent, the child’s whole history — entries, photos and files — is deleted too; files within about an hour.

Or write to us: Settings → Delete account, or an email to privacy@lookhowfar.com from the email you sign in with, subject “Delete account”. You do not need the app for this. We delete your account and the family’s data within 30 days and confirm by email. If the other parent keeps using the diary, tell us whether to keep the shared history for them or delete it.

Copies in backups disappear later, within the backup periods above.

Your rights

You can ask for a copy of your data, correct it, delete it, limit or object to processing, and withdraw consent. We answer within one month. You can also complain to the Portuguese data protection authority, CNPD, or to the authority where you live.

Changes

If something important changes, we will tell you in the app before it applies.