WiFi Sphere
Legal
Privacy
This notice explains how Longdog Labs Limited handles personal data for WiFi Sphere. It covers two different roles: your company account, which we control, and guest Wi-Fi records, which your company controls and we only store for you.
1. Data controller
Longdog Labs Limited (SC885356), PO Box 14430, Cowdenbeath, KY4 4AF, United Kingdom. Product: WiFi Sphere (wifisphere.co.uk and portal.wifisphere.co.uk). Email: [email protected]. Data protection requests: [email protected].
2. Who is responsible for which data
Company and operator accounts. When you register, sign in, pay, or open a support chat, LongDog Labs is the controller. We use that data to run the Service, take payment, and reply to you.
Guest splash and session data. When a visitor fills in your Connect form or comes online through RADIUS, that record belongs to the company that owns the network. That company is the controller. LongDog Labs is the processor: we host the record so network staff can see it in the portal. We do not use guest records for our own purposes. We do not sell them, advertise with them, or train models on them.
If you are a guest on a venue’s Wi-Fi, questions about why your name or email was collected should go to that venue. You can also contact us and we will point the request to the network owner where we can identify them.
3. Company and operator data we collect
| Data | Why | Kept |
|---|---|---|
| Company name and registration number | Separate one customer from another | Until the account is closed, then as required for tax |
| Staff email addresses | Sign-in links, notices, billing | Until the user is removed or the account is closed |
| Stripe customer and payment metadata | Charge extra MikroTik slots | As Stripe and tax law require (typically up to 7 years for invoices) |
| Support chat and email | Help with the product | Up to 2 years after the last message |
| IP address and basic device data in logs | Security and abuse | About 30 days in server logs |
Legal bases: contract (Art. 6(1)(b)) to provide the Service; legitimate interests (Art. 6(1)(f)) for security and product operation; legal obligation (Art. 6(1)(c)) for invoices; consent where you choose optional chat or marketing.
4. Guest data we store for the network owner
Depending on how the network owner designed the splash page, this can include name, email, other form fields they enabled, MAC address, assigned IP, username, session start and stop, and that the guest accepted the venue’s terms. Router check-in (WAN, public IP, throughput, CPU) is about the MikroTik, not the guest’s identity.
We process this only on the network owner’s instructions, to display it in the portal and to authenticate the guest session. We do not read it for marketing. We do not combine it across companies. Staff at LongDog Labs may see it only to fix a fault you have asked us to look at, or where the law requires.
Retention of guest records follows the network owner’s use of the product (including archive). Closed company accounts are removed from live systems; some backups may last a short further period.
5. Where it is hosted
The application and database run on a dedicated server at Hetzner in Helsinki, Finland, in the European Economic Area. Public HTTPS may pass through Cloudflare. Card payments are handled by Stripe. In-product chat uses Tidio. Those providers process only what they need to provide that function, under contract.
Addresses on wifisphere.co.uk are used only for automated mail: magic sign-in links, notices, and email verification for WiFi customers. They are not staff inboxes. Write to LongDog Labs at [email protected] or [email protected].
We do not use advertising cookies or third-party analytics cookies on the public site. The portal uses a session cookie and a CSRF token so you can stay signed in and forms stay safe. Tidio may set its own cookies if you open live chat.
6. What we do not do
- We do not sell personal data.
- We do not use guest splash or RADIUS records for LongDog Labs marketing or advertising.
- We do not share guest records with other companies on WiFi Sphere.
- We do not train AI systems on your company or guest data.
7. Your rights (UK GDPR)
For data we control (your account), you can ask for access, correction, deletion, restriction, objection, or portability, and you can withdraw consent where we relied on it. Email [email protected]. We will respond within one month. For guest records we hold as processor, we will pass a valid request to the network owner or handle it on their documented instruction.
You can complain to us first, then to the Information Commissioner’s Office: ico.org.uk, 0303 123 1113.
8. Security and breaches
Access to the live system is limited to LongDog Labs operators. Traffic to the portal is HTTPS. Sign-in uses emailed links rather than stored passwords for operators. If a breach is likely to risk people’s rights, we will notify the ICO within 72 hours where the law requires it, and affected people when the risk is high.
9. Children
Company accounts are for adult operators. Guest Wi-Fi at a venue may be used by under-16s. The network owner must not design splash forms that collect children’s data unless they have a lawful basis. We do not knowingly use such data for our own purposes.
10. Changes
We will post updates on this page with a new date. If a change is significant, we will email the company contact we have on file where we can.
11. Contact LongDog Labs
General: [email protected]
Data protection: [email protected]
Post: Longdog Labs Limited, PO Box 14430, Cowdenbeath, KY4 4AF, United Kingdom.
Related: Terms of service.