LifeAdmin collects the following categories of personal data to provide and improve the service:

Account data: Your name, email address, and authentication credentials when you register or sign in. Passwords are hashed and never stored in plain text. If you sign in with a third-party provider (e.g. Google), we receive your name and email from that provider.

Content you add: The documents, obligations, bills, subscriptions, assets (vehicles, homes, pets), and people records you create or upload. This includes file uploads (such as insurance certificates, contracts, and invoices), metadata extracted from those files (expiry dates, reference numbers, amounts), and any notes or labels you attach.

Usage data: Information about how you interact with LifeAdmin, including pages visited, features used, device type, browser version, IP address, and approximate location derived from IP. This data is collected through cookies and similar technologies (see Section 6).

Communication data: Records of emails, support requests, and notifications sent to or from you, including notification preferences and delivery status.

We do not sell your personal data to third parties. We do not use your personal data to train external AI models.

LifeAdmin processes your personal data for the following purposes:

Service delivery: To create and manage your account, display your timeline and reminders, store and retrieve your documents, and send notifications about upcoming obligations.

AI-assisted document extraction: When you upload a document, an AI model analyses its content to extract structured metadata (dates, amounts, reference numbers, provider names). This processing is necessary to provide the feature you requested. Extracted data is always editable by you before it is saved.

Security and fraud prevention: To monitor for unauthorised access, detect abuse, and protect your account and the platform from malicious activity.

Communication: To send you service-related notifications (reminders, expiry alerts, account updates), respond to support requests, and inform you of changes to the service.

Improvement: To analyse usage patterns, identify bugs, and develop new features. Aggregated and anonymised data may be used for analytics and product development.

Legal basis (EU/EEA): We process data on the basis of your consent, the performance of a contract (providing the service you requested), our legitimate interests in operating and securing the service, and compliance with legal obligations.

Documents you upload (PDFs, images, and other files) are stored in private, access-controlled storage. Files are encrypted in transit using TLS and at rest using industry-standard encryption.

Access to your documents is governed by row-level security policies. Only you can access your own documents. On Family plans, household members you explicitly invite may access shared documents — access is never granted automatically.

When a document is displayed or downloaded, a short-lived signed URL is generated. These URLs expire within minutes and cannot be reused after expiration.

LifeAdmin does not share your documents with third parties. Document content is processed by AI extraction providers solely to extract metadata on your behalf; the content is not retained by those providers beyond the processing request.

Every account is isolated at the database level using row-level security (RLS). You can only read, create, update, and delete records that belong to your account. No user can access another user's records unless they have been explicitly granted access within a shared household.

Household sharing (available on Family plans) allows you to invite other users to share specific assets, documents, and obligations. You remain in control of what is shared and can revoke access at any time.

LifeAdmin uses AI models to perform the following processing:

Document extraction: When you upload a file, an AI model reads the content and extracts structured data such as document type, provider name, reference number, start date, expiry date, and monetary amounts. The extracted data is presented to you for review and editing before it is saved to your account.

AI Assistant: The in-app AI assistant can answer questions about your obligations, suggest next actions, and help you organise your records. The assistant accesses only your own data and does not share it with other users.

AI processing is performed to provide the features you have requested. You are not required to use AI features — you can always enter data manually.

LifeAdmin uses cookies and similar technologies (local storage, session storage) for the following purposes:

Essential cookies: Required to keep you signed in, maintain your session, and ensure the security of the application. These cannot be disabled if you wish to use LifeAdmin.

Analytics cookies: With your consent, we use analytics to understand how the application is used, identify areas for improvement, and measure feature adoption. You can grant or withdraw consent for analytics cookies at any time via the cookie banner.

Preference cookies: Remember your language, currency, and display preferences across sessions.

You can manage your cookie preferences through the cookie banner displayed on first visit, or from your browser settings. Disabling essential cookies will prevent you from using the application.

LifeAdmin relies on third-party providers to deliver core functionality. These providers process data on our behalf under appropriate data processing agreements:

Hosting and infrastructure: Cloud hosting providers that store application data and serve the web application.

Authentication: Identity providers (e.g. Google) used for optional single sign-on. These providers receive your email address and basic profile information when you choose to sign in with them.

Email delivery: Services that send transactional and notification emails on our behalf.

Payment processing: Our payment provider handles all payment transactions. LifeAdmin does not store full card numbers or banking credentials (see Section 8).

AI processing: Providers that power document extraction and the AI assistant. These providers process data solely to deliver the requested feature and do not retain your content.

Each provider is bound by terms that require appropriate security measures and limit their use of your data to providing services on our behalf.

When you upgrade to a paid plan (Plus or Family), payment is processed by our payment provider. LifeAdmin does not collect, store, or transmit full card numbers, CVV codes, or banking credentials. Payment credentials are handled entirely by the payment provider's secure checkout.

We retain records of transactions (plan, amount, billing cycle, date) for billing and accounting purposes. Subscription status and billing details are stored in your account and visible to you at any time.

Depending on your jurisdiction, you have the following rights regarding your personal data:

Access: You can view all data stored in your account at any time within the application.

Rectification: You can edit or correct any record you have created. Account details (name, email) can be updated from your settings.

Erasure: You can delete individual records, documents, or your entire account at any time from within the application. Account deletion removes your data permanently.

Data portability: You can export your obligations and document metadata in a structured format.

Objection and restriction: You can object to certain types of processing (e.g. analytics) and request restriction of processing while a concern is investigated.

Withdrawal of consent: Where processing is based on consent (e.g. analytics cookies, AI features), you can withdraw consent at any time without affecting the lawfulness of prior processing.

EU/EEA residents have the rights described in Articles 15–22 of the GDPR. To exercise any of these rights, contact us through the Contact page. We will respond within 30 days.

You also have the right to lodge a complaint with your local data protection authority.

We retain your personal data for as long as your account is active. When you delete a record or document, it is permanently removed from our systems within 30 days.

When you delete your account, all associated data — including documents, obligations, assets, notifications, and subscription records — is permanently deleted within 30 days. Some limited server logs may be retained for a period of up to 90 days for security and fraud-prevention purposes, after which they are automatically purged.

If you cancel a paid subscription, your data remains accessible in your account. If your account is inactive for 24 months, we may notify you and, if we receive no response, delete the account and all associated data.

LifeAdmin implements industry-standard security measures to protect your data:

Encryption: All data is encrypted in transit using TLS 1.2+ and at rest using AES-256.

Access controls: Row-level security ensures each user can only access their own data. Administrative access is restricted to authorised personnel and logged for audit purposes.

Authentication: Session tokens are short-lived and rotated. Optional two-factor authentication is available via third-party identity providers.

Monitoring: We monitor for unauthorised access attempts, unusual activity, and potential vulnerabilities.

No method of transmission or storage is perfectly secure. We recommend using strong, unique passwords and enabling two-factor authentication where available.

In the event of a data breach affecting your personal data, we will notify affected users and the relevant supervisory authority within 72 hours, as required by Article 33 of the GDPR.

LifeAdmin is hosted on cloud infrastructure that may process data in data centres outside your country of residence. When personal data is transferred outside the EU/EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission, Binding Corporate Rules, or other legally recognised transfer mechanisms.

Third-party providers used by LifeAdmin are also required to implement appropriate safeguards for international transfers in accordance with applicable data protection laws.

LifeAdmin is not intended for use by children under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us and we will promptly delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the features of the service. We will notify you of material changes by email or by displaying a notice within the application. The "last updated" date at the top of this page indicates when the policy was last revised.

If you have questions about this Privacy Policy or your personal data, please contact us through the Contact page on this website. We are committed to resolving your privacy concerns promptly and transparently.