Privacy notice

LabTab is operated by Wetware Ltd (wetware.ai), a company registered in England and Wales. When we refer to "we", "us", or "our" in this notice, we mean Wetware Ltd.

If you have questions about this notice or about how we handle your personal data, contact us at support@wetware.ai.

Account details you provide: name, email address, username, profile picture, institutional affiliation, and role within your lab.

Lab content you create in LabTab: meeting notes, papers and their authors, grants and their deadlines, tasks, project documents, and comments. Some of this content may contain personal data about other people (such as co-authors or lab members).

Operational data we collect automatically: approximate IP address, browser user agent, login timestamps, and device fingerprints used for new-device alerts.

Product-analytics events: anonymised and pseudonymised usage events (page views, feature interactions) are sent to PostHog, our analytics sub-processor, to understand aggregate usage and guide product decisions. These events never include the contents of your lab data.

Integration data: if you connect Google Calendar, Outlook Calendar, or Google Scholar, we process the events, availability, and publications you authorise us to read.

Billing data: if you subscribe to a paid plan, our payment provider (Paddle) processes your payment details. We receive confirmation of billing events but do not store full card numbers ourselves.

To provide the LabTab service you asked for: showing your lab data, synchronising calendars, sending notifications, and generating data exports on request.

To secure your account: throttle failed logins, alert you to sign-ins from unrecognised devices, and detect abuse.

To operate the service: send transactional emails (account and billing confirmations, notification digests if enabled) and measure basic product usage.

To comply with legal obligations under UK and EU law, including responding to lawful requests from regulators or law enforcement.

Performance of a contract - the core service you signed up for.

Legitimate interests - keeping the service secure, understanding how it is used in aggregate, and communicating about it.

Consent - any optional analytics or marketing cookies are only loaded after you give consent, and you can withdraw that consent at any time.

Legal obligation - retaining certain billing records for tax law compliance.

We use a small number of sub-processors to run LabTab: Hetzner (hosting, EU data centre), Paddle (billing), Postmark (transactional email), and PostHog (product analytics). Your data is shared with them only as needed to deliver the service.

We do not sell personal data. We do not share your lab content with other LabTab customers. Cross-lab features (shared papers, joint meetings) only share content you explicitly assign to another lab.

If we engage a new sub-processor or materially change an existing one, we'll update this notice and, where required, notify active PIs in advance.

Under UK and EU GDPR you have the right to access, correct, delete, restrict, or port the personal data we hold about you, and to object to certain processing. To exercise any of these rights, email support@wetware.ai.

LabTab also provides a self-service export that produces a ZIP of your lab data in common formats (JSON, BibTeX, iCal, Markdown). You can request it at any time from settings → data portability.

You may complain to the Information Commissioner's Office (ico.org.uk) if you believe we have handled your data unlawfully.

We keep your account data and lab content while your account is active. When you close your account, your content is deleted within 30 days unless a PI in your lab chooses to retain it.

Audit logs and security-relevant records are retained for up to 12 months.

Billing records are retained for at least 6 years to meet UK tax-law requirements.

Our primary hosting is in the EU. Some sub-processors (Postmark, Paddle, PostHog) may process data in other jurisdictions. Where personal data leaves the UK or EEA we rely on UK-approved or EU-approved transfer mechanisms such as the International Data Transfer Agreement or Standard Contractual Clauses.

We may update this notice as the service changes. The current version is always at this URL; material changes are communicated to PIs in-product or via email.

Wetware Ltd - privacy questions and rights requests should be sent to support@wetware.ai.