Elmar's privacy notice

Who is responsible

Hav Labs AB (company registration number 559609-6676), Stockholm, is the controller of the personal data in Elmar. You reach us at hej@post.hejelmar.se.

What we keep

• About you adults: name, email address, sign-in (Google, Apple in the iPhone app, or a code to your email), who takes a task, your answers to the weekly question and to the Friday questions during the pilot, which days you opened Today (the day only, not what you did), whether you want the morning email, and which language you read Elmar in if you choose one (Swedish, English or Arabic). In the iPhone app also whether you want notifications, the evening before and in good time, and for each phone where you have said yes to them, a code from Apple that points out the app on that phone.
• Translations: if an adult in the family reads another language than Swedish, we keep what the school, the preschool and the clubs wrote translated into that language, so the same text isn't translated twice.
• About the children: first name, birth year, what you write so that we recognise the child in emails (class, group, team), the school's name for the lunch menu and the weather, and clothing and shoe sizes if you give them, with which clothes you have ticked for each season, and when the children are usually outside, if you change or confirm the times, for the weather.
• Your sources: which apps and clubs you use, and calendar links you give us.
• If you invite the class or the team: one link per calendar, with the class or the team as you write it. Anyone who opens a class's link sees only the school's name, and a team's link only the team. A family that joins through it starts with the school, the class and the child's birth year filled in (from a team, only the team), and changes what isn't right. You see how many families have joined, never which.
• If you share the calendar through the link: only if you choose to yourselves. The families who use the link get what is in the calendar, but never your link, the calendar's name or anything that names someone in your family by first name. What only concerns your child, such as a development talk or a visit to the school nurse, is kept out unless you choose to share it, and you see and choose what is shared. If you stop sharing, or remove the calendar, what they got from it is removed.
• If you joined through a link, or follow a calendar someone shared: which link it was, and the extra weeks you got. You don't see who sent it, and they don't see that it was you.
• The school's days: if you have connected the school's calendar with your own link (for example InfoMentor), other families in Elmar with children at the same school get the school's own closed days from it: holidays (lov), studiedagar, planning days and days when the school or fritids closes or closes early. Only those days, and never anything that names someone in your family by first name or only concerns your child. They never see who you are. If you don't want to share them, press "Don't share the school's days" on the calendar's page, and they disappear for the others at once. In the same way you get the school's days when another family at your child's school has connected the school's calendar.
• Lunch from your pictures: if you send a picture of the school's or preschool's lunch menu, we read the dishes and show them on your child's lunch card, in the week's lunch and in the morning email. If the menu has dates or a week number, other families with children at the same school or preschool can see the dishes, but only after someone at Elmar has looked at the picture, and they never see who you are. If you don't want that, press "Don't share" after sending the picture or under the week's lunch, and it's shown to you only. In the same way, you can get the lunch from a menu another family has sent.
• What you send: emails you forward (with attachments), screenshots, photos and documents you add, and what you tell Elmar by voice or in text. If you tell Elmar about your own plans, such as a meeting or a dentist's appointment, or forward an email or add a screenshot about a time you have booked, Elmar adds them with your name, and the adults in your family see them like everything else in Elmar. Other families never see them.
• What we read out: things to know or do, with the sentence they are based on, and your answers when we ask whether something is right.
• Dinners and the shopping list: which dinners you planned and added, which you made favourites or don't want again, which evenings get a dinner and how many portions, your ticks on the shopping list (bought and at home, with the amount and who ticked), items of your own you added, and words for what you don't eat. The recipes' content comes from public web pages and none of this is sent anywhere; the words for what you don't eat are no allergy check. A week's records are removed after nine weeks.
• Operational records: that a morning email went out, what each reading costs us (the number of characters, not the content), and which suggestions on Idag in the iPhone app you said no to, saw or opened, so that Elmar doesn't ask about the same thing too often. And which notification or email from Elmar went to whom, about what and when (not what it said), so we can see whether you heard in time.
• What you tell us with Hjälp Elmar bli bättre: what you type or say and the screenshots you add. During the pilot also which page in Elmar you were on, a picture of that page (unless you remove it before sending), the app's version and the phone's system. Only the team behind Elmar reads it, to make Elmar better; Claude doesn't read it.

If you register your interest on hejelmar.se, what you write (your email address, municipality, which apps you get information in and what you want to tell us) goes to us as an email, just like an email to hej@post.hejelmar.se, and is not stored in Elmar.

We never ask for personal identity numbers, passwords to the school's apps or photos of the children. An email from the school can still contain things such as health; we read out what you need to do, not the diagnosis, and the email is deleted after 90 days.

Why

To give you a calm overview: what is happening today and soon, what needs you, and where it says so. Nothing else. We don't sell data, show no advertising and make no decisions about the children.

Where it is kept and who helps us

• Everything is kept with Supabase in Stockholm (EU).
• The app runs on Vercel, with functions in Stockholm.
• Emails are received and sent through Mailgun in the EU.
• Supabase, Vercel and Mailgun are companies outside the EU (in Singapore and the USA). The data stays in the EU, but if their staff need to reach it, for example for support, that is protected by the EU's standard contractual clauses in their data processing agreements.
• To read what you send (emails with attachments, screenshots, photos, documents and what you tell Elmar) we use Anthropic's AI model Claude. It is sent to Anthropic together with the children's first names, birth years and what you have written about them (class, group, team), and Anthropic may process it outside the EU. When you tell Elmar something, your name, the names of the adults in your family and your ongoing routines are sent along too (who does what, which day, when, for how long and where), so that Elmar knows whose a plan is and you can change or stop a routine by saying so. With emails go the names of the adults in your family, so that Elmar knows whose a booked time is. With pictures go the names of the adults in your family and your name as the one who added them, for the same reason, and the name of the app you said they come from, or, if you said neither where they come from nor whom they concern, the names of your apps and which children you use them for. Anthropic may not use your data to train its models, and deletes it within 30 days. The transfer is protected by Anthropic's data processing agreement with the EU's standard contractual clauses.
• To translate what the school wrote into your language we also use Claude, on the same terms: only the texts we show, without the email around them, your family's name or anyone's address.
• If you choose Only some events for a calendar link, Claude reads the calendar's events against what you wrote, on the same terms: an event's title, description, place and time of day as the calendar has them, without its date or the link. We keep the answer for each event until it has gone unused for 90 days, so the same event isn't read twice, and what is left out until 30 days after it has happened.
• When you speak to Elmar, your browser uses the phone's own speech recognition (Google's in Chrome, Apple's in Safari), and Elmar's iPhone app uses Apple's, on the phone itself when it can do your language there. The sound goes there, not to us; we get only the text, which you see and can change before you send it.
• If you sign in with Google or, in the iPhone app, Apple, we get your email address from them, and from Google also your name and profile picture. Your first name becomes your name in the family when you create it, so you don't have to type it (you can change it there); we don't use the profile picture. Apple gives us your name only the first time you sign in to Elmar with Apple, and only if you leave it in, and then we do the same. If you hide your email from Apple, we get an address at Apple that forwards to yours instead; the account with that address is removed once you've linked Apple to your family.
• Notifications in the iPhone app go through Apple's notification service. A notification says what's due and for which child (the first name), such as "Ta med inneskor · Leo · Idag 08:30", or that Elmar has read what you sent. What could be personal, such as a development talk or a visit to the school nurse, only says "Something to see in Elmar". Apple may process the notification outside the EU. You turn notifications off in Familjen or in the iPhone's Settings.
• Lunch menus are fetched from skolmaten.se with the school's name, from Matilda or Mashie with the number of the menu the school's kitchen publishes there, or from the school's own website. When a school puts its menu out as a picture or a PDF, Claude reads it. No personal data goes with them.
• The weather is fetched from SMHI for a point near the school, rounded to about a kilometre. No names and nothing about you go with it.
• When you press "Second-hand" by the children's clothes, your browser opens a search on Vinted with the garment and the size (for example "vinteroverall 116") and Vinted's own filters: children's clothes, very good condition, newest first and, unless you choose every brand, brands that usually last. We send nothing about you to Vinted and get nothing from them.

During the pilot test, Alexander can see the things Elmar is unsure about, together with what they are based on (the email, the pictures or what you told Elmar), to correct mistakes. It says so in the consent each of you gives when you sign in.

For how long

• Emails, attachments, screenshots, photos, documents and what you told Elmar: 90 days, then they are deleted automatically.
• Events from calendar links: 30 days after they took place.
• Translations: 90 days. Your language: as long as you are with us.
• A phone's code: until you sign out, turn notifications off or remove the app. A notification stays with Apple only until it has arrived, and at most until the end of the day it's about.
• Clothing and shoe sizes: as long as the child is with us. Which clothes you have ticked applies to one season at a time.
• What we have read out and your answers: as long as your family is with us. Your own plans: until you remove your account.
• A link to invite the class or the team: as long as the child it concerns is with us.
• A calendar shared with other families: as long as you share it. What they got from it is deleted when you stop.
• The school's days from other families: the coming days, as long as some family at the school shares them. Days that have already begun stay like your other things.
• Menus from your pictures: as long as the picture they were read from, 90 days.
• Which suggestions on Idag you saw, opened or said no to: 60 days, and a no until it stops applying.
• Which notification or email went to whom: 90 days.
• Your account: until you delete it under Your account, in the app or on the web. Then your name, your address, your sign-in and your settings disappear at once, and the family stays for the others who have signed in. What you added for the family, such as screenshots and answers, stays with it without your name. If you're the only one who has signed in, the whole family disappears with your account. The logs of sign-ins at Supabase and of emails we sent at Mailgun are cleared within a week.
• Everything: when you ask us to remove the family, or when the last of you who has signed in deletes their account. Backups at Supabase disappear within their retention period after that.

When you visit hejelmar.se

The website counts for itself how it is used, so that we see what works: which page is opened, which website the visitor came from (only its name, for example facebook.com) or which campaign the link had, whether the screen is a phone, a tablet or a computer, how far down the page people get, what they click and how long the page is in view. It is sent to Elmar and to no one else.

• No cookies, and nothing is kept in your browser. Each page view gets a random number that is forgotten when the page closes, so we can't recognise you on another day or on another page.
• We don't keep your IP address or which browser or phone you have. To count how many different people visit the website in a day, we turn them into a code with a random number that changes every day and is then deleted. After the day no one, us included, can link the code to you, so the same person on two days counts as two visitors.
• If you have turned on Do Not Track or Global Privacy Control in your browser, you aren't counted at all.
• The figures are kept for 13 months and used only to make the website better.

Your rights

You can delete your account yourself under Your account, get everything we have about your family, correct what is wrong ("Correct it" is on every item), ask us to delete the family completely, and object to how we process the data. Write to hej@post.hejelmar.se, and we answer within a month. You can also complain to the Swedish Authority for Privacy Protection, Integritetsskyddsmyndigheten (imy.se).

Legal basis

We process your data to be able to give you the service you asked for (contract). During the pilot test we ask each of you for consent to a person at Elmar reviewing uncertain readings and to us keeping your corrections as test cases; the consent can be withdrawn at any time. Data about other people mentioned in what you send, such as the school's emails or a screenshot from an app, we process on our legitimate interest in reading it, without reading anything out about them. That the school's days from your calendar are shown to other families at the school we also do on legitimate interest: it is the school's schedule, not data about you, and you can switch it off at any time. The same goes for a menu you sent as a picture: it is the school's menu, someone at Elmar looks at it first, and you can turn it off. Visits to hejelmar.se we count on our legitimate interest in knowing how the website works, without being able to see who anyone is.

Changes

When we add a new service, a new kind of data or a new purpose, we update this text and say so in the app.