Privacy Policy

Introduction

This privacy policy sets out how Labmotive Ltd (which owns and operates the Remote Sampler service) uses and protects any information that you provide when you use this website and the Remote Sampler mobile application.

Labmotive Ltd is committed to ensuring that your privacy is protected. We only gather information that we require to provide the service and ensure that we can continue to do so, and any such information will be used only in accordance with this privacy policy.

The Remote Sampler website uses cookies. For more information on cookies and how we use them, please see our separate Cookie Policy.

Labmotive Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated on 22 April 2026.

Quick links: Website Data Collection | Mobile Application | Security | Your Rights

1. Website Data Collection

We collect, store and process the following kinds of personal information from users of this website and people who sign up to our mailing lists:

• Registration information that you provide so that you can use the Remote Sampler service.
• For companies, your payment information (including your billing address) and VAT number.
• Information about your computer and your visits to this website (IP address, browser type and version).
• Information that you provide when you complete our contact form (your name and email address).
• Any other information that you choose to send us.

2. How We Use Your Personal Information

We will never share your personal information with any third parties except as indicated in this privacy policy. Information that you send us will be used for the purposes specified in this privacy policy and for no other purposes.

Where you provide personal information for publication on our website, we will publish that information in accordance with the terms and conditions of the Remote Sampler service.

We may use your personal information to:

• Provide you with the Remote Sampler service.
• Send you email notifications as part of the Remote Sampler service.
• Provide you with effective support as you use the Remote Sampler service.
• Send statements and invoices to you, and collect payments from you or your company.
• Improve your experience by personalising the service or our messages to you.
• Deal with enquiries and complaints made by or about you.
• Keep the website and application secure.
• Verify compliance with the terms and conditions of the Remote Sampler service.

In order to perform the above activities, we will share some of your information with third parties in order to provide the services you request:

• Information that you send us through the Remote Sampler application is shared with our infrastructure providers Amazon AWS.
• Information that you email us is shared with our email provider Go Daddy.

We may retain such data about you for as long as you have an account with the Remote Sampler service. If you close your account, we may retain certain data you have sent to the service indefinitely in order to comply with accounting rules and other legal requirements.

3. Cookies

We use cookies to identify you when you visit and ensure that logged-in users receive the appropriate content, and to track your navigation of our website. We maintain a separate Cookie Policy that you should read.

4. Disclosures

We may disclose your personal information to any of our employees, officers, agents, suppliers or contractors as reasonably necessary to deliver the Remote Sampler service to you. This includes our infrastructure providers, who may in the course of work learn your email address and other personal information:

• Amazon Web Services, who provide our server infrastructure, including file storage and our user-authorisation database.
• CSols Ltd, our trusted partner network.

In addition, we may disclose your personal information:

• To the extent that we are required to by law.
• If necessary for legal proceedings in which we are involved.
• In order to establish, exercise or defend our legal rights, such as preventing fraud or abuse of the system.
• To the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling.

Except as set out in this privacy policy, we will not share your personal information with any third party.

5. International Data Transfers

We will store and process the core application information that we collect within the Remote Sampler application within the EU, in our AWS data centre in Ireland or in our providers' own EU-based servers, so that we can use it in the ways set out in this privacy policy. Information shared with other infrastructure providers may be transferred to countries, including the USA, that do not have equivalent data-protection laws to those that govern in the European Economic Area.

By using the Remote Sampler service, you expressly agree to such transfers of personal information.

6. Mobile Application

This section applies specifically to the Remote Sampler mobile application for Android devices. Remote Sampler is a mobile remote data collection application designed for professional sampling workflows in regulated industries. The App connects to a central Remote Sampler server to send and receive sampling work assignments.

6.1 Information Collected by the App

The Remote Sampler App collects the following types of information to provide sampling data capture functionality:

Location Data: We collect precise GPS location data to record the coordinates where samples are collected. This information is essential for regulatory compliance and provides an audit trail of on-site sample collection activities. Location data is captured when you perform sampling activities within the App.

Camera and Photos: The App accesses your device camera to capture photographs of sample collection locations and conditions, and to scan barcodes on sample points and collection items to record chain of custody. Images captured through the App are stored locally and transmitted to the Remote Sampler server as part of the sample record.

Device Information: We collect device identifiers and technical information to ensure proper App functionality, including device model, operating system version, and App version.

User-Entered Data: The App collects data that you enter during the sampling process, including sample measurements and observations, user comments and notes, digital signatures, and timestamps of sampling activities.

NFC and Barcode Data: The App can read NFC tags and scan barcodes to identify sample points, equipment, and collection items. This data is used to maintain chain of custody records.

Network Information: We collect network status information to manage data synchronisation between the App and the Remote Sampler server.

Local Storage: The App stores sampling data locally on your device using SQLite database and file storage. This ensures data is preserved if network connectivity is temporarily unavailable.

6.2 How App Data is Used

The information collected through the App is used for the following purposes:

• To provide the core sampling data capture functionality of the App
• To synchronise sampling data with your organisation's Remote Sampler server and Laboratory Information Management System (LIMS)
• To maintain a complete audit trail for regulatory compliance (e.g., UKAS, DWI requirements)
• To generate reports documenting sample collection activities
• To provide GPS navigation to sample points
• To verify sample collection locations through GPS coordinate stamping
• To maintain chain of custody records through barcode and NFC scanning

6.3 App Data Storage and Transmission

Sampling data collected through the App is:

• Stored locally on the device in an encrypted SQLite database until synchronised with the server
• Transmitted wirelessly to the Remote Sampler server over encrypted HTTPS connections
• Stored on secure servers hosted on Amazon Web Services (AWS) within the EU (Ireland data centre)

All sensitive information transferred to and from the App is encrypted. Access to the App requires username and password authentication.

6.4 App Data Sharing

Data collected through the App is shared with:

• Your organisation's Remote Sampler server administrators and authorised users
• Your organisation's LIMS system (if configured for integration)
• Amazon Web Services, our infrastructure provider
• CSols Ltd, our trusted partner network for sales and support

We do not sell, trade, or otherwise transfer your information to third parties except as described in this policy or as required by law.

6.5 App Data Retention

Sampling data is retained in accordance with regulatory requirements, which may require storage for seven years or more. Data remains accessible through the Remote Sampler reporting system for the duration of your organisation's subscription.

Local data stored on the device is retained until successfully synchronised with the server, after which it may be cleared from the device.

6.6 Android Permissions

The Remote Sampler App requires the following Android permissions:

• Location (Fine/Coarse): To record GPS coordinates of sample collection for audit trail and regulatory compliance
• Camera: To capture photographs and scan barcodes at sample points
• Storage: To save sampling data and photographs locally on the device
• Internet/Network State: To synchronise data with the Remote Sampler server
• NFC: To read NFC tags for equipment and sample point identification
• Bluetooth: To connect to compatible sampling instruments and equipment

These permissions are essential for the App's core sampling functionality and regulatory compliance features.

7. Security of Your Personal Information

As set out in the terms and conditions of service, we will take reasonable technical and organisational precautions to prevent your personal information being lost, altered, misused or shared except as specified in this privacy policy.

We will store all the personal information that we gather on our secure servers. These are protected by passwords, firewalls and encryption to ensure that your data remains secure. Certain information (such as emails you send us) may also be stored on individual computers used by our team. These are also protected by passwords, firewalls and encryption.

For the mobile application specifically:

• All data transmission uses SSL/TLS encryption
• Local database storage is encrypted
• Access to the App requires authentication
• Server infrastructure is protected by firewalls and access controls
• Regular security assessments are conducted

Although we use SSL encryption throughout our applications, we cannot guarantee that data transmitted over the internet has not been intercepted by third parties. We can also not guarantee that your information will not be intercepted on your own computer or device.

As set out in the terms and conditions of service, you must keep your password confidential. We will never ask you for your password except when you log into the website or application.

8. Changes to This Policy

We may update this privacy policy from time to time, and you should check this page occasionally to ensure that you are happy with any changes.

9. Your Rights

You have the right to view any personal information that we hold about you. We will honour such requests provided that you:

• Provide appropriate evidence of your identity.
• Pay a processing fee (currently fixed at £10 sterling).

We may withhold such personal information to the extent permitted by law.

You may also ask us not to use your personal information for marketing purposes. To do this, you may send an email to our Support team indicating your preference. All marketing emails will also carry an option to unsubscribe from the marketing email list by clicking a link.

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

• The right to rectification of inaccurate data
• The right to erasure (subject to regulatory retention requirements)
• The right to restrict processing
• The right to data portability
• The right to object to processing

To exercise these rights, please contact your organisation's Remote Sampler administrator or contact us directly using the details below.

10. Children's Privacy

The Remote Sampler service and mobile application are designed for professional use and are not intended for use by children under the age of 16. We do not knowingly collect personal information from children.

11. Linked Websites

The Remote Sampler website may contain links to other websites. You may also encounter links to websites shared by other users of the Remote Sampler service. Labmotive Ltd is not responsible for the privacy policies or practices of any third-party websites.

12. Contacting Us

If you have any questions about this Privacy Policy or our treatment of your personal information, please contact us:

• Email: info@labmotive.com
• Website: www.remotesampler.com
• Support Partner: CSols Ltd

You can also contact us by post as indicated on our contact page.

13. Data Controller

The data controller responsible for the information collected through this website and the Remote Sampler mobile application under UK Law is Labmotive Ltd. Our registration number with the UK Information Commissioner's Office is ZA285298.