Privacy policy

What we collect

Your account

• Name, email address and/or phone number, and sign-in details from the method you use (email and password, Google, or phone code).
• Your business profile: business name, address, phone, email, website, license or tax ID, logo, brand colour, labor rate, and the payment handles you choose to show customers.

What you put into ProTracs

• Projects and their phases, estimate and invoice lines, payments you record, expenses and receipt images, crew names, hourly rates and hours, photos, notes and reports, and messages exchanged with your customers through ProTracs links.
• Your customers’ contact details that you enter or import.

Payments

• Subscriptions are processed by Stripe. We receive your plan, its status and dates, and a Stripe customer reference. We never receive or store card numbers.

Technical information

• Standard request logs kept by our hosting providers (such as IP address, browser type and time of request), used for security and troubleshooting.

The AI connector (Claude, ChatGPT and other AI apps)

When you connect ProTracs to an AI app:

• You sign in to ProTracs and approve the connection. We issue that app a token that only works for your account; we store it only in hashed form, and you can disconnect it at any time in Settings → AI Connector.
• We receive the requests your AI app sends to ProTracs tools — for example “create a project named Garcia bathroom” or “add this note” — and return the ProTracs data needed to carry them out.
• We do not receive or store your conversations, chat history or files from the AI app. We only see what the app sends to a ProTracs tool.
• Some tools save text you ask them to save: notes and reports (including the original words you spoke or typed, kept alongside the polished version), and feature requests, which include your request in your own words and are sent to the ProTracs team by email so we can build what’s missing.
• Photos and receipts you add through upload links go straight to our storage, attached to the project or expense the link was made for. Upload links expire after 48 hours.
• Information ProTracs returns to your AI app is then handled by that app’s provider (for example Anthropic or OpenAI) under its own privacy policy.

How we use information

• To run ProTracs for you: storing your records, showing them on the website and in your AI app, and producing invoices, reports and customer pages.
• To send the emails you trigger, such as payment reminders and job summaries to your customers.
• To manage your plan and billing.
• To provide support, fix problems, keep the service secure, and improve it — including acting on feature requests.

We do not sell your information, and we do not use it for advertising.

Who we share it with

• Service providers that run ProTracs for us: Google Cloud / Firebase (database, file storage and sign-in), Vercel (hosting), Stripe (payments) and Resend (email delivery).
• Services you connect: your AI app’s provider when you use the connector, and Business Manager if you link it (we store your Business Manager API key to exchange customer records at your request).
• Your customers, when you send them a ProTracs link (such as a bill, a phase review or a report). They see only what that link covers.
• When required by law, or to protect the rights and safety of our users or ProTracs.

How long we keep it

• Your account data is kept while your account is open, including after a plan ends, so your records stay available to you.
• When you ask us to delete your account, we delete your data within 30 days, except where we must keep records by law (for example payment records). Backups age out within a further 30 days.
• Connector sign-in codes expire after 10 minutes, access tokens after 1 hour and refresh tokens after 90 days, or immediately when you disconnect.

Your choices and rights

• View and edit your information in the app at any time.
• Disconnect AI apps in Settings → AI Connector, and Business Manager in Settings → Integrations.
• Ask for a copy of your data, a correction, or deletion by emailing protrac.co@gmail.com. Depending on where you live you may have further rights under local law; we’ll honour them.

Security

Data is encrypted in transit, each account can only reach its own records, and sign-in secrets and connector tokens are stored hashed. No system is perfectly secure, so please tell us right away at protrac.co@gmail.com if you notice anything wrong.

Children

ProTracs is a business tool and isn’t directed to anyone under 16.

Changes and contact

We’ll update this page when our practices change and change the date above. Questions: protrac.co@gmail.com. See also our terms.