Read this first: there are three kinds of people here
Optracs is software sold to contractors. That means personal data reaches us three different ways, and your rights differ depending on which one you are.
If you are a contractor using Optracs, we hold your account information and we decide how it is used. This policy covers that directly, and you can exercise your rights with us.
If you are a homeowner whose details are in a contractor's Optracs workspace, because you requested a quote, had work done, or filled in a form on their website, then that contractor decides what happens to your information. We only hold it on their behalf, under contract, and we act on their instructions. To see, correct, or delete your information, contact the contractor. If you contact us instead we will pass your request to them and tell you we have done so.
If you gave us your email on the Optracs website, to ask for early access or to be told when something launches, that is between you and us, and nobody else. We hold your address and how you arrived, we use it to reply to you and to tell you when Optracs is ready, and we do not sell it, rent it or pass it to any contractor. Ask us to delete it and we will, without asking why. Every message we send you carries a way to stop them.
If we send you an early-access code, we also keep a record that we sent it, the address it works for, and whether it was used to start a workspace. The code itself is stored only in a form that cannot be turned back into the code. Deleting your address also cancels any code we sent you.
This distinction is the whole shape of the policy. Section 6 covers homeowners specifically.
1. Who we are
Optracs LLC, 5900 Balcones Dr, Ste 100, Austin, TX 78731-4298. Contact us at info@optracs.com.
2. What we collect from contractors
Account data. Name, work email, and the workspace you belong to. You sign in with a password or an emailed sign-in link. A password is held by our authentication provider only as a one-way hash, which cannot be turned back into the password. If you turn on an authenticator app, our authentication provider holds what it needs to check your codes, and we keep a record of the browsers you have verified, so that a sign-in from a new one is asked to prove itself.
Usage data. Which features you use and when, so we can keep the service working and understand what to build. Standard server logs, including IP address, browser, and the pages requested.
Billing data. Subscription payments are processed by Stripe, named in our subprocessor list. Card details are entered on Stripe's own page and go to Stripe; Optracs never receives or stores a card number. We keep which plan you are on, your billing period, and the identifiers Stripe gives your customer record and subscription, so the two stay in step.
Support conversations. What you send us when you ask for help.
3. What is inside a workspace
A contractor's workspace typically holds: contacts and leads with names, addresses, phone numbers and email addresses; property addresses and photographs of properties; estimates, invoices and payment records; insurance claim details; documents and signatures; job notes, scheduled work and internal messages.
We hold all of this for the contractor, not for ourselves. We do not sell it, mine it, or use it to build anything. Access is separated so that one contractor cannot see another's workspace.
Our own staff can see your workspace's settings: its name, plan, which features are switched on, and how much storage it uses. They cannot see your contacts, jobs, estimates, invoices or documents.
To see one of those records, we have to ask you, and you have to say yes. A request names the person asking, the reason, and how long they need, up to a day. We email your workspace's administrators when we ask. Nobody at Optracs can approve it: only an administrator of your workspace can, from inside your own account. You can end an approval at any moment.
While that approval is live, every record one of our staff opens is written to your own security log, which you can read at any time under Security. Nobody can edit or delete those entries, including the person who made the read and including us; like the rest of that log, they expire after 12 months. Requests you decline are recorded too.
Separately from that, we may access a workspace where the law requires it.
4. Why we use data
To provide the service; to authenticate you; to keep the platform secure and investigate abuse; to bill; to answer support requests; to send service announcements; and to comply with legal obligations.
If we send you marketing about Optracs itself, you can opt out and we will stop. Service announcements about your own account are not marketing and you cannot opt out of those while you have an account.
5. Who else sees data
The vendors we use to run the platform, listed in full with what each one receives in our subprocessor list. Each is bound by contract to protect the data and use it only to provide their service to us.
Optracs has no AI built in. We do not send your data, or the data in a contractor's workspace, to any AI provider.
We may also disclose data if the law requires it, to protect someone's safety or our rights, or to a buyer if the business is sold. If we are ever compelled to hand over a contractor's workspace data, we will tell them unless we are legally forbidden to.
6. If you are a homeowner
You did not sign up for Optracs. A contractor you dealt with uses it.
Where your data came from. A form on the contractor's website, a quote request, or the contractor entering it after speaking to you.
Photos. If you uploaded photos of your property to a quote link a contractor sent you, those photos were stored so the contractor could see them. They are not sent to any AI service.
Paying an invoice. If a contractor sends you an invoice you can pay online, you pay on Stripe's page. Your card details go to Stripe; neither Optracs nor the contractor receives the card number.
Email from a contractor. Email a contractor sends through Optracs may record when it was delivered and opened, and which of its links were clicked, so the contractor can see that it arrived.
A contractor's website. If a contractor's own website uses Optracs to count its visits, the pages you view there, the page that sent you, and the country your visit came from are recorded in that contractor's workspace.
What we do with it. Store it, and process it as the contractor instructs. Nothing else. We do not market to you, sell your information, or use it for our own purposes.
Your rights. Direct them to the contractor. If that fails, contact us at info@optracs.com and we will help you reach them and will act on their instruction.
Text messages and email. If a contractor contacted you through Optracs and you want it to stop, replying STOP to a text stops it. For email, use the unsubscribe link. Both work automatically. You can also tell the contractor directly.
7. How long we keep things
Workspace data is kept while the account is active. After a workspace closes, the contractor has 30 days to export, then we delete it. If a workspace is not paid for, it becomes read-only at once and is deleted 30 days later unless its owner pays in that time.
Two honest limits. Deleted data persists in backups until those backups roll off, for no longer than approximately 7 days. That is our database provider's Pro-plan retention and the ceiling we write to; we are on their free plan today, which keeps no automatic backups at all, so right now nothing lingers in one. And a deleted file's bytes are removed from our file storage on a daily sweep rather than the instant you press delete, so a file can be restored for a short window after deletion and is gone for good once that window closes.
How long a log is kept depends on what it is for:
- Your workspace's own activity log (sign-ins, and changes to your records): 12 months.
- Our record of what our own staff did in your workspace: 36 months, so a question about it can still be answered long afterwards.
- Records of refused attempts to reach our systems: 12 to 24 months.
- Logs kept by our hosting providers: about a day.
Records we are required to keep, we keep.
8. Security
Data is encrypted in transit and at rest. Workspaces are separated at the database level so that a query in one workspace cannot reach another's rows, and that separation is tested by an automated suite on every change rather than assumed.
Access to production is limited to people who need it. You sign in with a password or an emailed link. A password is held only as a one-way hash, a new device has to prove your email address before it is trusted, and you can add an authenticator app as a second factor.
No system is perfectly secure, and anyone who tells you otherwise is selling something. If a breach affects your data we will notify you and any regulator that requires it, within the deadlines the law sets.
If you find a security problem, see the security research section of our Acceptable Use Policy.
9. Your rights
Depending on where you live you may have the right to see what we hold, correct it, delete it, get a copy in a portable format, object to certain processing, or withdraw consent. Exercise them at info@optracs.com. We will not treat you worse for asking.
For California residents: we do not sell personal information, and we do not share it for cross-context behavioural advertising.
Optracs is sold in the United States only, and your data is processed in the United States. We do not offer the service in the EU or the UK, and this policy carries no GDPR section on purpose: writing obligations we are not set up to honour would be worse than saying plainly that we do not operate there. If that changes, this policy needs a lawful-basis table and a transfer mechanism before the first European customer, not after.
10. Cookies and tracking
The application sets only the cookies it needs to work: the ones that keep you signed in, one that remembers which workspace you are in, and one that recognises a browser you have already verified, so you are not asked to prove it again. There are no advertising or analytics cookies, and no third-party ad pixels.
The Optracs website sets no cookies of its own and runs no analytics tracker or advertising pixel. Cloudflare, which protects the site and runs the optional spam check on the early-access form, may set the cookies it needs for security.
Do Not Track and Global Privacy Control. We do not track you across other sites and we do not sell or share personal information, so there is nothing for either signal to switch off. The website and the application behave the same whether or not your browser sends one.
11. Children
Optracs is business software and is not for anyone under 18. We do not knowingly collect children's data. If a child's information reaches a workspace, tell us and we will work with the contractor to remove it.
12. Changes
We will post changes here and update the date at the top. For material changes we will give notice before they take effect.