Read this first: there are three kinds of people here
Optracs is software sold to contractors, so personal data reaches us in different ways, and your rights depend on which one you are.
If you are a contractor using Optracs, we hold your account information and 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, that contractor decides what happens to your information. We hold it for them, under contract, and act on their instructions. To see, correct or delete it, contact the contractor. If you contact us instead, we will pass your request to them and tell you we did.
If we send you an access code, we keep a record that we sent it, the email address it works for, and whether it was used to start a workspace. Ask us to delete that record and we will, which also cancels the code.
If you are an Optracs partner, or work for one, we keep what you give us when you apply and in your partner account: your contact details, your business's details, your signed agreement, the companies that came through you, and what we paid you. We do not keep your tax form in Optracs, only the day it arrived. If you ask to be in our partner directory, the details you give for it are public on our website. We do not sell any of it.
If you tried the Optracs demo, you gave us your name, your email and, if you chose to, a phone number. We also record the country, region and city your connection came from as our network provider reports it, your browser and device, how you arrived, and what you looked at. If you accept analytics on the demo, we also record the screens you see inside the sample company, with anything you type hidden. We use this to give you the demo and to follow up with you about Optracs. We send product news and offers by email only if you left that box ticked, and every email lets you stop them. We do not text or auto-dial your phone number. The sample company is deleted when your visit ends. If you never enter the code we email you, we delete what you typed within two days; otherwise we keep your details for 24 months after your last visit. Ask us to delete them sooner and we will.
If you ask for a call, such as a setup call or a live demo, we keep your name, email, phone number, the times you offered, your company's name and any note you wrote, for 12 months. We use them to arrange the call and answer you. A person at Optracs calls the number you gave about that request. We do not text it or add you to a mailing list.
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, an emailed sign-in link or, where it is offered, your Google account. If you use Google, it tells us your name, your email address and whether it is verified; we do not see your Google password. A password is held only as a one-way hash.
Browsers and phones you sign in from. We keep a record of each browser or phone that signs in, so that a new one has to prove itself with a code we email you. It holds a short description of the device, the network address it last signed in from and the dates. You can see the list, and sign any of them out, under Security in the web application.
Usage data. Server logs, including IP address, browser and the pages requested. We also count which features are used, per workspace and per person, with PostHog (named in our subprocessor list). A count carries the workspace's id and a random account id, never your name or email address, and nothing from inside your workspace. We do not use it for advertising, and we do not sell or share it.
On the sign-up page, before you have an account, and only if you accepted analytics, we also record how the page is used, with everything you type hidden. The recording stops when you press Create account.
Billing data. Subscription payments are processed by Stripe. Card details go to Stripe's own page and never reach Optracs. We keep your plan, your billing period, Stripe's reference numbers, and for each payment its amount and day and the state and ZIP code of your billing address, which we need for sales tax.
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, property addresses and photographs, estimates, invoices and payments, insurance claim details, documents and signatures, job notes and messages, and the ratings customers leave after a job.
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 staff can see a workspace's settings, its plan and who its members are. They cannot see your contacts, jobs, estimates, invoices or documents unless you say yes. We ask, an administrator of your workspace approves it for a limited time, you can end it at any moment, and every record opened is written to your own security log. We may also 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.
When you create an account or try the demo, a box asking for product news and offers by email is ticked for you. Untick it and we will not send them. We keep a record of what you chose.
5. Who else sees data
The vendors we use to run the platform, listed with what each 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 a contractor's workspace data, to any AI provider.
If you use the Optracs iPhone app, Apple receives the address of a job you open, so that the app can draw a map. Apple handles it under its own privacy terms.
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 compelled to hand over a contractor's workspace data, we will tell them unless we are legally forbidden to.
If a partner referred you, we tell that partner your business's name, whether you are subscribed, and what you pay us and when, including refunds. A partner sees nothing inside your workspace.
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, the contractor entering it after speaking to you, or one of the contractor's customers recommending you. If someone recommended you, nothing automatic is sent to you because of it.
After a job. A contractor may email you after a job to ask how it went. Your rating and comment go to the contractor, and they may quote your comment only if you tick the box that allows it.
Paying an invoice. If you pay online, you pay on Stripe's page. Your card details go to Stripe; neither Optracs nor the contractor receives the card number.
Email and website counts. Email a contractor sends through Optracs may record when it was delivered and opened and which links were clicked. If a contractor's own website uses Optracs to count its visits, the pages you view there 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. 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.
Stopping messages. Reply STOP to a text, or use the unsubscribe link in an email. 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.
Deleted data persists in backups until they roll off, for about 7 days at most. A deleted file is removed from storage on a daily sweep, so it can be restored for a short window.
Other records are kept as long as their purpose needs, and no longer: usage counts and security and system logs from about a day to 36 months; screen recordings 30 days; call requests 12 months; demo details 24 months after the last visit. Payment and partner payout records are kept at least four years, because they are tax records. Records we are required to keep, we keep.
8. Security
Data is encrypted in transit and at rest, and workspaces are separated at the database level so that a query in one cannot reach another's rows. Access to production is limited to people who need it. 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. 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, object to certain processing, or withdraw consent. Exercise them at info@optracs.com. We will not treat you worse for asking. We verify a request before we act on it.
Deleting your account. You can delete your account yourself, in the web application and in the iPhone app. It happens at once and cannot be undone. It removes your sign-in, your name and your email address. If you are the Owner of a workspace, hand it over or close it first. Records in a workspace belong to that business and stay with it, with your name off what you made. If you cannot sign in, email us.
For California residents: we do not sell personal information, and we do not share it for cross-context behavioral advertising.
Where we operate. Optracs is sold in the United States and in Canada outside Quebec, and your data is processed in the United States. We do not offer the service in Quebec, the EU or the UK.
If you are in Canada. Your information is stored and processed in the United States, and courts and government agencies there may be able to get access to it under US law. Our privacy contact is info@optracs.com. You may ask to see the information we hold about you, ask us to correct it, or withdraw a consent you gave, and we will answer within 30 days. Records a contractor keeps about its own customers are that contractor's, so ask the contractor (section 6). If a breach of our systems creates a real risk of significant harm to you, we will tell you and Canada's Privacy Commissioner as the law requires. You may also complain to the Office of the Privacy Commissioner of Canada. If you are in Canada, accepting optional cookies is your consent to the uses listed beside them in section 10, and you can withdraw it at any time in Cookie settings.
10. Cookies and tracking
Your choices. When you first open the Optracs website, the demo or the sign-up page, a banner asks which optional cookies you accept. Reject all is as easy as Accept all, and nothing optional is set or recorded until you choose. You can change your choice at any time with the Cookie settings link at the bottom of those pages. The banner remembers your choice in one cookie for 6 months. If your browser sends a Global Privacy Control signal, we treat it as a rejection of optional cookies until you choose otherwise.
Cookies that are required. The application, the demo and the sign-up page set only the cookies they need to work: to keep you signed in, to remember which workspace you are in and which browsers you have verified, and to protect the forms from abuse. When you open a partner's link and the sign-up page opens, the application also sets a cookie that remembers that partner's code for 90 days, so the partner is credited if your business signs up. It holds the code and nothing else, and it stays when you reject optional cookies because you opened that partner's link to sign up. There are no advertising cookies and no third-party ad pixels.
Optional cookies, only if you accept.
- Analytics (the website, the demo and the sign-up page). The website keeps a first-party cookie, for up to a year, with a random visitor id, so we can tell a returning visitor from a new one and follow a visit into the sign-up page. PostHog counts which pages are opened and which buttons are pressed, and records how the website, the sign-up page and the demo's sample company are used, with anything typed into a form hidden. For the website it also keeps the address your visit came from for up to 12 months. The visitor id is not tied to your account.
- Preferences (the demo). A cookie that remembers you confirmed your email, so coming back skips the form, for one year.
If you reject, nothing optional is stored or recorded. We still count that a page was opened, without an id, a cookie or your address.
Once you are signed in, the application counts how it is used (section 2) without a cookie, and it never records your screen.
The Optracs iPhone app. The app shows and changes the same workspace data as the web app, under the same account. It asks for access to your camera, microphone or photos only when you use a feature that needs it, and you can turn it off in your iPhone's Settings. It removes the place a photo or video was taken before it sends it. It counts how it is used the way the web application does. There is no advertising, and the app does not track you across other companies' apps or websites.
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.