What we store
The records you put in your workspace: customers, estimates, schedules, job photos, signed paperwork and invoices. And the sign-in details of the people on your team. We also keep billing records, a count of how each workspace uses Optracs, and what you send our support. The Privacy Policy lists all of it.
Kept apart
Each company's records are kept apart from every other company's in the database itself. A test of that runs before every release, and a release that breaks it is not shipped.
Encrypted
Your data is encrypted on its way to us and where it is stored.
Signing in
Sign in with a password or an emailed link. A new device has to prove the account's email address before it is trusted. Anyone on your team can add an authenticator app as a second step.
Your password
Your password is kept only in a scrambled form that cannot be turned back into the password.
Who on your team sees what
Each person gets a role, such as Owner, Admin, Sales, Crew or Viewer. What a role can see is checked in the database, not only on the screen.
Who at Optracs can see it
Our staff can see your workspace's settings and who its members are. To open one of your records we have to ask, and an administrator of your workspace has to say yes. Every record we open is written to your own security log. Separately, we may access a workspace where the law requires it.
The companies we use
A short list of companies run parts of Optracs for us, such as the database, file storage and email delivery. The list says what each one can access. We give 30 days' notice before we add or replace one.
If something goes wrong
If personal data in your workspace is part of a breach, we tell you without undue delay, and within 72 hours of learning of it, with what we know then. We keep you updated after that.
Your data is yours
Export every record as CSV files from Settings, one file per table. Stored files, like photos and signed documents, aren't part of that export.
When you leave
You can export your data for 30 days after your workspace closes. After that we delete it. Deleted data stays in encrypted backups until they roll off, about 7 days at most. A few records outlast that, such as our tax record of your payments. The Privacy Policy and the Addendum list them.
Where it is kept
Your data is processed in the United States.
Report a problem
Write to info@optracs.com. A person reads every message. If you report a security problem, we reply within 5 business days.