This policy explains how Traceline handles personal information when you visit traceline.coffee or use the Traceline app. We keep it short and plain. Traceline is for businesses, so most of the information in the app belongs to our customers.
1. Two roles
- For information about our customers and their team members (account, billing and technical data), we decide how it is used. This policy covers that.
- For information our customers put into Traceline, such as their buyers, suppliers, invoices and records, the customer is in charge and we only process it for them, to run the service.
2. What we collect
| Kind | Examples |
|---|---|
| Account details | Name, work email, role and permissions, language, sign-in events, one-time codes for sign-up and password resets. Your password is stored only as a salted hash. |
| Billing details | Company name, billing email, plan and invoice history. Payments are handled by Stripe, which holds card details. We never see or store card numbers. |
| Technical data | IP address, device and browser details, server logs and error reports. Error reports have emails, tokens and request contents removed. |
| Your business data | What you enter: contacts, invoices and payments, expenses and receipts, lots, roasts, cupping and measurements, orders, support tickets, files and images. |
| Messages to us | Support tickets and emails you send us. |
We do not use advertising trackers, and we do not sell personal information.
3. How we use it
To run and secure Traceline, create and protect accounts, take payments, send verification codes, invoices and service emails, give support, prevent abuse, fix problems and improve the product.
4. People in a customer’s records
If you are a buyer, supplier or other contact of one of our customers, that business chose to put your details into Traceline and is responsible for them. We only process them on its behalf. If you want to see, change or delete your details, please contact that business. If you contact us, we will point you to them.
5. AI Manual Assistant
When you ask the assistant a question, it looks up the relevant part of our product manual and writes an answer. Please do not put personal or confidential business information into it. It is for how-to questions about Traceline.
7. Connecting Gmail (optional)
An Admin can connect a Gmail account so invoices go out from their own address. We ask only for permission to send email and to know which account it is. We do not read or delete your email. Our sign-in tokens are encrypted, and you can disconnect at any time in Traceline or in your Google account settings.
Traceline’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
8. Where information is kept
Traceline is used by businesses in several countries, so information may be stored and handled outside the country you are in. We take steps to protect it wherever it is.
9. How long we keep it
- Your workspace data is kept while your subscription is active. After you cancel, we keep it for 30 days, then delete it. Backups are cleared out over time.
- Billing records are kept as long as the law requires.
- Sign-in history, logs and error reports are kept only as long as we need them for security and reliability.
10. How we protect it
- Passwords are stored as salted hashes, and all traffic uses HTTPS.
- Access is controlled by roles, and checked on our servers.
- Each customer’s data is kept in its own workspace and every request is limited to that workspace.
- Sign-in uses one-time codes and rate limiting.
- When support staff open a workspace to help, it is time-limited and logged.
- We do not store card numbers.
No system is perfectly secure. If a breach affects your data, we will tell the affected customers as the law requires.
11. Your choices
You can ask to see, correct, delete or export your personal information, or object to how we use it. Workspace Admins can export their data themselves at any time. For anything else, email [email protected]. If the information is in a customer’s records, we will point you to that customer.
13. Children
Traceline is for businesses and is not meant for children.
14. Changes and contact
We will post any changes here and tell you about important ones. Questions? Email [email protected].