Privacy Policy

Who is responsible

Each practice (a "studio") decides what it records in TraceTech about its projects, clients and team; we process that information on the studio's behalf. For account and usage information we are responsible ourselves. Contact for all privacy matters, including grievances under India's Digital Personal Data Protection Act, 2023: dev@vestigoworks.com.

What we collect

• Account details: your name, work email, password (stored only as a hash), role, job title, avatar colour or photo, and — if you link it — your WhatsApp number.
• Studio and project information: projects, phases, tasks and comments, queries, decisions and notes, contacts your team adds, site reports, observations and their captions, attendee names, and files you upload or import.
• WhatsApp messages you send to the TraceTech number: text, photos, voice notes, documents and forwarded messages, used to file site photos into reports, answer questions, create tasks and record decisions — each only after you confirm.
• Google Drive, if your studio connects it: the names, folders, dates, sizes and last editor of files in folders your studio shares with its TraceTech account. We read a file's contents only when someone in the studio asks a question that needs it, and we do not keep those contents.
• Usage and diagnostics: pages visited and clicks, a session recording for troubleshooting, error reports, and the cost of each automated step (for example an AI answer).

Why we use it

• To run the service your studio signed up for: show projects and tasks, build site reports, answer questions about your own projects, and send the notifications you have not turned off.
• To keep the service secure and working: sign-in protection, limits against abuse, error diagnosis and cost control.
• We do not sell personal data, show advertising, or use your studio's information to train AI models.

Automated answers

Questions and report summaries are written by AI models, given only information from your own studio. Answers can be wrong; they say what they read so a person can check. Nothing is sent to a client until a person in your studio shares or exports it.

Who processes it for us

• Vercel — hosting and file storage (application servers in Singapore).
• Neon — database (Singapore).
• Meta (WhatsApp Business Platform) — the TraceTech WhatsApp number.
• Twilio — a fallback route for the same WhatsApp messages, used only when it is switched on: your number, the messages you send and receive, and their photos, voice notes and documents pass through it.
• Google — sign-in with Google, the Drive file picker and Drive folder access your studio grants.
• Resend — account, invitation, password-reset, data-export and studio-closure email.
• OpenRouter and the AI model providers it routes to — answers, report text, message sorting and transcribing voice notes.
• PostHog (EU) — product analytics, session recordings and error reports.
• GitHub — when you use "Report a bug", your report goes to a private GitHub repository of ours: what you type, a screenshot of the page you are on, the page's address and title, your browser and screen size, recent errors and failed requests on the page, your role and studio name, and a link to the session recording.

Some of these providers process data outside India. We share only what each needs for its part.

How long we keep it

• Studio and project information: for as long as the studio is open. When its Founder closes it (in Settings), it becomes read only at once; its members can still open it for 30 days, during which the Founder can export it or reopen it; then nobody can, and 60 days after closing every record and file it holds is permanently deleted — within the 90 days we promise. We email the Founder when it closes, a week before deletion and once it is done.
• Your account: until you delete it. Closing a studio does not delete the accounts of the people in it.
• A studio data export: 7 days, then deleted.
• Anything deleted in TraceTech — a project, photo, site report, file, comment, decision or note, query or reply, contact, enquiry or category — is deleted at once, with the files it held. There is no recycle bin. A project can be deleted only once it is archived, and takes everything on it with it. A line in the studio's audit log records that it was deleted, and by whom.
• The studio's audit log is kept while the studio is. When someone deletes their account, it keeps its lines but their email address in it is replaced with "Former member".
• A photo you replace, or remove by picking a colour, is deleted at once. Photos you sent on WhatsApp before choosing a site wait until you choose one, or until you discard them (send DISCARD, or use Your account).
• Analytics and session recordings (PostHog): kept until PostHog's own retention period ends. They are linked to an account id, not your name or email. Deleting your account does not remove them automatically yet; write to us and we will.
• Google Drive: when a Founder disconnects it, or removes a folder, everything we indexed from it is deleted at once, and on disconnecting, the studio's Drive account with it.
• Server error reports: 30 days.
• The log of raw WhatsApp messages: 30 days. Photos and notes you filed into a project stay with that project.
• Detailed usage records: 90 days, then kept only as monthly totals.
• Notifications you have read: 90 days, or until you clear them from the bell. Google Drive change history: 90 days.
• Client report links expire after 90 days and can be withdrawn at any time.

Your choices and rights

You can turn off WhatsApp notifications in Your account, unlink your WhatsApp number, correct your name and job title, delete the comments, notes, activity and replies you wrote, and ask your studio to remove what it holds about you, which it can delete permanently. In Your account you can also see where you are signed in and sign out every other device, disconnect Google sign-in once you have a password, discard photos waiting on WhatsApp, leave a studio (unless you are its only Founder), and download your own data (your profile, and in each studio your tasks, comments, notes, queries and questions) and delete your account: your name, email, photo, password, sign-ins, WhatsApp link and the WhatsApp messages you sent us are deleted, you leave every studio, and what you did for a studio stays with it, shown as "Former member". A studio's only Founder hands the studio on or closes it first. A Founder can export everything the studio holds, and close it, from Settings. You can also write to dev@vestigoworks.comto access, correct or erase your personal data, withdraw consent, or raise a grievance. We reply within 30 days. If we cannot resolve a complaint, you may approach the Data Protection Board of India.

Security

Data is encrypted in transit and at rest, each studio's information is kept separate from every other studio's, and staff access is limited to what running the service requires.

Children

TraceTech is a tool for working professionals and is not meant for anyone under 18.

Changes

We will post changes here and update the date above; material changes are announced in the app.