Privacy Policy

1. Introduction

This Privacy Policy explains how Traklify ("we," "us," or "our") collects, uses, stores, and shares information when you use our website and application (the "Service"). By using Traklify, you agree to this policy. Our Terms & Conditions also apply.

2. Information we collect

We collect information you provide and information generated through use of the Service, including:

• Account information: name, email address, and authentication credentials for admins and staff.
• Organization data: locations, staff assignments, roles, and plan/status details.
• Client / participant data: information you choose to enter, such as name, date of birth, admission date, location, checklist progress, notes, and report content.
• Usage and technical data: log data related to sign-in, security, and Service operation (for example, timestamps and approximate device/browser information collected by our infrastructure providers).

3. How we use information

We use information solely to operate and improve the Service, including to:

• Authenticate users and manage accounts and invitations
• Store and display the records you create
• Generate documents you request (such as quarterly, semi-annual, and annual assessment reports)
• Provide customer support, prevent abuse, and maintain security
• Comply with legal obligations where required

We do not sell your personal information or client/participant data.

4. Who can access data

Data is scoped to your account. Staff you invite can access data for the location(s) they are assigned to, according to their role. Admins on your account can access account-wide data. You are responsible for inviting only authorized personnel and for managing their access.

5. Sharing with service providers

We share information with infrastructure providers only as needed to run the Service. Currently this includes:

• Supabase — database, authentication, and related backend services
• Resend — transactional email (invites, confirmations, and password resets)

These providers process data on our behalf under their own privacy and security terms. We may also disclose information if required by law, legal process, or to protect the rights, safety, or security of Traklify, our users, or others.

6. Data retention

We retain your account's data for as long as your account is active and as needed to provide the Service. You may request deletion of your account and associated data by contacting us. We may retain limited information as required for legal, security, or backup purposes after deletion.

7. Security

We use reasonable technical and organizational measures — including encrypted connections and access controls scoped by account and role — to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your responsibilities

If you enter client or participant information into Traklify, you are responsible for having a lawful basis to do so, for providing any required notices or obtaining required consents, and for complying with applicable privacy and confidentiality laws. Traklify acts as a service provider / processor for the organizational data you submit; you remain the controller of that data.

9. Children

The Service is intended for organizational users (admins and staff), not for children under 13 to create accounts. If you store information about minors as part of your program, you are solely responsible for complying with all applicable laws regarding that information.

10. International transfers

The Service may be hosted and processed in the United States or other countries where our providers operate. If you access the Service from outside those locations, you understand that information may be transferred to and processed in those jurisdictions.

11. Your choices and requests

Depending on where you live, you may have rights to access, correct, delete, or export certain personal information, or to object to or restrict certain processing. Account holders can update some profile information in the Service. For other requests, contact us at the email below. We may need to verify your identity before fulfilling a request.

12. Changes

We may update this policy from time to time. We will revise the "Last updated" date above when we do. Continued use of Traklify after changes take effect constitutes acceptance of the updated policy.

13. Contact

Questions about this policy, or requests regarding your data, can be sent to support@traklify.com.