Privacy Policy

We collect the information above either directly from you (when you provide it) or automatically through your interaction with TrackHubs. In some cases, you may provide us with information about others (for example, information about your clients or team members stored in quotes, invoices, or CRM contacts). You are responsible for ensuring you have the authority or consent to share such information with us.

How We Use Your Information

TrackHubs uses the collected information for the following purposes:

• To Provide and Maintain the Service: We use data like your account information, quotes, orders, invoices, and other business data to operate TrackHubs and deliver the features you expect. For example, we use this information to generate quotes and invoices, track sales and commisions, manage your product catalog, and maintain your client and contract records.

• To Process Transactions: When you make a payment (such as subscribing to TrackHubs or processing an order through the platform), we use your information to facilitate the transaction. This includes using Stripe to handle payment information and ensuring you (or your clients) are billed correctly and receive appropriate confirmations or receipts.

• To Communicate with You: We use your email and other contact information to send important notices and communications regarding the Service. This includes confirmations of quotes or orders, invoices, updates about changes or new features, alerts about commission payouts, and responses to support inquiries. If you subscribe to marketing communications (where permitted by law), we may send newsletters or promotional emails about new features, offers, or resources. You can opt out of marketing emails at any time (see Your Rights and Choices below).

• To Provide Customer Support: Information you provide in support requests (such as your name, email, and issue details) is used to help resolve your questions or technical problems, and to improve the quality of our customer service.

• To Improve and Develop Our Services: Analyze usage data and feedbac to understand how our Service is used. This helps us troubleshoot issues, perform data analytics, research and develop new features, and make improvements to the user experience. For example, usage patterns might inform us which features are most utilized and guide future enhancements.

• To Ensure Security and Prevent Fraud: We process certain information (like IP address, device info, and usage activity) to maintain the security of the platform, authenticate users, prevent unauthorized access, and detect or prevent fraud or other misuse. This includes using data to enforce our Terms of Service and to protect the rights and safety of our users, TrackHubs, and others.

• To Comply with Legal Obligations: We may use and retain your information as necessary to comply with applicable laws and regulations. For instance, financial and transaction data may be kept to satisfy accounting, tax, and audit requirements. We may also use personal information to fulfill legal requests (such as court orders) or to exercise or defend legal claims.

• With Your Consent: In cases where you have given us specific consent to use your information in a way not covered by the above (for example, if you explicitly consent to us using certain data for testimonials or case studies), we will use it accordingly. Where consent is the basis, you have the right to withdraw your consent at any time.

We will only use your personal information for the purposes for which we collected it, as outlined in this Policy, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

Payment Processing (Use of Stripe)

TrackHubs integrates with Stripe for secure payment processing. When you enter payment information (such as credit card details) for purchases or subscription fees on TrackHubs, that information is transmitted directly to Stripe via a secure connection. We do not store your full credit card number or sensitive payment details on our servers. Stripe processes your payment information in accordance with their own privacy policy and security standards (Stripe is a PCI-DSS compliant payment processor, meaning they adhere to high security standards for handling payment data).

Here’s what to know about our use of Stripe:

• Role of Stripe: Stripe acts as our payment processor. It will collect and process your payment card information for the purpose of completing transactions (for example, paying for a TrackHubs subscription or other fees). Stripe may also receive identifying information about the transaction, such as your name, email, billing address, and the transaction amount, in order to process payments and prevent fraud.

• Limited Access: TrackHubs receives only limited information about the transaction from Stripe. This may include a confirmation that payment was successful, a payment ID or token, the last four digits of your card for reference, and other non-sensitive details necessary for record-keeping (e.g., card type, expiration date, billing name). We do not have access to your full credit card number or security code — that data is handled solely by Stripe.

• Stripe’s Privacy Policy: Because Stripe is a third-party service provider, any personal information you provide to Stripe is also governed by Stripe’s own privacy policy. We encourage you to review Stripe’s Privacy Policy to learn how they handle your data. By making a payment through TrackHubs, you acknowledge that your payment information will be processed by Stripe.

• Security: Stripe is known for implementing strong security measures to protect your payment data. All transactions are encrypted using SSL/TLS when transmitted from TrackHubs to Stripe. Stripe also stores your payment information in encrypted form. TrackHubs relies on Stripe’s secure infrastructure to ensure that your payment details are safe.

If you have questions about how Stripe handles your payment information, please refer to Stripe’s privacy resources or contact us for more information. Importantly, TrackHubs will never ask you to provide your full credit card information directly to us via email or any channel outside of the secure payment form provided through the Service.

Cookies and Analytics

Like many online services, TrackHubs uses cookies and similar tracking technologies to provide our Service and to analyze how it’s used:

• Cookies: Cookies are small text files placed on your device that help our website or app function and gather information. We use essential cookies for things like keeping you logged in and remembering your preferences or settings. For example, when you log into your TrackHubs account, cookies allow us to maintain your session so you don’t have to re-enter your credentials on every page. We may also use functional cookies to remember preferences and analytics cookies to understand user interactions.

• Analytics:We may use third-party analytics tools (such as Google Analytics or similar services) to collect information about how you and other users engage with TrackHubs. These tools use cookies and other identifiers to gather data such as what pages/features are used, how long users spend on the site, what links are clicked, and what site or search term referred visitors to our site. This information helps us measure the performance of our platform and improve it over time. The analytics data is generally aggregated and does not directly identify individual users. However, your IP address and some device identifiers might be collected by these analytics services. Google Analytics, for example, provides options to opt out of its tracking (such as the Google Analytics Opt-out Browser Add-on).

• Your Choices for Cookies: Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies or alert you when cookies are being sent. Please note that if you disable or reject cookies, some features of the TrackHubs Service (especially those requiring login or remembering settings) may not function properly. We do not currently respond to “Do Not Track” signals, but we adhere to the privacy standards described in this policy for all users.

For more detailed information on our use of cookies and how you can manage them, you may refer to our Cookies Policy (if available) or contact us with your questions. By using our Service, you consent to the placement of cookies and similar technologies in your browser and emails in accordance with this Privacy Policy.

Third-Party Service Providers

In addition to Stripe and analytics providers, TrackHubs relies on other trusted third-party service providers to operate and enhance our Service. We only share your information with these third parties to the extent necessary for them to perform services on our behalf, and we require that they protect your information and use it only for the purposes we specify. Key categories of third-party providers we use include:

• Hosting and Infrastructure: We host TrackHubs on cloud servers or data centers provided by reputable companies (for example, Amazon Web Services, Microsoft Azure, or similar hosting providers). These companies store and manage the data (including your personal and business data) on our behalf. They are obligated to maintain strict security and confidentiality of the data.

• Email and Communication Services: We may use third-party email delivery services (such as SendGrid, Mailgun, or similar) to send out transactional emails (like order confirmations, password resets, and system notifications) and, if you’ve opted in, promotional communications or newsletters. These providers will have access to your email address and the content of the emails they send, solely for the purpose of sending messages on our behalf. They are not permitted to use your information for their own marketing.

• Analytics and Monitoring: As mentioned, we use analytics tools (e.g., Google Analytics) to help us understand usage of our platform. We might also use error tracking or performance monitoring services (for example, services like Sentry or New Relic) to identify and fix technical issues in our application. These tools may collect information about your device or app usage in order to alert us to problems.

• Customer Support Tools: If we utilize any customer support platforms or CRM systems to manage support tickets or inquiries (for instance, Zendesk, Intercom, or others), those platforms will process the information you provide in support requests. This helps us keep track of communications and respond effectively. Such providers are bound to protect your data and only use it in line with providing us the service.

• Other Service Providers: We may use other vendors for specific functions, such as identity verification (if needed for security), data backup services, marketing or advertising partners (for example, if we run campaigns), or payment facilitation for alternative payment methods. We will only share the data necessary for these providers to perform their tasks (for example, sharing your email with a marketing platform to send a newsletter, or sharing minimal identity details with a verification service if ever required).

We want to emphasize that third-party service providers are not allowed to use your personal information for any purposes other than to provide services to TrackHubs. do not give them permission to disclose or use your data except as needed to perform work on our behalf or to comply with legal requirements. We also do not sell your personal data to any third-party.

Please note that third-party providers may have their own privacy policies (for example, Google’s or Stripe’s policies) which you may review on their respective websites. TrackHubs’s Privacy Policy does not cover the practices of those third-party sites or services not controlled by us, but we do our due diligence to ensure we partner with trustworthy providers.

Data Sharing and Disclosure

We understand the importance of keeping your information confidential. TrackHubs will only share your personal information the following circumstances:

• With Service Providers (Processors): As described above, we share data with third-party companies that provide services to us, such as cloud hosting, payment processing, email delivery, analytics, etc. These parties process data on our behalf and are contractually obligated to safeguard your information and use it only for the purposes we dictate.

• Within Our Corporate Group: If TrackHubs is part of a group of related companies (for example, if TrackHubs is a product or subsidiary of a parent company like Jrockhub), we may share information with our affiliates as necessary to operate the Service (for example, for centralized administration or support). Any such affiliates will honor the commitments in this Policy.

• For Legal Compliance and Protection: We may disclose your information if required to do so by law or legal process, or if we have a good faith belief that such action is necessary to: (i) comply with applicable laws, regulations, subpoenas, or court orders; (ii) respond to requests from government authorities (including to meet national security or law enforcement requirements); (iii) enforce our Terms of Service or other agreements; (iv) investigate and defend ourselves against any third-party claims or allegations; (v) protect the security or integrity of our Service; or (vi) exercise or protect the rights, property, or safety of TrackHubs, our users, or others.

• Business Transfers: In the event that TrackHubs (or the company that owns TrackHubs) is involved in a merger, acquisition, sale of assets, bankruptcy, or other business transaction, user information (including personal data) may be transferred to a successor or affiliate as part of that transaction. If such a transfer occurs, we will ensure that your personal data remains subject to protections consistent with this Privacy Policy and, where possible, we will notify you of any change in ownership or use of your personal information.

• With Your Consent: We will share your personal information with third parties in cases where you have given us explicit consent to do so. For example, if you authorize us to share a testimonial with your name on our website, or if you use integrations that explicitly move data from TrackHubs to another platform at your request, we will share data accordingly.

Importantly, TrackHubs does not sell or rent your personal information to third parties for their own marketing or commercial purposes. Any sharing of data is solely for the purposes of providing and improving our Service, or as otherwise described above. We also may share aggregated or de-identified information (which cannot reasonably be used to identify you) publicly or with partners – for example, publishing trends about platform usage or sales metrics – but in such cases, no personal details will be included in that data.

Data Retention

We retain personal and business data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. In general:

• Account Data: Information associated with your account (like your profile information, settings, and content you have in the system such as quotes, invoices, etc.) is retained for as long as your account is active. If you choose to close your account or if your account is otherwise deleted, we will initiate the process to delete or anonymize the personal data associated with your account. However, some residual data may remain in backups or logs for a short period, or as required for legal/compliance purposes (see below).

• Transaction Records: We may retain certain financial or transaction-related information (such as invoices, payments, and commission records) for a longer period where necessary. For instance, laws and regulations (like tax or financial regulations) may require us to keep records of transactions and payments for a certain number of years. During this retention period, your data will continue to be protected according to this Privacy Policy.

• Communications: If you have corresponded with us (for example, through support emails), we may retain those communications for a period of time to train our support team, to establish a history of your support requests (should you reach out again), and to improve our services. These communications will be kept confidential and only accessed on a need-to-know basis.

• Backup and Archival Copies: Even after you delete information from your account or request deletion, it may persist temporarily in our backup archives. We regularly cycle and secure our backups. Any data retained in backups will be protected and isolated from routine use, and we will delete or overwrite it according to our backup retention schedule.

• Deletion Requests: If you request that we delete your personal data (see Your Rights and Choices below), we will do so unless we are required to retain certain information by law or have a legitimate business reason to keep it. In cases where we must retain data (e.g., to comply with legal obligations or resolve disputes), we will restrict use of that data to the purpose that justifies its retention.

Once the retention period expires or the purposes for which the data was collected have been fulfilled, we will either delete your personal information or anonymize it (so that it can no longer be associated with you), unless it is technically infeasible to do so. If we anonymize data (for example, aggregate analytics), we may use that information indefinitely without further notice to you, since it no longer identifies any individual.

Data Security

TrackHubs takes the security of your data seriously. We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• Encryption: All data transmitted between your device and our servers is protected using industry-standard encryption protocols such as SSL/TLS. This means that when you use TrackHubs (for example, when you log in or upload information), the data is encrypted in transit. We also employ encryption or hashing for certain sensitive data at rest (stored on our servers or databases) where applicable, adding an extra layer of protection.

• Access Controls: We restrict access to personal data to authorized personnel who need it to perform their job duties (for example, customer support or engineering troubleshooting). Our team is trained on data privacy and security practices, and employees with access to personal data are bound by confidentiality obligations. We also employ measures like two-factor authentication and role-based access controls internally to prevent unauthorized access to systems where personal data is stored.

• Secure Infrastructure: We use reputable cloud service providers and data centers that maintain high security standards and certifications (such as ISO 27001, SOC 2, etc.). These providers have robust physical security, firewalls, and intrusion detection systems in place. We regularly apply security patches and updates to our software and conduct security assessments or audits of our platform to identify and address potential vulnerabilities.

• Payment Security: As noted, we outsource payment processing to Stripe, which is PCI-DSS compliant. This ensures that payment information is handled securely. We never handle your credit card data in plain text through our servers.

• Monitoring and Testing: We monitor our systems for potential security breaches and may utilize intrusion detection or prevention systems. We also periodically test our systems (through internal testing and, where appropriate, third-party penetration tests or security reviews) to bolster security.

• Incident Response: In the unfortunate event of a data breach or security incident, we have a response plan in place. We will notify affected users and relevant authorities of any breaches as required by law and will take steps to mitigate the impact and prevent future occurrences.

While we strive to protect your information, it’s important to note that no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security. You also play a role in keeping your data secure. We encourage you to use a strong, unique password for your TrackHubs account, keep your login credentials confidential, and notify us immediately if you suspect any unauthorized access to your account.

Children’s Privacy

TrackHubs is a business-oriented service and is not directed to children under the age of 13. We do not knowingly collect or solicit personal information from anyone under 13 years old. If you are under 13, please do not use the Service or provide any information about yourself, including your name, address, telephone number, or email. In the event that we learn we have collected personal information from a child under 13 without verified parental consent, we will take immediate steps to delete that information from our records.

If you are a parent or guardian and you believe that a child under 13 may have provided us with personal information, please Contact us away (see Contact Us below). We will work to promptly investigate and address the issue.

Additionally, if our services are used in jurisdictions or for audiences with higher age thresholds for data consent (for example, under 16 in certain jurisdictions), we will adhere to those requirements as well and similarly do not intend for our platform to be used by such minors without proper consent. We encourage all users to ensure that they are of appropriate age and have any necessary consent to use our Service.

Your Rights and Choices

We believe in user empowerment and strive to provide you with control over your personal data. Depending on your location and applicable data protection laws, you may have certain rights regarding the personal information we hold about you. These rights may include:

• Access and Portability: You have the right to request a copy of the personal information we hold about you. We can provide this in a commonly used electronic format. This helps you to verify the information we have and, if you wish, transfer it to another service.

• Correction (Rectification): If any of your personal information is inaccurate or incomplete, you have the right to request that we correct or update it. You can also update some of your personal details directly through your account settings on TrackHubs.

• Deletion (Right to be Forgotten): You can ask us to delete your personal data. We will do so unless we have a legal obligation or a compelling legitimate interest to retain certain data. Note that data deletion from all systems, including backups, may take some time.

• Restriction of Processing: You have the right to ask us to restrict or pause the processing of your personal information in certain situations (e.g., if you dispute its accuracy).

• Objection to Processing: You may object to our processing of your information when based on legitimate interests. We will evaluate and only continue processing if we have compelling legal grounds. You may also object to direct marketing at any time.

• Withdrawal of Consent: If we rely on your consent (e.g., for marketing emails), you may withdraw it at any time. This won't affect processing done before the withdrawal.

• Automated Decision-Making: TrackHubs does not typically use automated processing that has legal or significant effects. If we do, you have the right to request human review, where applicable by law.

• California Privacy Rights: If you are a resident of California, in addition to the rights above, you have rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). These include the right to know what categories of personal information we collect and for what purposes, the right to access specific pieces of personal information, the right to request deletion of your personal information (subject to similar exceptions as noted above), and the right to opt out of the “sale” or “sharing” of personal information. As stated, TrackHubs does not sell personal information. California residents also have the right to not receive discriminatory treatment for exercising their CCPA rights. If you need to exercise your California privacy rights, please contact us as described in the Contact section. We may need to verify your identity before fulfilling certain requests.

• EU/UK Data Subject Rights: If you're located in the European Economic Area (EEA), United Kingdom, or similar jurisdictions, you generally have the full set of rights listed above (including data portability and lodging a complaint with your local Data Protection Authority). We encourage you to contact us first so we can address your concerns directly.

Exercising Your Rights: You can exercise many of your rights by logging into your TrackHubs account and using the settings or profile section to update information. For rights that cannot be managed directly (such as requesting a data export or deletion), please contact us at our support or privacy email (provided in Contact Us below). We may ask you to verify your identity before proceeding with certain requests, especially for access or deletion, to ensure we do not disclose or erase the wrong person’s information. Verification might include confirming your email address or other information associated with your account.

We will respond within a reasonable timeframe and in accordance with applicable laws (e.g., under GDPR, typically within one month in most cases, which can be extended if necessary). There is typically no fee for exercising your rights, but if a regquest is manifestly unfounded or excessive, we may charge a reasonable fee or decline to comply as allowed by law.

Opting Out of Emails: : Even if you generally consent to communications from us, you can always opt out of marketing or newsletter emails. To do so, click the “unsubscribe” link in any marketing email, or adjust your email preferences in your account settings if available. Note that you cannot opt out of essential service- related emails (such as account confirmations, password reset emails, important service announcements, or invoices) because those are necessary for using the Service.

By understanding and exercising your rights, you help ensure we maintain a transparent and trust-based relationship. We are committed to honoring your rights and requests to the fullest extent possible.

International Data Transfers

TrackHubs is a global service. The data we collect from you may be transferred to, and stored at, servers and facilities located in countries other than your own. In particular, if you are outside the United States, be aware that your personal information may be transferred to and processed in the United States (where our primary operations and data storage may reside) or other countries. These countries might have data protection laws that are different from (and potentially less protective than) the laws of your jurisdiction.

However, we take steps to ensure that your personal information is treated securely and in accordance with this Privacy Policy and applicable law regardless of where it is processed. Our measures for international data transfers include:

• Adequacy and Safeguards: When we transfer personal data from the European Economic Area (EEA), United Kingdom, or other regions with data transfer restrictions, we rely on legal mechanisms to ensure adequate data protection. This may include using the European Commission’s Standard Contractual Clauses (SCCs) or other contracts that impose data protection obligations on the recipients of the information. These clauses are designed to ensure that your personal data receives a high level of protection even when transferred overseas.

• Data Privacy Frameworks: We continually monitor developments in international data transfer mechanisms. If applicable and available, we may also rely on recognized frameworks or certifications for data transfer. (For example, if a EU–US or Swiss–US Data Privacy Framework is in effect and we qualify for it, we would adhere to its principles when transferring data from those regions to the US.)

• Disclosure on Request: Upon request, we can provide you with additional information about the safeguards we have in place for cross-border data transfers. Your privacy and rights remain our priority, even as your data travels internationally.

• Your Consent: In some cases, we may ask for your consent to transfer your information to a country outside of your own. For instance, by using our Service and providing your information, you are acknowledging that your information may be transferred to and processed in the United States and other jurisdictions as necessary for us to provide the Service. We will request explicit consent if required by your local law.

If you do not want your data transferred to other countries, please do not use the Service or provide personal information to us. Keep in mind, however, that restricting data transfers might limit your ability to access TrackHubs (since our infrastructure may be global).

We handle your data in accordance with this Privacy Policy no matter where it is processed, and we strive to keep it protected to the standards of your home jurisdiction.

Legal Bases for Processing (EEA/UK Users)

(This section applies to you if you are in the European Economic Area, United Kingdom, or another jurisdiction that requires a “legal basis” for processing personal data.)

We only collect and process personal information about you where we have a legal basis to do so under applicable data protection laws. The legal bases depend on the context in which we collect and use information. These bases include:

• Contractual Necessity: We process personal data to provide our Service in accordance with our contract (Terms of Service) with you. For example, when you create an account and use TrackHubs, we need to process your information to provide core services like generating quotes/invoices, storing your data, and enabling features you request. Failure to provide such data may mean we cannot offer the Service to you.

• Legitimate Interests: We process certain data for our legitimate business interests, in a way that does not override your privacy rights and freedoms. For example, we have a legitimate interest in understanding how our Service is used (analytics) to improve it, in securing our platform and detecting fraud, and in communicating with you to provide customer support. We consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your data for activities where our interests are outweighed by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

• Legal Obligation: In some cases, we need to process personal data to comply with a legal obligation, such as keeping accurate business records for financial or tax compliance, or providing information to law enforcement upon a valid request.

• Consent: Where required by law, we rely on your consent to process personal data. For instance, we will obtain your consent before sending you marketing emails if you are in a jurisdiction that requires consent (and you are not already an existing customer under a soft opt-in exception). Also, if we ever process sensitive personal information (which is unlikely in TrackHubs’ context), we would do so based on explicit consent or another valid legal basis. You have the right to withdraw consent at any time, as described in “Your Rights and Choices.”

If you have questions about the legal bases on which we collect and use your personal information, please contact us for more details.

Changes to This Privacy Policy

We may update or revise this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. When we make changes, we will post the updated Privacy Policy on our website and update the “Last Updated” date at the top (if provided). If the changes are significant, we will provide a more prominent notice (such as by email notification to account holders or a notice within the application).

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of TrackHubs after any update to this Privacy Policy will signify your acceptance of the changes, to the extent permitted by law. If you do not agree to the revised policy, you should discontinue your use of the Service or adjust your privacy preferences as appropriate.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please do not hesitate to contact us:

Email: You can reach our privacy team at [email protected]. Please include “Privacy Inquiry” in the subject line so we can direct your question to the appropriate personnel.

We will respond to your inquiries as promptly as possible, and in any case within any timeframe required by applicable law. Your privacy is extremely important to us, and we welcome your feedback.

Thank you for trusting TrackHubs with your business data. We are dedicated to keeping that trust by safeguarding your information and using it responsibly.