Privacy Policy

1. Introduction

PixelTrack ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our project management platform and related services.

This policy applies to all users of PixelTrack, including individuals, teams, and organizations using our platform for project management, time tracking, invoicing, and related services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, and organization details
• Profile Data: Profile pictures, contact information, job titles, and preferences
• Business Information: Company name, address, phone number, tax information, and business logo
• Client Data: Client names, contact information, project details, and communication records
• Project Information: Project descriptions, tasks, time entries, notes, and file attachments
• Financial Data: Invoice details, payment information, billing addresses, and transaction records
• Communications: Support tickets, feedback, and any correspondence with our team

2.2 Information We Collect Automatically

• Usage Data: How you interact with our platform, features used, and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Log Data: Access logs, error reports, and performance metrics
• Cookies and Tracking: Authentication tokens, preferences, and analytics data

2.3 Information from Third Parties

• Payment Processors: Transaction data from Stripe and other payment providers
• Integrations: Data from connected third-party services and APIs

3. How We Use Your Information

3.1 Service Delivery

• Provide and maintain the PixelTrack platform and its features
• Process and manage your projects, tasks, and time tracking
• Generate invoices and facilitate payment processing
• Deliver customer support and technical assistance
• Enable team collaboration and client portal access

3.2 Account Management

• Create and manage user accounts and organization settings
• Authenticate users and prevent unauthorized access
• Process subscription payments and manage billing
• Send important account notifications and updates

3.3 Platform Improvement

• Analyze usage patterns to improve our services
• Develop new features and enhance existing functionality
• Monitor platform performance and security
• Conduct research and analytics for business insights

3.4 Legal and Compliance

• Comply with applicable laws and regulations
• Enforce our Terms of Service and other agreements
• Respond to legal requests and prevent fraud
• Protect the rights and safety of our users and the public

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information only in these circumstances:

4.1 With Your Consent

We may share your information when you explicitly consent to such sharing.

4.2 Service Providers

We work with trusted third-party service providers who help us operate our platform:

• Hosting: Vercel (platform hosting)
• Database: MongoDB Atlas (data storage)
• Payments: Stripe (payment processing)
• Email: Resend (email delivery)
• File Storage: Amazon S3 (file and document storage)
• Analytics: Anonymous usage analytics for platform improvement

4.3 Client Portal Access

When you use our Client Portal feature (Agency plans), you explicitly authorize us to share project information, invoices, and related data with your designated client users.

4.4 Legal Requirements

We may disclose your information if required by law, court order, or government request.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity with appropriate notice.

5. Data Security

We implement robust security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Authentication: Secure password hashing, JWT tokens, and optional 2FA
• Access Control: Role-based permissions and organization-level data isolation
• Monitoring: Continuous security monitoring and error tracking
• Infrastructure: SOC 2 compliant hosting and database providers
• Backups: Regular encrypted backups with secure storage

While we implement industry-standard security practices, no system is 100% secure. We encourage you to use strong passwords and enable two-factor authentication.

6. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

6.1 GDPR Rights (EU Users)

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to certain processing of your data
• Right to Withdraw Consent: Withdraw consent for data processing

6.2 CCPA Rights (California Users)

• Right to Know: What personal information is collected and how it's used
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the sale of personal information (we don't sell data)
• Right to Non-Discrimination: Equal service regardless of privacy choices

6.3 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@pixeltrack.io. We will respond within 30 days and may request verification of your identity.

7. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active, plus 30 days after deletion
• Project Data: Retained per your organization's settings, with options for export
• Financial Records: Retained for 7 years for tax and legal compliance
• Support Communications: Retained for 2 years for quality and training purposes
• Analytics Data: Anonymized usage data retained for platform improvement

You can request data deletion at any time. Some information may be retained in anonymized form for analytics and legal compliance.

8. Cookies and Tracking

We use cookies and similar technologies to provide and improve our services:

8.1 Essential Cookies

• Authentication: Keep you logged in and secure your session
• Preferences: Remember your settings and preferences
• Security: Prevent fraud and unauthorized access

8.2 Analytics Cookies

• Usage Analytics: Understand how you use our platform (anonymized)
• Performance Monitoring: Track platform performance and errors
• Feature Usage: Measure feature adoption and user flows

8.3 Cookie Control

You can control cookies through your browser settings. Note that disabling essential cookies may limit platform functionality.

9. International Data Transfers

PixelTrack is based in the United States. If you are accessing our services from outside the US, your information may be transferred to, stored, and processed in the US and other countries.

We ensure appropriate safeguards are in place for international transfers, including:

• Standard Contractual Clauses (SCCs) with service providers
• Adequacy decisions where applicable
• Additional security measures for sensitive data

10. Children's Privacy

PixelTrack is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

11. Third-Party Links and Services

Our platform may contain links to third-party websites and services. This Privacy Policy does not apply to these external sites. We encourage you to review the privacy policies of any third-party services you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by email or through our platform.

Your continued use of PixelTrack after any changes indicates your acceptance of the updated policy.

13. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

14. Specific Regional Provisions

14.1 European Union (GDPR)

If you are located in the EU, the legal basis for processing your personal data includes:

• Contract Performance: To provide our services as agreed
• Legitimate Interests: To improve our platform and prevent fraud
• Consent: Where you have provided specific consent
• Legal Compliance: To comply with applicable laws

14.2 California (CCPA)

California residents have specific rights under the California Consumer Privacy Act. We do not sell personal information and provide detailed disclosure of data collection practices.

14.3 Canada (PIPEDA)

We comply with the Personal Information Protection and Electronic Documents Act for Canadian users, ensuring appropriate consent and data handling practices.

15. Data Subject Requests

To make a data subject request, please email us at privacy@pixeltrack.io with:

• Your full name and email address associated with your account
• A clear description of the data or action you're requesting
• Verification of your identity (we may request additional information)

We will respond to your request within 30 days (or as required by applicable law).