Privacy Policy

1. Information We Collect

Account information: name, email address, password credentials handled by our authentication provider, job title and role within a company workspace. If you choose to sign in with Google, we receive your name and email address from Google.

Company information: company name, phone number, industry or business type and workspace settings.

Billing information: subscription status, trial and billing dates, invoice records, and limited payment-method details such as card brand, last four digits and expiry date supplied by our payment provider.

Usage and technical information: log and activity records within a workspace, IP address, browser and device information, and records of acceptance of these policies. Section 7A explains how IP addresses are used.

Site attendance information: when a person signs in or out of a customer’s work site by scanning a TrackHub QR code, TrackHub records the information described in Section 2A. No TrackHub account, email address or phone number is required, and TrackHub does not collect the phone’s location.

2. Customer-Provided Information and Content

Customers and their authorized users enter information into TrackHub, including asset, equipment and vehicle records, people records, assignments and custody history, projects, locations, maintenance and inspection records, certifications, site attendance records, notes, photographs and documents. Site attendance records are collected by the customer, at the customer’s work sites, using TrackHub. TrackHub processes this information on the customer’s behalf. The customer determines what is collected and who may access it.

2A. Site Attendance

Customers may display a TrackHub QR code at a work site so that workers, subcontractors and visitors can sign in and out with their phone.

Who is responsible. The customer company running the site is the organization collecting attendance information and is responsible for it. TrackHub provides the sign-in service and stores the records on the customer’s behalf. Each project’s sign-in page names the customer company that is collecting the information, explains what is recorded, says how to ask about a record, and links to this Privacy Policy.

What is always collected. When attendance is turned on for a project, TrackHub requires:

• full name;
• company or employer;
• confirmation, by ticking a box, that the person is the one named and that the information is accurate;
• the project or site, and the date;
• sign-in and sign-out times, set by TrackHub’s servers rather than the person’s phone;
• how the person signed out (on the same phone, with their sign-out code, or signed out by the customer, for example in an emergency headcount);
• a one-time sign-out code, of which TrackHub keeps only a scrambled (hashed) version; and
• a scrambled (hashed) version of the random phone identifier described below, so the same phone can sign the person out.

What the customer controls. The customer decides:

• whether site attendance is turned on for each project;
• whether a drawn signature is required on each project (it is off unless the customer turns it on; when it is off, no signature is collected);
• which of its users are assigned to the roles that can see attendance records. Attendance access comes only with TrackHub’s predefined Owner, Asset Manager and Supervisor roles; customers cannot give attendance access to other roles or to individual users;
• when to replace a site’s QR code (old posters then stop working); and
• whether to correct or void records.

TrackHub does not collect phone numbers, email addresses, photographs or the phone’s location through the sign-in page.

Purpose. Site attendance records help the customer know who is on site, for site safety, emergency headcounts, and the customer’s work-site and contract records.

Who can see records.

• While the customer’s subscription is active, attendance records, correction histories and signatures can be seen in TrackHub only by the customer company’s users with the Owner, Asset Manager or Supervisor role. These users can view and correct attendance on all of that company’s projects.
• Attendance reports and PDF or spreadsheet (CSV) downloads are available to Owners and Asset Managers. An Owner may also allow Supervisors to use reports, which includes attendance reports. Employee and Read Only users cannot access attendance reports.
• Users with the Employee or Read Only role, other TrackHub customers and members of the public cannot see attendance records.
• The public sign-in page never shows who is on site and never says whether another person has signed in. It shows a person only their own sign-in on the phone they used.
• TrackHub’s own administration tools do not display attendance records. Authorized TrackHub personnel may access attendance records, like other customer-controlled information, only where reasonably necessary for support, security, legal compliance or other properly authorized service purposes (see Section 6A).

Signatures. Where the customer requires a signature, the person draws it on their phone screen. The signature records the person’s own declaration that they attended the site. It is stored as an image linked to that attendance record, can be seen only by the users described above, and appears in PDF reports only when an authorized user chooses to include it. Signatures are never included in spreadsheet (CSV) exports. TrackHub does not perform biometric identification, signature matching or automated identity verification, and does not analyze or measure signatures in any way.

Corrections. Authorized customer users may correct attendance records, for example when someone forgets to sign out or a name is misspelled. Records are not silently overwritten: each correction keeps the original details, the corrected details, who made the change, when, and the reason given. Duplicate records are marked void rather than deleted. If a person forgets to sign out, the record is flagged; TrackHub does not invent a sign-out time.

Sign-out identifier on the phone. The sign-in page stores a random identifier in the phone’s web browser so the same phone can sign the person out later. It stays in that browser until the person clears their browser data. TrackHub stores only a scrambled (hashed) version of it, with the attendance records it was used for. It is not used for website analytics, advertising or to follow the person across other websites.

Abuse protection. To prevent automated or abusive submissions, TrackHub briefly keeps a scrambled (hashed) form of the network (IP) address used. It is deleted after 24 hours, is not linked to attendance records and is never shown to customers.

Young workers and visitors. People who sign in at a work site may include apprentices, students or other young workers and visitors. TrackHub does not set a minimum age for site sign-in, because the customer runs the site and knows who attends it. The customer is responsible for making sure attendance information about young people is collected lawfully, including giving any notices and arranging any parent or guardian involvement that applies where it operates.

If a customer’s subscription ends. New sign-ins at that customer’s sites stop, but anyone already signed in that day can still sign out. Past attendance records, corrections and signatures stay stored and are not deleted because the subscription ended. Only the customer company’s Owners can view them and download reports, in read-only form. No one can correct records, change settings or record new attendance until the subscription is reactivated, when normal access returns.

3. Why We Collect and How We Use Information

Information is used to create and operate company workspaces, authenticate users, provide and improve the Service, deliver support, process subscriptions and payments, maintain security and prevent fraud or misuse, communicate service-related notices, and meet legal and record-keeping obligations.

4. Service Providers and Subprocessors

TrackHub relies on the third-party providers below. They process information only as needed to provide their services to TrackHub. TrackHub does not sell personal information.

Each provider handles information under its own terms and privacy policy. This list will be updated when TrackHub’s providers change.

5. Payment Processing

Payments are processed by TrackHub’s payment provider, Stripe. Card details are entered directly into the provider’s secure payment form. TrackHub does not store complete payment-card numbers; it retains only limited, non-sensitive details such as card brand, last four digits, expiry month and year, together with subscription and invoice records.

6. Authentication and Account Security

Access to a workspace requires authentication, and company data is separated by workspace with role-based permissions controlled by the company. Customers are responsible for managing who has access to their workspace and for maintaining the confidentiality of login credentials.

6A. Access by TrackHub Personnel

TrackHub’s platform administration tools show limited account information about customer companies, such as company name, owner contact details, subscription status and usage figures. They do not display the contents of customer workspaces, such as asset records, people records or site attendance records.

Because TrackHub operates the Service, authorized TrackHub personnel may access customer-controlled information only where reasonably necessary for support the customer requests, keeping the Service secure, investigating misuse, meeting legal requirements, or other properly authorized service purposes. Access to platform administration is limited to specifically authorized administrator accounts.

7. Cookies, Browser Storage and Website Analytics

TrackHub uses cookies and browser storage that are necessary to keep users signed in, maintain session state and operate core features. These are not used for third-party advertising. The site attendance sign-in page also stores a random identifier so a phone can sign its user out; see Section 2A.

TrackHub operates its own website analytics on the public TrackHub website: the home page and the signup pages. Analytics does not run inside customer workspaces or on site attendance sign-in pages. No third-party analytics or advertising provider is used. A randomly generated visitor identifier and session identifier are stored in your browser so that repeat visits within the same browser can be counted. These identifiers are randomly generated and are not directly linked to your name or email address.

For each visit TrackHub records the pages viewed, the time and approximate length of the visit, whether the browser has visited before, the referring website or campaign tags in the link you followed, the landing page, an approximate country and region supplied by our hosting network, and the general device type, browser and operating system reported by your browser. TrackHub does not store your IP address for analytics purposes and does not display IP addresses in its administration tools.

TrackHub also records a small number of website actions, such as selecting a free-trial button, viewing the pricing or feature sections, and completing the signup steps, so that we can understand how the website is used. If you register for TrackHub, the website visit that led to the signup may be associated with your company record after registration, so we can see which marketing channels bring customers to TrackHub. This association is made to the company record; analytics records do not store your name or email address. TrackHub does not attempt to identify anonymous website visitors, and no payment card information is ever recorded in analytics.

Website analytics records are accessible only to TrackHub platform administrators. They are deleted automatically once they are more than 24 months old, by a daily clean-up that removes only website analytics records.

7A. IP Addresses and Security Information

IP addresses are handled differently depending on the purpose. They are not used for advertising or sold.

• Security and sign-in. Our hosting and authentication providers process IP addresses and browser details in server and sign-in logs, to deliver the Service, keep accounts secure and investigate misuse.
• Proof of acceptance. When a user completes TrackHub’s acceptance process for the Terms of Service and this Privacy Policy (currently when creating a company account or starting a free trial), TrackHub records the date, the policy versions accepted, the IP address and the browser details, as evidence of that acceptance. Acceptance records exist only where the acceptance process was completed; accounts created before the process was introduced may not have one. These records can be seen by the user who accepted and TrackHub platform administrators.
• Site attendance abuse protection. Only a scrambled (hashed) form is kept, for 24 hours, as described in Section 2A.
• Website analytics. The IP address is not stored. Our hosting network uses it only at the moment of the visit to supply the approximate country and region described in Section 7.
• Third-party content. TrackHub pages load web fonts from Google Fonts, and the map in customer workspaces is provided by Google Maps. Your browser connects to Google to load them, so Google receives your IP address and browser details under its own privacy policy. When a customer user saves a project or location address, TrackHub’s servers send that address to Google to find its map position.

8. Retention and Deletion

Information is retained for as long as an account remains active and for a reasonable period afterwards for account recovery, legal, security, backup, fraud-prevention or regulatory purposes. Cancelling a subscription does not automatically delete company data. Customers may request deletion of their company data, subject to legal and technical retention requirements, including retention in routine backups for a limited period.

Site attendance records, including their correction history and any signature, are kept as part of the customer’s company records, including after a subscription ends. TrackHub does not currently delete attendance records automatically. A formal retention schedule for attendance records has not yet been set; when it is, this policy will be updated to state it. Requests to delete attendance records are considered subject to applicable law and to the legal, workplace-safety and contractual record-keeping obligations of the customer and of TrackHub, which may require some records to be kept. Scrambled network addresses used for abuse protection are deleted after 24 hours.

Website analytics records are deleted after 24 months, as described in Section 7.

9. Customer and User Responsibilities

Customers are responsible for ensuring they have the legal right and any necessary consent to collect, upload, store and process information about their employees, contractors or other individuals in TrackHub, and for setting appropriate permissions within their workspace. Customers who use site attendance are responsible for telling people at their work sites why attendance information is collected and how it will be used, for any additional signage, notice or consent required where they operate, including for young workers and visitors, and for responding to requests about the attendance records they collect.

10. Access, Correction and Privacy Rights

Individuals may request access to, or correction of, personal information about them, and may withdraw consent or ask for deletion where applicable law allows.

Customers and their users. For your own TrackHub account, contact our Privacy Officer at info@trackhub.ca. We may need to confirm your identity before acting on a request. We aim to respond to privacy requests generally within 30 days, subject to applicable law and the nature of the request.

Information in a customer’s workspace. Information that a customer has entered into TrackHub, such as people records, belongs to that customer’s workspace. Requests about it are normally directed to that customer, and TrackHub will assist as the service provider.

People who signed in at a work site. The customer company named on the sign-in page is responsible for your attendance records. Send requests to see, correct or delete your attendance record to that company. Its authorized users can view your record and correct it; every correction is recorded with the reason. If you contact TrackHub instead, we will refer your request to that customer and help it respond. We will not disclose another company’s records to you directly unless the customer authorizes it or the law requires it.

Deletion requests. We will consider every deletion request, but we cannot delete information that we or the customer are required to keep under law, a contract, or workplace-safety or record-keeping obligations (see Section 8). Copies may also remain in routine backups for a limited period.

Concerns. If you are not satisfied with our response, you may contact the privacy regulator where you live, such as the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.

11. Security

TrackHub uses reasonable administrative and technical safeguards, including encrypted connections to the Service, authenticated access and workspace-level data separation enforced at the database level. No internet-based service can guarantee absolute security, and TrackHub does not claim any specific certification or compliance regime.

Privacy incidents. If TrackHub becomes aware of unauthorized access to, or loss or disclosure of, personal information it holds, it will act promptly to contain the incident and will notify affected customers without undue delay. Where required by applicable law, TrackHub or the responsible customer will also notify affected individuals and the relevant privacy regulator, and keep a record of the incident.

12. Cross-Border Processing

TrackHub’s main database, including company records and site attendance records, is hosted in the United States (Oregon). The providers listed in Section 4 may also store or process information on servers located outside Canada, including in the United States. Where that occurs, the information may be subject to the laws of those jurisdictions, including lawful access by authorities there.

12A. Young People

The TrackHub website and Service are intended for businesses and are not directed to children. TrackHub does not knowingly collect personal information from children through its website. TrackHub does not set a minimum age for site attendance sign-in; customers are responsible for the lawful collection of information from young workers and visitors at their work sites, as described in Section 2A.

13. Changes to This Policy

This Privacy Policy may be updated from time to time. The version number and effective date above will change when it does, and material changes will be communicated appropriately. For material changes, TrackHub will notify company Owners by email or in the Service before the change takes effect.

14. Contact