Privacy policy
Version 2026-09-24
Draft — not legal advice
What we collect when a business signs up — and why
- First and last name — to identify the person responsible for the account.
- Business email — to sign in, verify ownership of the address, and send account and security messages.
- Phone number with country code — to contact you about your account or its review. It is not public unless you publish it on your company page.
- Company name, optional website and optional social media links — to set up your workspace and help us review it. Social links appear on your public company page only if you publish it.
- A government ID of the account owner (passport, national ID card or driving licence) — to confirm the identity of the person responsible for the business before the workspace is approved. It is stored encrypted, can be viewed only by TrackPillow Super Administrators (every view is logged), and the file is deleted 30 days after the review decision. Uploads from sign-ups that are never completed are deleted within 2 hours.
- Password — stored only as a one-way Argon2id hash; we never store or see your password.
- Consent record — the date and version of the Terms and this policy you accepted.
We do not ask for tax numbers (such as an EIN) or tax documents.
Business verification
New business workspaces are reviewed before they can invite clients. If our team needs more information, we ask only for specific items from a fixed list — registered legal name, company registration number, website, business address, a description of your services, or a business phone — and we tell you why each item is needed. Only TrackPillow platform administrators can see it.
How client data is separated
Each company workspace is isolated. Staff of one company cannot access another company's clients, applications or documents. Platform administrators see company-level information only, and their access is logged.
Security
Connections use HTTPS. Documents are kept in private, encrypted object storage and can only be downloaded through short-lived links issued after an authorisation check. Two-factor authentication is available to everyone and required for platform administrators. Security-relevant actions are recorded in audit logs.
How long we keep data
- Government ID files: deleted 30 days after the review decision (a record that an ID was checked, and by whom, is kept).
- Accounts that never verify their email: deleted after 14 days.
- Workspaces that are not approved: deleted 30 days after the decision.
- Raw answers to verification requests: deleted 30 days after the review is complete (the details you provided remain on your company profile while your workspace exists).
- Sign-in records: 180 days. Security events: 1 year. Document download records: 2 years.
- Company data (clients, applications, documents): kept while the workspace is active; deleted on request after the workspace is closed, subject to legal obligations.
Contact
privacy@trackpillow.com