RavenTrack Privacy Policy

This policy covers raventrack.ai, app.raventrack.ai, the RavenTrack iOS and Android applications, and our related customer, support and business communications. RavenTrack is intended for businesses and sole proprietors in Canada and the United States, and for authorized users aged 18 or older. Separate notices apply to recruitment and our own employment relationships.

Customer business records. When a customer uploads documents or connects its systems, it generally determines the business purposes for that information. We act as its service provider or processor, subject to our agreement and applicable law. Customers must have appropriate authority and provide required notices and permissions for information about employees, suppliers, homeowners and other people. Individuals retain their applicable privacy rights.

Our own operations. We are responsible for information we use for our own account administration, security, customer relationships and communications. Contractual labels do not remove our responsibilities under applicable privacy law. When a customer controls a record, we coordinate with that customer to address requests about it.

• Account and business details: name, work email, company, role and permissions, phone number when supplied, business and billing addresses, account identifiers and billing correspondence. We require information necessary to create and administer an account; other fields are optional unless identified otherwise when requested.
• Uploaded content: receipt and invoice images or PDFs, vendor names, dates, amounts, taxes, purchased items, project details, addresses and any names, signatures, contact details or payment information contained in the content.
• Connected business records: QuickBooks chart of accounts, suppliers, customers, cost codes and card transactions; and BuilderTrend projects, budgets, site addresses, homeowner or client details, leads, daily-log notes, authors and GPS coordinates where included in the import.
• Technical records: IP addresses, browser and device information, operating system or app information, sign-in and session records, installation identifiers and push-notification tokens where used, and audit records of actions, changes, approvals and support access.
• Location information: project and delivery addresses, coordinates in imported business records, approximate location derived from IP addresses, and location metadata accompanying uploaded photos. Such metadata may identify a precise location; uploading a photo may transmit its embedded metadata.
• Support and communications: messages, feedback, screenshots, call or chat records and recordings where a support interaction is recorded. We provide recording notices and obtain permission where required before recording.
• Connection credentials: authentication and session information, QuickBooks authorization tokens, and a customer-provided BuilderTrend login used for its connection. Passwords for RavenTrack accounts are stored as one-way hashes rather than readable passwords.

RavenTrack is not designed to request Social Insurance Numbers, Social Security numbers, full payment-card numbers, bank-login credentials, medical records or unrelated sensitive information. Do not upload these details unless a specifically supported and lawful use has been agreed. If they are included in uploaded content, they may nevertheless be stored and processed with that content until removed. Contact privacy@raventrack.ai to request appropriate handling or removal. We do not represent that every upload is automatically redacted.

We receive information from users, customer administrators, connected QuickBooks and BuilderTrend accounts, customer-authorized uploads or forwarding, support interactions and the operation of our sites and apps. Customer administrators invite and manage users. Information about people who do not use RavenTrack may appear in customer documents or imported records. Supplier websites also provide public product facts used in our product catalogue.

Where email intake is enabled, customers decide what to forward to a RavenTrack intake address. This does not give us general access to their mailbox. Forwarded messages can contain sender and recipient details, subjects, message bodies, headers and attachments, including information unrelated to a receipt. Customers should limit forwarding to relevant business documents.

We use information to provide document extraction and classification, suggest jobs and cost codes, match transactions, operate customer-configured review and accounting workflows, maintain records, authenticate users, apply access permissions, provide support, administer billing, communicate about the service, investigate errors or misuse, protect systems and meet legal obligations.

Processing customer content for testing, troubleshooting and evaluation of RavenTrack may include copies in a restricted testing or staging environment. Such use must be within the customer instructions and legal authority applicable to that information. Where additional permission is required, we obtain it before that use. We do not use identifiable customer documents in AI experiments or testing without appropriate written authorization. Testing and evaluation are distinct from training a foundation model. We do not use customer content to train or fine-tune a foundation model ourselves.

We rely on consent, customer instructions and other authority permitted by applicable law, according to the information and purpose involved. This policy is a notice; it does not replace a separate consent or permission required by law or an app platform. We do not make optional marketing or unrelated secondary uses a condition of receiving the core service.

RavenTrack uses Amazon Textract to read documents, the OpenAI API to process receipt information and look up supplier or product details, and Anthropic-developed models through Amazon Bedrock to suggest cost codes. Inputs may contain personal information appearing in document images, extracted text and relevant reference data. Our cost-code workflow sends document information and the company cost-code list; job-name and address matching is performed on RavenTrack servers.

AI results can be incomplete or inaccurate. Processing and transfer to a connected accounting system follow the customer authorizations and enabled workflow. This policy does not itself authorize additional accounting-system access or automatic posting. Our described AI features classify business records rather than determine employment, credit, insurance or similar eligibility.

OpenAI processing takes place in the United States. Bedrock processing may occur in Canada or the United States. AI inputs and outputs can be subject to provider safety monitoring, retention, caching or other processing depending on the selected service, model, feature and configuration. A setting that disables optional storage does not necessarily eliminate every provider-held copy.

We use customer documents with these providers only to deliver RavenTrack. We do not enable optional provider training, advertising or product-improvement uses. Our provider arrangements are:

• Amazon Textract

  How we configure it

  Documents are processed in Canada. We opt out of AWS using our content to improve its AI services for every relevant account.

  Provider-side retention

  Asynchronous results remain available from AWS for 7 days. This is not a limit on every copy of the input document, and we do not promise zero retention. Copies in our own storage follow the schedule in section 9.

• Amazon Bedrock (Anthropic models)

  How we configure it

  We use approved models and configurations that support the lowest available retention. Where supported, we set retention to none and disable optional logging of document contents.

  Provider-side retention

  Retention depends on the model and configuration. Some arrangements permit the provider to keep information for up to 30 days for safety review.

• OpenAI API

  How we configure it

  Optional training and data sharing are disabled, and we ask the API not to store responses (store: false) where that option applies. API content is not used for model training by default.

  Provider-side retention

  Abuse-monitoring logs may keep content for up to 30 days, or longer where a legal or safety exception applies. Stored files and other stored objects follow separate rules. Turning off storage does not by itself mean zero data retention.

Before personal information is sent to third-party AI where explicit permission is required, we explain the relevant transfer and obtain that permission. You may contact us to withdraw consent, subject to applicable law. Disabling an essential processing step can make the affected feature unavailable. Consent controls and any consequences are explained at the point of choice.

Our shared product catalogue contains public product facts such as names, codes and descriptions. Customer receipts, private prices and purchase histories are not included in the shared catalogue. A product entered privately for a customer remains in that customer context.

Our sites and web application use cookies and similar browser storage, which can involve browser or device identifiers and related request information. Our approach is:

• Essential storage only. We use cookies and browser storage for sign-in, security, session management and your preferences.
• No advertising tracking. We do not use advertising pixels or cross-site tracking.
• Sign-in storage. Persistent sign-in storage expires within 7 days unless it is renewed through authenticated use.
• Preferences. Preference and cookie-choice records expire within 12 months.
• Optional analytics. If we add optional analytics in the future, they stay off until any required consent is obtained.
• Global Privacy Control (GPC). We treat a GPC signal as an opt-out of the sale or sharing of personal information and of applicable optional tracking.
• Do Not Track (DNT). We voluntarily treat a DNT signal as a request to turn off optional tracking. Essential security and sign-in storage continues to work.

You can manage browser storage and permissions through your browser and device settings. Blocking technologies needed for sign-in or other core functions may affect those functions. Camera and photo access is used for document capture or selection. Operating-system permissions can be changed in device settings. Those settings do not remove information already uploaded; request deletion separately. Optional notifications can be managed through device controls where enabled.

Customer-authorized users can access company information according to their roles and permissions. Company administrators and office roles may have broader access than individual project users. Customer records are not automatically shared with other customer companies, and a shared founder does not itself give Peytec, Norseman or another business access to another customer's records.

We disclose information to providers as needed for their services and require appropriate protection and use restrictions under the applicable arrangements. Current identified providers include:

• Amazon Web Services

  Service and information involved

  Application hosting, database, files, email delivery, security and monitoring; Textract document processing and Bedrock AI processing. Relevant service records and content.

  Processing location

  Primary application storage in Canada Central, Montreal; AI processing may include the United States.

• OpenAI

  Service and information involved

  Receipt and invoice images, extracted text and supplier or product-search information used for document processing.

  Processing location

  United States; provider-specific retention is described in section 5.

• Expo

  Service and information involved

  Mobile application updates. Update requests may include technical information such as IP address, operating-system platform, project identifier, runtime or update information, and a randomly generated installation identifier. We configure update requests so they do not contain receipts, invoices, accounting information, passwords or customer names.

  Processing location

  Includes the United States; content-delivery locations can vary.

• Google

  Service and information involved

  Web font delivery and team email. Font requests disclose request information such as IP address; correspondence may contain personal information.

  Processing location

  International processing.

• Cloudflare

  Service and information involved

  Domain name services and associated service or query metadata.

  Processing location

  International processing.

Amazon Bedrock uses models developed by Anthropic. Whether a model provider receives or retains information depends on the selected model and configuration. The provider-specific data-use arrangements are described in section 5. Additional cookie, recording, support or billing providers, if used, are identified in the relevant disclosure.

We also disclose information to the customer's connected QuickBooks Online account and receive information from BuilderTrend under the customer's authorization. These vendors separately handle information under the customer's agreements with them. Disconnecting RavenTrack does not itself delete a record already held in their systems.

Other disclosures may be necessary to professional advisers, insurers or auditors under appropriate confidentiality obligations; to comply with law, a lawful request or legal process; or to protect lawful rights and investigate security incidents. For a proposed or completed financing, merger, acquisition, reorganization or asset sale, relevant information may be reviewed or transferred subject to applicable legal conditions, confidentiality and required notice or consent. Such a transaction does not authorize unrelated new uses.

We may add or replace providers without a general advance-notice period. We will provide any notice, permission opportunity or contractual process required by applicable law or an agreement with the customer. A current provider list is available from privacy@raventrack.ai.

We do not sell personal information or share it for cross-context behavioural advertising. We do not disclose customer records to unrelated businesses for their own advertising.

We keep RavenTrack-controlled storage in Canada and restrict AI processing to approved Canadian and US regions. Information is stored or accessed in the following locations:

• Canada: our primary AWS application database, uploaded document storage, production backups and infrastructure, hosted in AWS Canada Central in Montreal.
• United States: specified AI processing (the OpenAI API, and Amazon Bedrock where a request is routed to a US region) and Expo app-update processing.
• Other locations: email, domain name and font delivery providers process information internationally, as described in section 7. Authorized staff, contractors or subprocessors may access customer information from the countries on our approved support-access list, which is available from privacy@raventrack.ai.

Information processed outside Canada may be accessible to courts, law enforcement or other authorities under local law.

Where applicable law requires a cross-border assessment or specific contractual safeguards, those requirements apply before the relevant transfer. You can ask our Privacy Officer about the purposes and safeguards for processing outside your province or country.

We retain personal information for the purposes described in this policy, according to its sensitivity, the service relationship, customer instructions and applicable legal requirements. A customer's obligation to keep tax or business records does not automatically require RavenTrack to retain every copy indefinitely. The retention schedule is:

• Customer documents and live account data

  Retention period or criteria

  Retained while the account is active. Deleted within 30 days after the effective end date of the service, not the date a cancellation notice is submitted.

• Data export requests

  Retention period or criteria

  Customers can request an export within 30 days after the effective end date of the service. If a timely request is still being fulfilled, we keep only the information needed for it and delete that information within 30 days after delivery.

• Financial approval and posting history

  Retention period or criteria

  Kept while the company account is active, included in the account export, and then deleted under the customer-document schedule above.

• Application and database operational logs

  Retention period or criteria

  Application logs: 90 days. Database logs: 365 days, subject to a specific lawful preservation requirement.

• Security and access logs, including AWS CloudTrail

  Retention period or criteria

  Kept in minimized form, without full document contents, for 24 months from the event and then deleted.

• Privacy breach records

  Retention period or criteria

  At least 24 months after we determine that a breach occurred, as required by the breach-record rules under PIPEDA.

• Database backups

  Retention period or criteria

  A 14-day rolling recovery period.

• Pre-release snapshots

  Retention period or criteria

  Deleted within 30 days of creation, including snapshots from failed or abandoned releases.

• Other recoverable copies and previous file versions

  Retention period or criteria

  Expire within 90 days after deletion from the live service. Restricted backup copies can therefore remain for a limited time after information is deleted from the live service.

• BuilderTrend export files

  Retention period or criteria

  180 days under the documented storage lifecycle, subject to an earlier applicable deletion request.

• Support tickets and correspondence

  Retention period or criteria

  24 months after the support matter closes. Unnecessary document attachments are removed sooner.

• Support call recordings

  Retention period or criteria

  90 days after recording, unless a specific complaint or dispute requires preservation.

• Email intake copies

  Retention period or criteria

  Raw messages are normally deleted within 24 hours after processing. Failed, rejected or quarantined messages are kept for a maximum of 7 days after receipt. Accepted receipt attachments follow the customer-document schedule above.

• Billing and legal records

  Retention period or criteria

  For the applicable accounting, tax, dispute or legal-preservation purpose, limited to the necessary records and required period.

• Provider-held information

  Retention period or criteria

  The provider-specific retention described in section 5.

Exceptions to this schedule are kept narrow: applicable legal requirements, documented legal holds and records needed for a dispute. Any information kept under an exception has restricted access and a defined deletion trigger. A legal hold may temporarily preserve relevant records; it does not justify retaining unrelated information.

Deletion and export may require manual engineering work. On a valid request, we assess what must be removed, what can be returned, and any necessary lawful retention. Retained backup copies are protected, restricted to their permitted purpose and handled appropriately if a backup is restored.

A customer may contact us to request an export or discuss retention needs. The available format, scope and retrieval window are communicated for the request and are subject to applicable rights. Revoking a connection or uninstalling an app does not by itself delete previously collected information.

We use technical and organizational safeguards appropriate to the information and circumstances. Our controls include encryption in transit and at rest, separation of customer-company information, role-based permissions, access logging, security monitoring and backups. Support access is limited and logged. Authorized engineering personnel may access systems and records when necessary for administration, maintenance, support, recovery or security, subject to appropriate access restrictions.

No method of transmission or storage is completely secure. If an incident affects personal information, we assess it, take appropriate containment and corrective steps, and provide the customer, individual or regulatory notices required by the applicable law and contract. Different jurisdictions can have different thresholds and time limits. This policy does not replace an applicable incident-response obligation.

Depending on the law that applies and our role, you may request confirmation that we hold your personal information, access to it and information about its use and disclosure; correction; deletion; a portable copy; withdrawal of consent; or other applicable choices. Rights are subject to the conditions and exceptions of the relevant law.

Contact privacy@raventrack.ai or write to the Privacy Officer at the address in section 17. Describe the request and enough information to locate your records, such as your work email and customer-company name. Do not send passwords or unnecessary identity documents. We may take proportionate steps to verify your identity or a representative's authority. We use verification information for handling the request and related security purposes.

Where a customer determines the handling of the relevant record, we coordinate with it and help it respond. We remain responsible for requests concerning information we control and for our own legal duties. An employer's preference does not by itself remove an individual's statutory rights. Corrections to records already exported to QuickBooks may also require action by the customer in QuickBooks.

We respond within applicable legal deadlines and explain any permitted extension. For Canadian access requests governed by a 30-day deadline, that deadline applies unless a lawful extension is used. We ordinarily handle requests without charge; any charge expressly permitted by law will be explained in advance. If we refuse all or part of a request, we explain the applicable reason and available review or complaint route. You may also ask privacy@raventrack.ai to review our response or lodge an appeal where available.

You will not be unlawfully penalized for exercising a privacy right. A privacy request does not by itself cancel a company subscription or waive independent contractual obligations, subject to applicable law. We do not require a termination fee simply to submit or exercise a statutory privacy request.

Deleting your individual user account is different from closing the subscribing company's account. Company accounting records may require separate retention, but that does not justify keeping every personal detail about you.

• On the web: follow the steps at www.raventrack.ai/delete-account. You do not need to reinstall the app.
• By email: write to delete@raventrack.ai from your account email with "Account deletion" in the subject.

What happens next. We verify the request using your signed-in session or account email and, where appropriate, a password or email code. We explain what will be deleted, when deletion will be complete and any information we must keep and why. We then revoke your access and sessions, remove push-notification tokens and clear applicable local account data. Deletion is completed within 30 days, subject to applicable legal requirements, and we send you a confirmation. Deactivation alone is not treated as completed deletion.

Company records. Company business records and accounting audit entries containing your information are assessed separately with the customer. If you are your company's only administrator, we will help you transfer ownership to another administrator or close the company account.

Account and company-data deletion. Deletion of company workspaces and company business records is restricted to appropriately authorized company representatives. Individual users may initiate deletion of their own account or submit a request concerning their personal information. Such requests do not authorize deletion of unrelated company records or other users’ information. We verify requests and, where appropriate, coordinate with the customer company. Information may be retained where permitted or required by applicable law and applicable platform requirements. We explain relevant retention exceptions and the expected completion timeframe.

Withdrawing consent can affect features that need the information. It does not automatically reverse processing that was lawful before withdrawal. Ask us or your company administrator about disconnecting a business integration. We will explain the consequences relevant to your request and handle retained information under section 9.

We apply PIPEDA and applicable provincial privacy requirements according to the circumstances. Where Quebec law applies, additional rights can include access to qualifying computerized information collected from you in a structured, commonly used technological format, and rights concerning certain decisions made exclusively through automated processing if such a feature is used. The legal conditions and exceptions for these rights apply.

Our Privacy Officer oversees privacy governance, including the handling of requests and complaints, retention and destruction, and staff responsibilities. You can ask for information about those practices. Where required, transfers outside Quebec and relevant information-system projects are subject to privacy impact assessments and appropriate written safeguards.

You may complain to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca, to the Commission d'accès à l'information du Québec at www.cai.gouv.qc.ca, or to another competent provincial privacy regulator. We investigate privacy complaints and take appropriate corrective action where warranted.

U.S. privacy rights depend on the state, the information, our role and whether the law covers the relevant activity. Where applicable, rights may include access or confirmation, correction, deletion, a portable copy, an authorized-agent request, an appeal, and choices regarding sale, targeted advertising, certain profiling or specified uses of sensitive information. We do not use the described service to make employment, credit or similar eligibility decisions about individuals.

The information categories, sources, purposes, recipients and retention information in sections 2 through 9 describe our handling, including collection and disclosure during the preceding 12 months to the extent we operated the relevant feature. We collect identifiers, commercial and transaction information, online activity and device information, location information, professional or work-related information, uploaded content and support communications. Precise coordinates, account credentials and some uploaded content may be sensitive under applicable state laws.

We use sensitive information for providing the requested service, authentication, security, support and other purposes permitted by applicable law, with any required permission. We do not sell personal information or share it for cross-context behavioural advertising. Where legally required, we recognize applicable universal opt-out mechanisms; the actual browser-signal implementation is specified in section 6. Send requests or appeals to privacy@raventrack.ai or the postal address in section 17. We explain verification, any applicable exception and available recourse in our response.

We send operational messages such as sign-in codes, invitations, support replies and important service or security notices. If we introduce optional marketing, we obtain consent or other authority where required and provide the sender identification and unsubscribe mechanism required by law. You can also ask support@raventrack.ai to stop optional marketing. Essential service and legal notices may continue. This policy does not itself enroll you in marketing.

RavenTrack is intended for authorized business users aged 18 or older and is not directed to children. We do not knowingly register users under 18. If you believe a child has provided personal information, contact privacy@raventrack.ai so we can assess and take appropriate steps. Information about a child inadvertently included in business documents is handled according to the applicable legal requirements.

We may update this policy as the service, providers or applicable requirements change. The revised version will be posted at www.raventrack.ai/privacy with its updated date. For material changes, we provide any additional notice required by law or contract, which may be through email or the service. When a new purpose or transfer requires fresh consent, we seek it before the relevant processing. Continued use alone does not replace consent where explicit permission is required.

New features are governed by the information practices disclosed for them. This policy does not grant blanket permission for unspecified future collection, personal-use features, tracking, model training or other new purposes. Contractual service changes remain subject to the applicable customer agreement and mandatory law.