Privacy Policy
How we collect, use, and protect the data behind every call.
Information we collect
When you use TrackNotion, we collect information you provide directly — such as your name, email, business name, and billing details — and information generated by the service as it runs. The service records, transcribes, and analyzes phone calls placed to and from your tracking numbers, so call audio, transcripts, sentiment scores, caller details, and enrichment data are processed and stored on your behalf. We also collect technical data such as IP addresses, browser type, and usage logs to keep the platform secure and reliable.
How we use your information
We use the information we collect to deliver the call tracking, recording, transcription, attribution, and enrichment features you signed up for; to operate and maintain your account; to process payments; to provide support and onboarding; to improve the accuracy and quality of our AI models; and to detect, prevent, and respond to fraud, security, and abuse issues. We do not sell your information or the call data you process through the service.
Call recordings and caller data
Call audio, transcripts, and associated caller data belong to you, the account holder. You control who can access that data within your account through multi-user permissions, and you can export or delete recordings and transcripts at any time. Where you operate in a regulated industry such as healthcare, you are responsible for ensuring you have any consents required to record calls under applicable law, including two-party consent and HIPAA requirements.
HIPAA and regulated data
TrackNotion is built to support HIPAA-compliant call tracking and recording for healthcare practices and regulated industries. We safeguard protected health information processed through the service with administrative, physical, and technical safeguards, and we will sign business associate agreements with covered customers on request. HIPAA compliance also depends on how you configure and use the platform — for example, access controls and data retention settings — so consult your compliance team for your specific obligations.
Data retention
We retain your account information for as long as your account is active. Call recordings, transcripts, and analytics are retained according to the retention settings you choose within the platform or as required by your plan. When you close your account or delete data, we remove it from active systems within a reasonable period and from backups according to our standard backup rotation.
Sharing and subprocessors
We share information only as needed to operate the service — for example, with cloud infrastructure, telephony, transcription, and payment providers that act as our subprocessors under appropriate data-protection terms. We may also disclose information when required by law or to protect the rights, property, or safety of TrackNotion, our users, or the public, consistent with applicable law.
Security
We protect data with industry-standard measures including encryption in transit and at rest, access controls, and regular monitoring. No system is perfectly secure, but we work to protect your information and to respond promptly to security incidents.
Your rights
Depending on where you live, you may have rights to access, correct, export, or delete personal data we hold about you, or to object to or restrict certain processing. You can manage much of this directly within your account, or contact us for help. We do not sell personal information and do not process data for targeted advertising based on sensitive personal data.
Cookies
We use cookies and similar technologies to operate the site, remember preferences, and understand traffic. You can control cookies through your browser settings. Essential cookies are required for the service to function; optional cookies can be disabled without affecting core functionality.
Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy here and update the effective date. Continued use of the service after changes take effect means you accept the updated policy.
Contact us
If you have questions about this Privacy Policy or how we handle your data, please reach out through our contact page and we will be glad to help.
Questions? Contact us.