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Privacy policy

This policy explains what personal data OkTrack processes, why it is needed, and the choices available to you.

Who is responsible

OKTRACK
Postal address available on request.
Privacy contact: contact@oktrack.app

OkTrack is operated by OKTRACK as an individual service provider.

Information we process

We process account and profile details, workspace membership, preferences, selected work activity, daily-update drafts and revisions, selected delivery destinations, delivery status, subscription state, support requests, and limited technical records needed to operate and secure the service. When you connect another service, we process only the information needed for the feature you chose and show the requested access before you authorize it.

When you approve delivery, OkTrack sends the content permitted by that destination's settings to the Slack conversation, Microsoft Teams channel, or email address you chose. A private-link mode sends a short notice and secure link instead of the update body. We retain delivery status, attempt timing, and the provider's remote message identifier for reliability and duplicate prevention; application telemetry does not contain update text.

We do not sell personal information, use work activity for advertising, or store complete payment-card details. Private calendar titles are minimized, credentials are protected, and raw responses from connected services are not kept as general application records.

For Google Docs and Sheets, Notion, and Figma connections, we process selected-scope activity metadata such as a provider and resource identifier, a minimized title, action type, connected-member identifier, occurrence time, and source link. This activity can help explain a proposed review block but does not establish an exact duration. We do not retain document or page bodies, spreadsheet cells or formulas, design canvas or node content, previews, revision diffs, or comment text from these connections.

Payments and Polar

We send Polar the billing contact's email and name, a workspace billing identifier, and the selected plan and seat count to arrange a purchase. Polar collects payment and tax details at checkout and handles invoices, renewals, fraud prevention, and refunds. We receive customer, order, and subscription identifiers, payment status, amounts, and subscription dates to manage access and support. We do not send work activity or update content to Polar, and full card details do not pass through OkTrack.

Polar is responsible for its own payment, tax, and compliance processing as merchant of record. Its privacy policy explains its uses, international processing, retention, and privacy contacts. For data it processes on our instructions, the Polar data processing addendumapplies. Deleting an OkTrack account does not erase records Polar must retain by law.

Why we use it

  • to provide accounts, workspaces, daily updates, approved delivery, and paid subscriptions;
  • to secure the service, prevent abuse, diagnose failures, and recover interrupted work;
  • to respond to plan inquiries, feedback, feature requests, and bug reports;
  • to send optional communications or measure product usage when you consent; and
  • to meet legal, accounting, and regulatory obligations.

These activities rely on contract performance, steps you request before entering a contract, legitimate interests in running a safe and reliable service, consent where requested, and legal obligations where applicable. You may withdraw consent at any time without affecting earlier lawful processing.

Company workspaces

An organization generally controls the work data placed in its workspace, while OkTrack processes that data to provide the service. Workspace owners and authorized administrators can manage membership, delivery policy, and access approved updates according to their role. Draft content remains available only within its authorized workspace scope. Contact your organization first about organization-controlled records.

Service providers and international processing

We use a limited number of service providers for functions such as hosting, storage, account security, communications, payments, product operations, and consented usage measurement. Providers processing on our instructions are subject to confidentiality, security, and data-protection terms. Independent services, including Polar for its merchant obligations, also have their own legal responsibilities. Some processing may occur outside your country; where required, we use recognized transfer safeguards. Services you choose to connect also operate under your relationship with them. Those optional connected services currently include GitHub, Google, Microsoft, Atlassian, Linear, Productive, Harvest, Timely, Notion, Figma, Slack, Microsoft Teams, and the configured email delivery service when their corresponding integration is enabled and you authorize or select it. Slack, Microsoft, and email providers receive approved update content only when used as a delivery destination.

  • Clerk provides authentication and processes account and session information.
  • Resend delivers service emails and processes addresses, message content, and delivery status.
  • Our configured AI provider processes selected work context to prepare drafts for your review. Generated content is a suggestion and does not decide employment or legal matters.
  • Linear receives information you submit through support and product-request forms.
  • Sentry receives minimized error diagnostics when monitoring is enabled. Google Analytics receives usage events only with your consent.
  • Hosting: Hetzner Online GmbH, Germany. Data processing terms
  • Database storage: Self-hosted PostgreSQL, Germany. Data processing terms

Retention and deletion

We keep personal data only while it is needed for the service, security, legitimate business records, or law. Short-lived authorization, rate-limit, and job records expire automatically. Delivery attempts and remote message identifiers are retained only as long as needed for reliability, audit, and duplicate prevention. Workspace records remain while the relevant workspace exists so approved updates stay reviewable. Account and workspace deletion remove associated destinations and delivery records subject to limited legal, security, backup, and organization-controlled retention needs.

Your choices and rights

Depending on applicable law, you may request access, correction, deletion, restriction, portability, or object to certain processing. OkTrack also provides controls for preferences, connected services, portable account downloads, and deletion. We may need to verify your identity before fulfilling a request. You may complain to the competent data-protection authority, including Berliner Beauftragte für Datenschutz und Informationsfreiheit.

Cookies, security, and changes

Necessary browser storage keeps accounts secure. Optional usage measurement remains off until you choose it and can be changed from the cookie notice. We use access controls, encryption, verification, minimization, and audit records appropriate to the service. Material changes to this policy will be dated here and communicated when required.