Privacy Policy

This Privacy Policy explains how TraxSail AI, operated by Charles Carter, a sole proprietor based in Texas ("we," "us," "our"), collects, uses, and protects information when you use the Service.

1. Information We Collect

Account information: your name, email address, business name, and password (stored as a one-way hash, never in plain text).

Business data you provide: purchase order details, supplier names and contact information, uploaded files (CSV, PDF, XML, etc.), and any notes or settings you configure. If you add customer invoices for AR Follow-Up (included with your plan), this also includes customer names, contact information, and invoice details.

Email content: automated follow-up emails sent to your suppliers (and, if you use AR Follow-Up, your customers regarding invoices) on your behalf, and the content of their replies, which our AI reads to determine status updates.

Payment information: handled directly by Stripe, our payment processor. We don't store your full card number; we retain limited billing metadata (plan, subscription status, invoice history) needed to manage your account.

Carrier data: if you connect a carrier account (such as UPS or FedEx), we store the credentials needed to retrieve shipment tracking status, and the tracking data itself.

Sales channel data: if you connect a sales channel account (such as Shopify or Amazon Seller Central), we store the credentials needed to retrieve it, and your product listings, inventory levels, and order/sales data from that channel.

Accounting data: if you connect QuickBooks Online, we store the encrypted access tokens needed to read your books, and we retrieve your vendors (names and contact details), items (names and SKUs), purchase orders, and supplier bills. Access is read-only: we never create, change, or delete anything in QuickBooks. We use this data to track and follow up your purchase orders and to compare each supplier bill against the price on the matching purchase order. You can disconnect QuickBooks at any time from the Integration Settings page, which revokes our access with Intuit and deletes the stored tokens; data already imported stays in your account until you delete it or close your account.

Usage data: log-in activity and general usage of the Service, used to maintain security and improve the product.

2. How We Use Your Information

• To operate the Service: parsing purchase orders, sending and reading supplier emails, tracking shipments, generating dashboard insights, and (with AR Follow-Up enabled) sending and reading customer payment follow-up emails.
• To process payments and manage your subscription.
• To communicate with you about your account, including support requests and, if you opt in, product updates.
• To detect, prevent, and address technical issues, fraud, or abuse.

3. AI Processing

We use Anthropic's Claude AI models to draft supplier and customer emails, classify their replies, and generate insights. Relevant purchase order, invoice, and email content is sent to Anthropic's API for this processing. We don't use your data to train AI models beyond what's necessary to operate the Service for you.

4. Third-Party Service Providers

We share information with the following third parties, only as needed to operate the Service:

• Anthropic — AI processing of purchase order, invoice, and email content.
• Resend — sending automated emails and receiving supplier and customer replies.
• Zoho Mail — hosting our human-monitored support inbox (support@traxsail.ai).
• Stripe — payment processing and subscription billing.
• UPS and FedEx (and other carriers you connect) — retrieving shipment tracking information.
• Shopify and Amazon Seller Central (if you connect them) — retrieving product listings, inventory, and order data.
• Intuit QuickBooks Online (if you connect it) — retrieving vendors, items, purchase orders, and bills, read-only.
• Railway — hosting our application and database infrastructure.

We don't sell your data to third parties, and we don't share it for third-party advertising purposes.

5. Supplier and Customer Data

If you use the Service, we'll process contact information and email communications for suppliers you add to your account, and (if you use AR Follow-Up) customers you add to your account, on your behalf and at your direction. You're responsible for having an appropriate basis to share your suppliers' and customers' contact information with us for this purpose.

6. Data Retention

We retain your account and business data for as long as your account is active. If you cancel your subscription, we retain data for a reasonable period afterward in case you reactivate, then delete it upon request or after an extended period of inactivity.

7. Data Security

We use industry-standard measures to protect your data, including encrypted connections (HTTPS/TLS), hashed passwords, and encrypted storage of sensitive credentials (such as connected carrier API keys). No system is perfectly secure, and we can't guarantee absolute security.

8. Your Rights and Choices

You can access, update, or delete most of your account information directly within the Service. You can request a copy of your data or full account deletion by contacting us at the email below. Depending on your location, you may have additional rights under applicable data protection law.

9. Children's Privacy

The Service is intended for business use and isn't directed at individuals under 18. We don't knowingly collect information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We'll update the "Last updated" date above when we do. Material changes will be communicated to active accounts by email.

11. Contact

Questions about this Privacy Policy or your data? Reach us at support@traxsail.ai.

This document is a general template and isn't a substitute for legal advice specific to your business. Consider having it reviewed by an attorney as TraxSail AI grows.