Privacy Policy

TraceGuard AI (“TraceGuard,” “we,” “us,” or “our”) provides a cloud workspace for food manufacturers and quality teams to manage traceability records, run mock recalls, and export audit-ready evidence. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website and application at traceguardai.com and related subdomains (collectively, the “Service”).

1. Information we collect

Account and workspace data

When you create an account or are invited to a workspace, we collect:

• Name, email address, and authentication credentials (passwords are stored using industry-standard hashing; we do not store plain-text passwords).
• Workspace name, role assignments (for example QC, Admin, or Super Admin), and company configuration you provide.
• Operational records you enter or upload, including products, ingredients, suppliers, customers, lots, shipments, bills of lading, documents, mock-recall exercises, and related metadata.

Billing information

Paid subscriptions are processed by our payment processor. We receive billing status, plan tier, subscription identifiers, and limited customer metadata needed to manage your account. Payment card numbers are collected and processed by that processor; we do not store full card numbers on our servers.

Documents and AI-assisted extraction

If you use Upload Records or related import features, you may submit PDFs or images (such as Certificates of Analysis). We process document text, and optical character recognition when needed, to suggest field values for your review. Extraction is assistive: nothing is saved to your operational library until you review and approve it. Document content may be processed by configured AI providers only as needed to deliver the feature.

Connected partner sharing

When a workspace shares traceability with a connected partner company, the data you authorize for sharing becomes visible to authorized users in the partner workspace according to your sharing settings and product permissions.

Notifications

We process contact preferences and delivery addresses you configure for in-app, email, and SMS notifications. Transactional and product emails are sent from verified @traceguardai.com addresses. SMS is optional: you must opt in with your phone number and consent in Notification Center. You may opt out anytime by replying STOP or changing preferences in the app. See our SMS notifications & opt-in page for the consent language and opt-out details. We do not sell mobile opt-in information or share it with third parties for their marketing.

Technical and usage data

We automatically collect standard log and device information such as IP address, browser type, pages viewed, timestamps, and error diagnostics. We may use monitoring services to improve reliability. This data is used to operate, secure, and improve the Service.

2. How we use information

We use the information we collect to:

• Provide, maintain, and improve the Service, including traceability, mock recalls, exports, and partner sharing.
• Authenticate users, enforce role-based access, and protect workspaces.
• Process subscriptions, invoices, and account communications.
• Send notifications you request and service-related messages.
• Respond to support, security, and legal inquiries.
• Comply with law and enforce our Terms of Service.

We do not sell your personal information. We do not use your operational traceability records to train public AI models.

3. How we share information

We may share information with:

• Service providers that help us operate the Service, including hosting, database infrastructure, payment processing, email delivery, and document or AI processing providers configured for your environment.
• Connected partner workspaces when you or your administrators enable intercompany sharing.
• Other workspace members according to role permissions within your company workspace.
• Authorities or third parties when required by law, to protect rights and safety, or in connection with a merger, acquisition, or asset sale with appropriate notice where required.

4. Data retention

We retain account and workspace data for as long as your subscription or workspace is active and as needed to provide the Service. You may request deletion of your account or workspace subject to legal, billing, and backup retention requirements. Import-session audit logs used for document extraction may be retained for troubleshooting and compliance for a limited period.

5. Security

We use administrative, technical, and organizational measures designed to protect information, including encrypted transport (HTTPS), access controls, workspace isolation, and least-privilege role design. No method of transmission or storage is completely secure; please report concerns to security@traceguardai.com.

6. Your choices and rights

Depending on your location, you may have rights to access, correct, delete, or export personal information, or to object to certain processing. Workspace Admins can manage many team settings directly in the application. For other requests, contact privacy@traceguardai.com.

7. International users

TraceGuard AI is operated from the United States. If you access the Service from other regions, you understand that information may be processed in the United States and other locations where our service providers operate.

8. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Material changes may be communicated by email or in-product notice where appropriate.

9. Contact us

For privacy questions or requests, contact privacy@traceguardai.com. For general inquiries, contact hello@traceguardai.com.