Privacy Policy
Last Updated: October 5, 2026
Esta es la versión legalmente vinculante de este documento y se proporciona en inglés.
Welcome to TrackLobo. Your privacy and data security are our core commitment. This policy explains how GProject Development LLC ("we", "us", or "our") handles your work history, device permissions, secure integration with third-party providers, and legally binding electronic signatures.
1. Information Collection and Device Permissions
- Account Information: We collect your name and email address to manage your account.
- Professional Records: We store job history, service codes, and generated invoices securely.
- Internal Notes on Invoices: An administrator or team member can mark an invoice for flexible, lower-pressure collection and add a short internal note explaining why. This note is for your organization's own reference — it is never shown to your client and never leaves your account.
- Camera & Photos: Accessed only when you upload job documentation or profile pictures.
- Photos Shared with Your Clients: Job photos are private by default. Only an administrator, or a team member your organization designates for this, can choose to make specific photos visible to your client. Visible photos appear on the verification link that your client receives, through temporary links that expire after 24 hours, and disappear as soon as you revoke the link. Job photos are automatically and permanently deleted 120 days after the related invoice is paid.
- Customer Equipment Records: If your organization uses our equipment tracking feature, we store details about equipment installed at a client's property — brand, model, serial number, installation date, and an optional warranty expiration date — linked to that client and to the job where it was installed.
- Location Data: We may collect GPS coordinates during the in-person signature process (including invoice approvals, change orders, and job completions) to verify the place of service for legal protection. This location data is kept only as a reference in case of a dispute — it never blocks or invalidates a signature.
- Employee & Contractor Payroll Data: If your organization enables our Worker Payments features, we process hourly rates, clock-in/clock-out time entries, work-code assignments, and the resulting pay calculations (including overtime, where applicable) for your team members. This data is used solely to generate pay stubs and internal payroll records for your business — TrackLobo does not process payroll payments, file payroll taxes, or transmit funds to your workers.
- Worker Tax Identification Numbers: If your organization uses Worker Payments together with an accounting integration, a worker (or an administrator of your organization, on the worker's behalf) may provide a Social Security Number, ITIN, or Employer Identification Number, together with a worker classification (employee or independent contractor). We store this information encrypted at rest, never display the full number back through the app (only the last four digits are shown), and do not include it in exports or pay stubs. If you connect an accounting service such as QuickBooks Online, the number is transmitted to that third-party provider when a worker classified as an independent contractor is created or updated there as a vendor, solely so that you can prepare tax reporting, such as Form 1099. We do not sell it or use it for any other purpose. A worker or an administrator can remove the tax ID at any time from the app, and it is deleted when the account is deleted. Removing it from TrackLobo does not remove the copy already sent to your accounting provider, which you must delete there. TrackLobo does not file tax forms on your behalf.
- Client Tax Identification Numbers: If you enter a client's Tax ID or EIN on an invoice, we store it encrypted at rest and the app only shows the last four digits back to you. It is not sent to accounting integrations. You can remove it at any time by editing the client, and it is deleted when the client or your organization is deleted.
- Saved Payment Methods for Automatic Charges: If your organization enables recurring billing for a maintenance agreement, your client can choose to save a payment method through a secure, Stripe-hosted form. We store a reference to that saved method — never the full card or bank account number, which stays with Stripe — so that future charges on the agreed schedule can be processed automatically, without the client re-entering their payment details or approving each individual charge. An administrator or the client can ask to remove a saved payment method at any time; removing it stops future automatic charges but does not affect charges already processed.
- AI-Assisted Features: When you use AI features (for example scanning a photo of a price list or a list of jobs, or generating a logo), the image or text you submit is sent to third-party AI service providers solely to return the result to you. Scanned results are shown to you as suggestions that you review before anything is created. We do not use your content to train AI models.
- Platform Terms & Conditions and Privacy Policy Acceptance: When you accept TrackLobo's own Terms of Service or this Privacy Policy, we record which version you accepted, along with your IP address, device information, and timestamp, as proof of consent. If these documents are later updated, you may be asked to review and accept the new version.
- Organization Policies: If your organization publishes its own policies or agreements in the App, we record that a member accepted them — including the version, a typed name, email address, IP address, device information, and timestamp — as an audit trail for your organization. Personal details in this record are anonymized when the member's account is deleted, keeping only which version was accepted and when. An administrator can export their organization's acceptance records at any time.
- Review Requests: If your organization enables this feature, after a paid job we send your client an email, at the address on file, inviting them to leave a review on Google. Every client due a request receives the same message and link — we do not choose recipients based on their satisfaction. Every email includes a link for the client to opt out of future requests.
- Client Portal Accounts: If you create a client account to view your service history, sign estimates, or manage payments through the TrackLobo Client Portal, we collect your email address and password, or, if you continue with Google or Apple, the same name, email address, and account identifier described for social sign-in in Section 5.
- Client Portal Verification Codes & Trusted Devices: When you sign in to the Client Portal from a device we haven't seen before, we email you a one-time 6-digit verification code, valid for 10 minutes. Once verified, we remember that device as trusted for 60 days, using a token stored on our servers only as a one-way hash — the usable token itself stays only on your device. Signing an estimate or confirming a payment through the Client Portal always requires this verification code, even from a trusted device, as an extra identity check at the moment you approve something. You can view and revoke your trusted devices at any time from the Client Portal. We use this solely to protect your account, never for tracking or advertising.
- Deleting Your Client Portal Account: You can permanently delete your Client Portal account at any time from the Client Portal itself. This immediately and permanently removes your login credentials, any saved payment method (first revoked with Stripe, then deleted from our records), your trusted devices, and your access to every organization you had connected to — all at once, even if you used the Client Portal with more than one business. It does not delete the service history, invoices, or job records that the business itself keeps about you, and it does not alter any signature you already provided or its audit trail (IP address, device information, and timestamp) — those remain exactly as captured, as the legal record of a completed transaction between you and that business. This action cannot be undone and has no grace period.
2. Data Security Measures
- Encrypted Connections: All traffic between your device and TrackLobo's servers is served exclusively over HTTPS (TLS) — no unencrypted connection is ever accepted.
- Encryption of Sensitive Fields: Tax identification numbers (yours and your clients') and the access tokens we use to connect to Gmail, Outlook, Google Calendar, QuickBooks Online, and Stripe are stored encrypted at rest, using industry-standard authenticated encryption.
- Tax IDs Are Never Returned in Full: Once a tax identification number is saved, our systems never return the full number through the app or its API, to anyone, including administrators — only the last four digits, plus whether one is on file, are ever shown. The decrypted value is used only in narrow, server-side operations, such as creating a vendor record in your connected accounting provider.
- Role-Based Access: Organizations on plans with Custom Roles can restrict which team members can view or manage sensitive records, such as invoices or payroll data, so access is limited to the permissions a role is explicitly granted.
- Signature Images: Captured signatures are stored encrypted and linked only to the specific invoice, change order, or job record they belong to.
3. Electronic Signatures and Legal Validity
TrackLobo allows clients to sign invoices and change orders electronically, either remotely through a secure link or in person on the technician's device, and to sign off on a completed job in person on the technician's device. In accordance with the U.S. ESIGN Act and the Uniform Electronic Transactions Act (UETA):
- Audit Trail: When a signature is captured, we record the IP address, Timestamp, and Device Metadata of the signer — for an in-person signature, this is the technician's device, since the client signs directly on it.
- Binding Agreement: By electronically signing an invoice or change order, the signer acknowledges that the work has been performed to their satisfaction and agrees to the terms of payment. By signing off on a completed job, the signer confirms that the described work was performed; this does not by itself approve any payment amount, which is handled separately through the invoice.
- Storage: Signature images are stored with high-level encryption and are exclusively linked to the specific invoice, change order, or job record.
- Client Portal Step-Up Verification: For a signature or payment approval made through the Client Portal, we also record whether the signer completed the email verification code described in Section 1 for that specific action, as an additional identity-confirmation layer alongside the audit trail above.
4. Secure Provider Integration (OAuth 2.0)
- No Passwords Stored: We use OAuth 2.0, or an equivalent secure connection method, to connect Gmail, Google Calendar, Microsoft Outlook, Intuit QuickBooks Online, and Stripe, only when you choose to connect them. We never see your passwords, and we never see your bank or card numbers.
- What We Access: With Gmail or Outlook, we only send emails (such as estimates and invoices) from your account when you choose to send them; we do not read, search, or modify your existing messages. With Google Calendar, we create, update, and delete calendar events for your scheduled jobs; each event includes job details such as the title, address, and schedule. With QuickBooks Online, for each part you choose to turn on, we send your customers, invoices, payments, and worker payment records to your QuickBooks company file so you do not have to enter them twice. If a payment for an already-synced invoice is instead recorded directly in QuickBooks, we also receive that payment back — its amount and QuickBooks reference number — so your records in TrackLobo stay current; this does not bring back any additional customer or personal information. With Stripe, we create charges and refunds for the invoices your clients pay online and receive confirmation of payment status. For organizations with recurring billing enabled, we also use Stripe to charge a client's saved payment method automatically on the agreed schedule, as described in Section 1. Your client's card or bank details are entered directly with Stripe and never reach our servers. We never sell this information.
- Encryption: All integration tokens, including those for Gmail and Google Calendar, are stored encrypted, using industry-standard authenticated encryption, and all communication with Google's APIs happens exclusively over HTTPS (TLS), as described in Section 2.
- Disconnecting: You can disconnect an integration at any time, from TrackLobo or from the provider's own account settings. On disconnect we delete the stored credentials and, for Google Calendar, the events we created. Records that were already sent to QuickBooks remain in your QuickBooks account, and payments already processed remain in your Stripe account — you manage them there. Emails already sent remain in your mailbox.
- Compliance: TrackLobo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the email-sending and calendar features described above, and we do not use it for advertising or to train generalized AI models.
5. Service Providers
We use third-party service providers to run TrackLobo. They process information only to provide their service to us, under agreements that limit how they may use it, and we do not sell your personal information. The services you choose to connect yourself (Gmail, Outlook, Google Calendar, QuickBooks Online) are described in Section 4.
- Cloud hosting, storage & content delivery: our servers, databases, backups, and the storage of files and job photos are hosted with cloud infrastructure providers, such as Cloudflare.
- Email delivery: transactional emails such as estimates, invoices, reminders, and account messages are sent through an email delivery provider, such as Resend, and can pass through your own connected email account if you connect one.
- Push notifications: we use Google Firebase Cloud Messaging to deliver notifications to your device.
- Payment processing: subscription payments, online payments, and automatic recurring charges if your organization enables them, are processed by Stripe. Card and bank details are entered directly with Stripe and are not stored on our servers.
- Artificial intelligence: when you use AI features, the content you submit is sent to third-party AI providers, such as Google Gemini, only to return the result to you, as described in Section 1.
- Error monitoring: we use an error monitoring provider, such as Sentry, that may receive diagnostic information when an error occurs, which can include limited account or request details. We filter tax ID fields before error reports are sent to it.
- Sign-in providers: if you choose to sign in with Google or Apple, that provider shares your name and email address with us.
6. Irreversible Data Deletion
Right to be Forgotten
To delete your account and all associated data:
- Go to Profile Screen > "Delete Account & Data".
WARNING: This action is permanent. Once confirmed, all work records, signatures, worker tax identification numbers, and OAuth tokens are purged. GProject Development LLC cannot recover this data. Encrypted copies may remain in our system backups for up to 35 days after deletion, until those backups expire.