VendorTrax

VendorTrax Privacy Policy

Our Privacy Policy explains how information is collected, used, and disclosed by VendorTrax (“Company”) with respect to your access and use of the Company domain, related service domains, website, and mobile application (collectively, “Service”) or in connection with third-party services. By accessing or using the Service, you acknowledge that you have read this Privacy Policy and agree to be bound by the terms and conditions described herein, including the Company’s Terms of Use.

 

Information We Collect and How We Use It

We collect certain information from you through your use of the Service, such as the things you use the Service for, communications between Users, and the information you provide to the Company in order to provide custom tracking for your needs.

We want you to be comfortable using the Service, so we have described in detail below what information we collect and how it is used.

 

Guest User Data

When Clients invite Guest Users to VendorTrax, the Company reserves the right to access, review, and use information provided by Guest Users or associated with their use of the platform. This may include names, email addresses, contact information, activity within the platform, and other relevant data

VendorTrax may use Guest User Data to:

  • Send direct communications via email or other contact methods, including information about platform features, updates, and functionality.
  • Share educational resources, best practices, and important announcements.
  • Advertise and promote VendorTrax services and related offerings.
  • Conduct research, analytics, and reporting to enhance and improve the platform experience.

Guest User Data may also be included in aggregate statistics for identifying trends and improving the Service.

 

Information You Provide to Us

When you use the Service, information is collected about you as a User. This includes, but is not limited to, names, month and year of birth, addresses, date of hire, property locations that you visit, as well as the time and duration of the stay. This also includes User feedback, such as ratings, feedback, or compliments, and information from Users participating in our referral programs.

For example, when someone refers another person, we receive the referred person’s personal data from that referrer. This information is available to other Users, based on the access granted by the Super Administrator of your account.

We may need to send you announcements and account-related messages via email and through the application. These are considered part of the Service, and you are not able to opt out of receiving these messages.

 

Information Learned from Your Mobile Device

The Company tracks location history and time data of the User, including the property locations you visit and the time you have spent there. By collecting this information, Users of the Service can maintain accountability and security when interacting with other Users, Clients, and/or Vendors.

When you use the Service, it will receive and store information about your actual location (using the GPS coordinates sent by your mobile device) or your approximate location via pin drop (such as from a Wi-Fi network or other network location points), and the length of time you spent in that location. Use of GPS and Wi-Fi services are subject to the default terms and conditions provided by your mobile phone carrier. You should refer to your service providers’ privacy policies to understand what type of information those services collect.

Company can record the property locations you visited and how long you stayed, by running in the background (or foreground), whenever your mobile device is turned ON, even if you switch to another application, go to the home screen, or sleep your device. You can also enable or disable location services when you use the Service through your mobile device settings. The Service performs the best when it makes use of the location services provided through your mobile device, so turning off the location services (such as Wi-Fi or GPS) will mean the Service won’t work as well for you. You can also disable the Service completely by closing the application or exiting the web browser.

We use location and time data from all Users of the Service to create aggregate data, for purposes including but not limited to identifying trends, creating reports, and improving the Service experience.

 

Information Learned From your Use of the Service

Use of the Services: We collect information about how you use the Service. This information includes general usage statistics, including but not limited to information such as how often you use the Service, how long you leave the application running, or when you perform certain actions which the Company finds interesting. We use this information in aggregate form to improve and enhance the experience of using the Service.

Derived Information: We also gather and analyze your actions within the Service in order to derive or infer aggregate statistics or characteristics that may be descriptive of not just you but of a broader category of people (for example, how long a specific service request is likely to take or what day of the week is common for a certain activity). This derived information is used to improve and personalize recommendations the Company may provide to you and other Users.

We may share aggregated information, including but not limited to the derived information described above, with third parties.

 

How We Share Your Information with Others

We will not share the personal information we have collected from you, except as described below:

  • When you give us your consent to do so, for example, when we tell you that the information you provide will be shared in some way, and you provide us with that information.
  • For those who participate in VendorTrax’s referral program, we share certain personal data of the people making the referrals and the referred persons, such as name, company, email, and phone.
  • When we believe we are authorized or legally required to do so, or that doing so is necessary or appropriate to comply with the law or legal processes or respond to lawful requests or legal authorities, including subpoenas, warrants, or court orders.
  • In connection with any merger, transfer, or sale of company assets, financing, acquisition, or similar transaction or circumstance.
  • To enforce or apply our Privacy Policy, Terms of Use, or other policies or agreements.

 

Duplication and Storage of Service Requests

To enhance the usability and functionality of the VendorTrax platform, the Company reserves the right to duplicate all client-related service requests and store them as reference data within associated property profiles. This ensures that historical service requests, including but not limited to descriptions, dates, times, resolutions, and related documents or media, are accessible to authorized Users connected to the property.

This duplication and storage process allows:

  • Improved User Collaboration: Other authorized Users with access to the property can review historical service requests to enhance transparency and coordination.

  • Enhanced Property Management: Users can reference past service requests for tracking maintenance history, identifying recurring issues, or improving operational efficiency.

  • Platform-Wide Insights: Aggregated service data may be used to generate insights, trends, and recommendations to improve platform functionality.

Access and Privacy Controls:

  • Only Users granted appropriate access permissions by the property administrator or super administrator can view stored service request data.

  • Personal information related to service requests will be managed in accordance with this Privacy Policy to ensure user privacy and data security.

By using the Service, you acknowledge and agree to this process of duplication, storage, and accessibility of service requests for the purposes stated above.

Changes to Our Privacy Policy

Any information that is collected is subject to our Privacy Policy in effect at the time such information is collected. We may modify and revise our Privacy Policy from time to time. Notification of such modifications will be sent to you via email or through the application. By accepting changes to the policy, you agree to be bound by the revised policy.