Privacy Policy

1. Information We Collect

PartnerTrac may collect information that you provide directly when purchasing a plan, requesting support, establishing an organization account, creating or managing users, or using the PartnerTrac platform.

This information may include:

• Organization or business name and contact information
• Administrator and authorized user names and email addresses
• Telephone numbers and website information
• Account, subscription, and service-plan information
• Partner, contributor, or donor contact information entered by an organization
• Contribution dates, amounts, payment methods, sources, and transaction identifiers
• Information submitted through PartnerTrac account setup or support forms
• Technical and security information necessary to operate and protect user accounts

2. Payment Information

PartnerTrac may use third-party payment providers, including Square, to process purchases of PartnerTrac plans or services. Payment information submitted through those services is handled by the applicable payment provider according to its own privacy and security practices.

PartnerTrac account setup forms are not intended for the submission of credit card numbers, bank account credentials, passwords, or other sensitive payment credentials.

3. How We Use Information

PartnerTrac uses information collected through the website and platform to provide and administer the PartnerTrac service.

Information may be used to:

• Create and manage organization accounts
• Authenticate administrators and authorized users
• Maintain partner and contribution records
• Generate statements, reports, and exports requested by an organization
• Process account setup and subscription administration
• Respond to questions and support requests
• Send account-access, password-reset, security, or service-related communications
• Maintain platform security, audit records, and operational integrity
• Improve the administration and functionality of PartnerTrac

4. Organization-Controlled Records

Organizations using PartnerTrac may enter or import information regarding their partners, contributors, donors, customers, or other persons whose financial contribution records they are authorized to maintain.

Each organization is responsible for determining what information it enters into PartnerTrac and for using that information in accordance with applicable laws, organizational policies, and any privacy commitments made to the individuals whose records it maintains.

5. Imports and Third-Party Services

PartnerTrac may allow organizations to import contribution records from third-party payment or recordkeeping systems, including supported CSV files and other compatible sources.

Information imported into PartnerTrac becomes part of the organization's PartnerTrac records. Third-party services used before information enters PartnerTrac remain subject to their own terms and privacy policies.

6. Service Providers

PartnerTrac may use service providers to support website hosting, account forms, payment processing, email delivery, security, and other technical functions necessary to operate the service.

Information may be processed by those providers only as needed to perform the applicable service or function.

7. Information Sharing

PartnerTrac does not sell organization, administrator, user, partner, contributor, or donor information as part of operating the PartnerTrac service.

Information may be disclosed when reasonably necessary to operate the service, protect PartnerTrac or its users, respond to lawful requests, enforce applicable agreements, or comply with legal obligations.

8. Account Security

PartnerTrac uses account authentication and other administrative and technical safeguards intended to protect information stored within the platform.

Users are responsible for maintaining the confidentiality of their own passwords and account credentials and should not share passwords with unauthorized persons.

PartnerTrac does not require a platform administrator to create or send a customer's first-time password. New administrators create their own password through a secure account-activation process.

9. Data Retention

PartnerTrac may retain account, contribution, audit, subscription, and related records for as long as reasonably necessary to provide the service, maintain accurate records, protect the integrity of the platform, resolve disputes, and satisfy applicable legal or operational requirements.

10. Account Suspension and Deletion

Organization access may be suspended without immediately removing underlying records. This allows financial and contribution history to remain protected when account access must be discontinued.

Certain empty or test organizations may be permanently removed through PartnerTrac administrative controls. Organizations containing contribution history may require additional review before records can be permanently removed.

11. Cookies and Technical Information

PartnerTrac may use session information, cookies, or similar technical mechanisms when necessary for user authentication, security, account sessions, website operation, and platform functionality.

12. Children's Information

PartnerTrac is designed for organizations and authorized account users and is not directed to children for the purpose of creating individual PartnerTrac accounts.

13. Changes to This Privacy Policy

PartnerTrac may revise this Privacy Policy as the platform, services, or legal requirements change. The effective date displayed at the top of this page will indicate when the policy was last updated.