Privacy Policy

Last updated August 20, 2026

What we collect

Account data — name, email, password hash, workspace membership. Workspace data — the bank statement files, EMR collections reports, check images and card-batch reports you upload, plus the matches, notes, tags and write-offs you create. EMR reports can contain patient names and payment details. Technical data — server logs (IP, time, request path) kept for security.

How we use it

Solely to provide the Service to your workspace: importing, matching, reporting, sending transactional email (invitations, password resets, billing notices). We do not sell data, do not use it for advertising, and do not train models on it.

Where it lives

Data is stored on Amazon Web Services in the United States (encrypted database and storage, access restricted to the application servers). Backups are kept for up to 90 days. We maintain a Business Associate Agreement with AWS.

Payments

Subscriptions are processed by Paddle, our merchant of record. Card details are entered directly into Paddle’s checkout and never reach our servers; Paddle shares with us only your billing email, subscription status and invoice references. See Paddle’s privacy policy for their handling of payment data.

Sharing

Only with processors needed to run the Service (AWS for hosting, Amazon SES for email, Paddle for billing), each under contract, and where required by law.

Retention and deletion

Workspace data is kept while your workspace is active. You can delete reconciliation data by period from Settings at any time; closing a workspace deletes its data after a short retention window. Email us to request export or deletion.

Security

HTTPS everywhere, encrypted storage, hashed passwords, per-workspace isolation, least-privilege access, and an audit trail on every reconciliation change.

Your rights

You can access, correct, export or delete your data by contacting hello@paytracept.com. We answer within 30 days.

Changes

We will notify workspace owners by email before material changes to this policy take effect.