Privacy Policy

This page describes our current practices and the platform capabilities we rely on to run the service. 

The short version

PromTrack connects to your email account (Gmail or Outlook) only via specific labels or folders you designate, such as our 'PromTrack-Sync' label. We analyze only text you manually paste or emails you explicitly choose to sync using these dedicated labels. We do not sell your data. We do not train any AI models on your data, and we utilize privacy-focused API providers operating under strict Zero Data Retention agreements.

What we collect

Account information (including email, name, and profile photo provided by Google or Microsoft), content you create (commitments, notes), and basic usage data. 

Encryption of your commitments

Commitment content — including title, description, and counterparty name — is encrypted with AES-256 in your browser before it is saved to our database, using a data key derived from your auth session. Only ciphertext is written to storage, so anyone inspecting raw database tables sees encrypted strings rather than plain text. Decryption occurs seamlessly in your browser when you view your commitments. Scheduling fields such as due dates and email addresses remain unencrypted so reminders, threading, and deletion requests continue to function smoothly. 

AI processing & Zero-Retention

For confidentiality, raw email bodies and commitment drafts processed by our AI features are evaluated in-memory in real time and are never stored in plain text. External AI model providers process this data under Zero Data Retention terms and do not retain or use your inputs for model training. We store only the final structured outputs—encrypted as described above—and a unique Message ID to prevent duplicate processing. 

Data Storage & GDPR

Data is hosted in the EU-Central-1 (Frankfurt) region. You have full rights to access, export, or delete your data via Settings or by emailing privacy@promtrack.app. PromTrack is operated from Stockholm, Sweden. 

Counterparty contact details from synced emails

When you sync an email, we store the sender's email address and any CC recipients alongside the extracted commitment to facilitate direct communication (for example, when you use "Resolve Risk" to reply). We do not store the unencrypted email body. You have full control over this information and can request the removal of specific contact details from our records at any time via your settings or by contacting us. 

Email signature

An optional email signature saved in your Settings is stored and used exclusively when you toggle "Include signature" on outbound replies. It is never appended automatically. 

What we never do

We do not scan your inbox automatically; sync is strictly opt-in and limited to the specific emails you label for synchronization. We do not use browser extensions or unsolicited background scrapers. We do not share content with third parties. When you connect an account, we only request the minimum permissions required to access the 'PromTrack-Sync' label or folder. 

Data Controller

For privacy-related inquiries, contact privacy@promtrack.app.