1. Who this covers, and our two roles
This policy is published by Quantic Studios LLC and covers the FOGProof websites and apps. We wear two hats:
- For your account and our site — visitor, sign-up, account, and billing information — we decide how data is used and are the "business" or "controller."
- For records your Organization keeps in the product — its clients, locations, traps, service events, photos, manifests, and signatures — the Organization controls that data and we process it on the Organization's instructions. If you are a restaurant manager or technician whose information appears in a hauler's records, contact that hauler first; we will help them respond.
2. What we collect
- Account data: your name, email address, organization name and type, and role. Sign-in is by one-time email code; we never store passwords.
- Customer Content: what your Organization records — client businesses and contacts, locations, trap details, service events and FOG/solids readings, notes, uploaded photos and manifests, and technician or manager signatures captured on a device.
- Billing data: plan, subscription status, and billing email. Card details are entered on Stripe-hosted pages and handled by Stripe; we never see or store full card numbers.
- Support data: messages you send to support, in-app or by email.
- Security and audit logs: for sensitive actions we record who did what and when, including IP address and browser user-agent. These logs protect your records' integrity — they are the product working as designed.
- Cookies: strictly necessary session cookies only (HttpOnly, expiring after 30 days) to keep you signed in to the app and admin. No advertising or tracking cookies exist anywhere on our sites or apps.
- Marketing site analytics: our landing pages use Umami, a privacy-focused analytics tool that we self-host on our own infrastructure. It is cookieless, does not follow you across sites, and its data never leaves our systems or goes to any ad network.
3. What we do not do
- We do not sell or rent personal information. Ever.
- We do not share personal information for targeted advertising.
- We do not run third-party trackers, ad pixels, or fingerprinting.
- We do not train AI models on your Customer Content.
4. Why we process data
- To provide the Service: storing records, generating packets, serving QR pages.
- To send transactional email: sign-in codes, service-due reminders you configure, invitations, billing receipts, and support replies. We do not send marketing email to your clients.
- To secure the Service: rate limiting, audit trails, abuse prevention.
- To bill you, provide support, and meet our legal obligations.
Where GDPR or similar laws apply, our legal bases are performance of contract, our legitimate interests in securing and improving the Service, and consent where required.
5. Who processes data for us (subprocessors)
- Railway (US East) — application hosting, PostgreSQL database, Redis.
- Cloudflare R2 (US bucket) — file storage for photos, manifests, and signatures, accessed only through short-lived signed URLs.
- Stripe — payment processing and subscription billing.
- Resend — transactional email delivery.
Analytics (Umami) is self-hosted on Railway, so no additional analytics provider receives your data. We will update this list before adding a subprocessor that handles personal information.
6. Where data lives
Our infrastructure is in the United States. If you access the Service from outside the US, you are transferring data to the US, where privacy laws may differ from your jurisdiction's.
7. How long we keep it
- Customer Content and account data: for as long as your Organization's account exists. Deleted on verified request (see Section 9), except minimal records we must retain, such as invoices.
- Security and audit logs: automatically purged after 730 days (2 years).
- Sessions: expire after 30 days; sign-out revokes them immediately on the server.
- Backups: follow our hosting provider's backup cycle and age out on schedule.
8. How we protect it
- All traffic is encrypted in transit (HTTPS with HSTS).
- Sessions use HttpOnly cookies that cannot be read by page scripts, with server-side revocation on sign-out.
- Every record is scoped to its Organization and enforced on every API route; audit identity is stamped by the server and cannot be supplied by a client.
- File uploads use single-use signed URLs bound to file size and type; public QR pages expose deliberately minimal information.
- Rate limiting and security headers protect all public endpoints.
No system is perfect. If we learn of a breach affecting your personal information, we will notify affected Organizations without undue delay, consistent with applicable law.
9. Your rights
Depending on where you live (including under the California Consumer Privacy Act, Virginia Consumer Data Protection Act, and GDPR), you may have rights to access, correct, export, delete, or restrict processing of your personal information. We honor these in practice for everyone:
- Access & export: export from the product anytime, or email us for a complete machine-readable copy of your data.
- Correction: most data is editable in-product; email us for the rest.
- Deletion: email a verified request and we will delete within 30 days, minus what the law requires us to keep.
- No discrimination: exercising rights never degrades your service.
Send requests to [email protected]. If your information is inside another Organization's records, we will route the request to them, as the law contemplates for processors.
10. Children
The Service is for businesses and their adult staff. It is not directed at children, and we do not knowingly collect personal information from anyone under 16.
11. Changes
We will post updates here and, for material changes, notify account owners by email before they take effect. The current version always lives at getfogproof.com/privacy.
12. Contact
Quantic Studios LLC · [email protected]