Privacy policy

Who is responsible

Traceroll is made and sold by Augspach Architecture SRL, Rue de Genval 40, 1310 La Hulpe, Belgium, enterprise and VAT number BE 0667.669.311 (“we” on this page).

We are responsible (the controller) for what Traceroll keeps about you as a visitor and as a user: your account, your log-in and your visits.

What an office puts into Traceroll about other people, such as its clients, contacts and leads and the people who work there, belongs to that office. The office is the controller of it, and we handle it only on the office’s behalf, as its processor, under the terms of sale.

For anything about your data, write to hello@traceroll.com.

Your account and logging in

To open an office or join one, Traceroll keeps your email address, your name, the language you use it in, when you joined and when you last logged in, and, for each office you belong to, your role, whether you see fees and who invited you. The legal basis is the contract you make by using Traceroll (Article 6(1)(b) of the GDPR).

There are no passwords. To log in, Traceroll emails you a six-digit code, kept in scrambled form for ten minutes and five tries. So that no one can flood an inbox, it also notes each code sent to an address, for one hour. The code opens a session: a random key kept in a cookie in your browser, of which Traceroll keeps only a scrambled form, for 60 days or until you log out.

If you use “Continue with Google”, Google tells Traceroll your email address and your name, and that it has checked the address. Traceroll uses them in place of the code and asks Google for nothing else.

When an office’s owner invites a colleague, Traceroll emails the invitation and keeps the colleague’s address, and the name typed for them, with the office.

If you open a student space or ask for the student price, Traceroll keeps the school address you gave and the date it was confirmed, for as long as it applies and a year after. If you use a code for a free year, it keeps which code and the day it was used.

Opening an office also sends us an email with your address, your name, the language you signed up in and the country your connection comes from, so that we can get in touch and tailor Traceroll to where you work.

What an office keeps in Traceroll

Everything an office enters is kept for it: its name, address, country and currency; its projects, phases, fees and billing; hours and timers, including time outside projects; leads and their notes; contacts; calendar dates; the scorecard’s numbers; its rates, and the pay and costs from which each person’s cost rate is worked out.

With the Projects roll, an office can also file the PDFs that close a phase, as the record of what was submitted. Each is kept as filed, with the day and time it arrived, its size and a fingerprint worked out from its contents (SHA-256), in Cloudflare’s storage in the EU. A filed PDF can be deleted during its first day, in case the wrong file was sent; after that it is kept with the office’s data, and a corrected version is filed beside it.

With the Belgium roll, an office can draft its contracts in Traceroll. A contract keeps what the office types into it about its client (names, address, company number, phone and email) and about the property, with the project, as the rest of the office’s data.

With the Stage roll, an intern can send a month’s grid to their maître de stage to confirm. Traceroll then keeps the maître’s name and email address with the stage and, for each grid sent, the day it was sent and the maître’s answer and comment. It sends the maître that one email for each grid, with a link to that month only; the maître needs no account, and Traceroll writes to them about nothing else. When the intern asks for the intern price, Traceroll sends the maître one more email, asking them to confirm the stage, and keeps their answer and its day, with the intern’s member number at the Ordre, which we look up by hand on the Ordre’s public list of stagiaires; for the price, the maître’s name and address and the member number are kept with the office as long as it applies and a year after.

With the AXP, its United States side, an intern can send a month’s hours to their AXP supervisor the same way. Traceroll then keeps the supervisor’s name and email address and the firm’s name with the intern’s AXP, the area each hour went to, the day each month was reported to NCARB, and, for each month sent, the day it was sent and the supervisor’s answer and comment. Traceroll isn’t connected to NCARB and sends it nothing: the intern reports in My NCARB themselves.

Each person sees only what their role allows: colleagues without “Sees fees” see hours, never money, and pay is seen only by the owner.

We use an office’s data only to run Traceroll for it: to store it, show it to the right people and keep it safe. We do not look at it, except when the office asks us to help or to keep Traceroll secure, and we never sell it, use it for advertising or use it to train AI models.

Google Calendar

Google Calendar is part of the Calendar roll, which an office adds in Settings. Connecting it is then optional, and each person connects their own. Traceroll then asks Google for three permissions and uses them only for this:

• to create one calendar in your Google account, named “Traceroll” and your office’s name, and write your plan into it: each working day’s hours by project for the next thirteen weeks, the pauses for revisions, phase deadlines and milestones, and the day the next project is needed. This permission reaches no other calendar;
• to read your own events and the list of your calendars, so that they show on Traceroll’s calendar, to you only. They are read when you open the calendar, and not kept, except the days you are marked Out of office: Traceroll keeps those dates, and nothing else about them, so that your plan leaves them free;
• to keep the access Google gives (a refresh token) in the office’s database, never sent to a browser, so that the dates stay up to date without you. Disconnecting in Settings revokes it at Google and deletes it.

Traceroll’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Your Google data is not used for advertising, not sold, not used to train AI models, and not read by anyone, except with your permission, for security, or where the law requires it.

The legal basis is the contract (Article 6(1)(b)). You can disconnect at any time, in Settings or from your Google account’s security page.

Your own AI app

You can connect an AI app you use, such as Claude or ChatGPT, to your Traceroll, in Settings. It is optional and each person connects their own. The app can then ask Traceroll, in your name, only to read: your office’s projects and phases, the time you have logged with its activities and memos, and your week’s plan. It cannot change anything, and it never sees other people’s time, the office’s contacts, filed PDFs or anyone’s pay.

What the app reads goes to the company behind it, under your own account and that company’s privacy policy; Traceroll sends nothing to it unless the app asks. Traceroll keeps the app’s name, where it sends you back after you say yes, when you connected it, and scrambled forms of its keys: one that lasts an hour, and one that renews it, for a year from its last use.

The legal basis is the contract (Article 6(1)(b)). You can disconnect an app at any time in Settings; it can then read nothing more.

Paying

Subscriptions are paid on Stripe’s checkout page. Stripe takes the payment and so receives your name, your email address, your country, a VAT number if you give one, and your payment details; we never see your card. Stripe tells us what was paid and when, keeps the invoices and emails them to you. We keep the subscription’s state and the invoices for our accounts. The legal basis is the contract and our accounting obligations (Article 6(1)(b) and (c)).

To give the extra 30 days once per card, Stripe tells us an anonymous fingerprint of the card (not its number), which we keep with your office.

When you visit

Traceroll is hosted by Cloudflare, whose servers handle your IP address to deliver the pages and protect them from attacks, and keep a technical log of requests for a few days to find faults.

Traceroll counts its own visits, without cookies. Each page you open sends one note with the page’s address, the site you came from, if any, and your country as Cloudflare sees it. To count visitors rather than pages, your IP address and your browser’s name are scrambled together with a random key that changes every day and is deleted after two days. The IP address itself is never stored, and no visitor can be followed from one day to the next. The legal basis is our legitimate interest in knowing how Traceroll is found and used (Article 6(1)(f)).

The fonts come from Google Fonts: your browser fetches them from Google’s servers, which therefore see your IP address. No cookie is sent or set for that.

Who else handles it

These companies handle personal data for us, each only for the part described above:

• Cloudflare: the hosting, the databases and the filed PDFs, kept in its EU jurisdiction;
• Resend: sends the log-in codes and the invitations;
• Google: “Continue with Google” and Google Calendar, for those who use them, and the fonts;
• Stripe: payments, invoices and subscriptions.

We do not sell personal data, and none of it is used for advertising.

Where it is kept

Accounts, offices, everything they enter and the PDFs they file are stored by Cloudflare in its EU jurisdiction, in data centres in the European Union only.

Cloudflare, Resend, Google and Stripe are American companies, so some data, such as an email being sent or a payment, may pass through the United States. Those transfers rely on the safeguards the GDPR provides: the EU–US Data Privacy Framework, or the European Commission’s standard contractual clauses.

How long it is kept

• Your account: as long as you belong to an office, or until you delete it, in Settings → You → Delete my account, or ask us to. Deleting it also deletes the offices you own, with their data and filed PDFs, and ends their subscriptions; the time you logged in other people’s offices stays there.
• An office’s data: as long as its trial or subscription runs, then 90 days, so that it can come back or ask for a copy; then it is deleted. Ask, and it is deleted sooner.
• A filed PDF: as long as the office’s data. It can be deleted during its first day only.
• A log-in code: ten minutes. The note of codes sent to an address: one hour. A session: 60 days, or until you log out.
• Google Calendar access: until you disconnect it, or the office’s data is deleted.
• A connected AI app: until you disconnect it, a year after it was last used, or until the office’s data is deleted.
• Invoices and accounting records: as long as Belgian law requires, currently ten years.
• Visit notes: 400 days. Cloudflare’s request logs: a few days.

Your rights

You can ask us to show you the data we hold about you, to correct it, to delete it, to limit what we do with it, or to send it to you in a common format. You can object to a use based on our legitimate interest. Write to hello@traceroll.com; we answer within one month.

If an office keeps data about you in Traceroll, as its client for example, the office decides what happens to it: ask the office first. If you write to us instead, we pass your request on to it.

If you think your rights have not been respected, you can complain to the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels (dataprotectionauthority.be).

Cookies

Traceroll sets a cookie only when you log in, and none for analytics or advertising. The cookie policy has the detail.

Changes

If this policy changes, the new version is published here with its date. If a change affects how an office’s data is handled, the office’s owner is told by email first.