1. Who is responsible
This policy explains how Vuong Tich (LineProTrack) ("we") handles personal data. Two different roles apply, and the distinction matters:
- We are the controller for data about our website visitors, prospects and the administrators of customer accounts — the information described in section 2 under "Account and contact data" and "Website data".
- We are a processor for the production data our customers put into the application. The customer decides what goes in and why; we act on their instructions. That relationship is governed by our Data Processing Agreement, not by this policy.
2. What we collect
| Category | Examples | Source |
|---|---|---|
| Account and contact data | Name, work email, phone, company, tax code (optional, when requesting a trial), role, language preference | You, when you request a trial or create an account |
| Billing data | Legal entity name, billing address, tax code, purchase order number, invoice history | You, at checkout |
| Website data | Form submissions, IP address and browser user agent recorded with them | Collected automatically when you submit a form |
| Service usage and logs | Sign-in events, API requests, error logs, timestamps, IP address | Generated automatically when the service is used |
| Customer content | Production schedules, order codes, line capacities, supplier names — may incidentally contain names of your staff | Uploaded by our customers (we act as processor) |
| AI assistant questions and answers | The user's typed question after sensitive details are redacted, the answer and feedback | Generated when a user chooses to ask the assistant |
| Defect photos | Photos of product defects that users upload to quality inspection records, with the caption, defect type and the account that uploaded them. Photos should show the product only, not people. | Uploaded by our customers' users (we act as processor) |
| Trial eligibility records | One-way hashes of the company email domain (or the full address for free email providers), the tax code and some identifiers in the data entered during a trial; organisation identifier, dates and a repeat-trial flag. The hashes cannot be turned back into any data and are used only to prevent abuse of the free trial | Generated when a trial is requested or used |
| Usage and protection records | Daily counts of recalculations, previews and exports; per-minute totals; flags showing that an automated browser, an AI agent or an unusual number of screens was used; one-way hashes identifying fields that were changed repeatedly (not their values). Page content, screenshots and questions are not collected for this purpose. | Generated automatically when the service is used |
| Records of acceptance of the Terms and this Policy | Account, time of acceptance, document versions, shortened IP address (last part removed) and browser type | Recorded when a user accepts in the application |
We do not knowingly collect special categories of personal data, and the service is not designed to hold them. Please do not upload them.
Backup files and exported reports. A backup file you download includes a signature created by the system, used only to check that the file is unchanged and belongs to your organisation; a trial account can only restore files exported from that same account. Every exported report carries a hidden identifier of your organisation and the export date; reports exported from a trial also show a visible “Trial version – organisation name – date” line. Protection signals decrease over time and are used only to slow down calculation requests and to notify us (at most one email per organisation per day); they never lock an account or block saving data. A LineProTrack administrator can clear a flag or adjust a limit only with a recorded reason.
3. Why we use it
| Purpose | Legal basis (where GDPR applies) |
|---|---|
| Providing and operating the service | Performance of a contract |
| Setting up and following up on a trial you requested | Steps taken at your request before entering a contract |
| Invoicing, accounting and tax records | Legal obligation |
| Security, abuse prevention, rate limiting, diagnosing faults | Legitimate interests in keeping the service secure and working |
| Responding to your questions and support requests | Legitimate interests / performance of a contract |
| Answering handbook questions and improving gaps in the handbook | Legitimate interests in supporting users and improving service documentation |
| Allowing one free trial per business, applying usage limits and protecting the service against automated extraction | Legitimate interests in preventing abuse of the service and protecting our intellectual property; performance of a contract |
| Keeping evidence that users accepted the Terms and this Policy | Legal obligation (evidence of consent) and performance of a contract |
We do not send marketing newsletters, we do not build advertising profiles, and we do not sell personal data. When you send us a form, we use it to answer that request.
4. Cookies and local storage
The application sets only cookies that are strictly necessary to operate the service, all marked httpOnly: a session refresh token that keeps you signed in and is removed when you log out (the public demo and the admin portal use the same kind of cookie under their own names); two access cookies, lpt_app (path /app) and lpt_admin (path /admin), which last up to 12 hours and contain only a signed reference to your session, so that the application is delivered only after you sign in; and, for the public demo only, an anonymous device cookie used to count AI-assistant questions per day — only a one-way hash of it is stored.
The website and application also use your browser's local storage for preferences — language, light or dark theme, and a local copy of your working data so the application stays usable when the network drops. That information stays on your device.
There are no advertising cookies, no analytics cookies, and no third-party trackers on this site. That is also why you are not being shown a cookie consent banner: there is nothing to consent to beyond what is strictly necessary.
5. Who we share it with
We share personal data only with service providers that help us run the business, each bound by contract to protect it:
| Provider | Purpose | Location |
|---|---|---|
| Alibaba Cloud | Hosting the service and data | Singapore |
| Gmail | Sending transactional and notification email | Singapore |
| Google (Gemini API) | Answering handbook questions from redacted user text, the most recent questions and answers of the conversation and public handbook excerpts; when a user turns on “Data analysis”, analysing a summary of the figures on the screen being viewed (for the Planning Advisor: the results of the Coordination board the user is asking about; to understand a what-if request, the list of item codes, PO numbers, the working-day calendar and the factory’s adjustment limits are also sent, without production quantities; in this mode item codes and PO numbers in the question are not redacted) | Global — data may be processed or cached in countries where Google or its agents operate |
Tenant production data is sent to the AI provider only when a user turns on “Data analysis” mode and consents; even then only a summary of the calculated results of the screen being viewed (for the Planning Advisor: the results of the Coordination board the user is asking about; to understand a what-if request, the list of item codes, PO numbers, the working-day calendar and the factory’s adjustment limits are also sent, without production quantities; in this mode item codes and PO numbers in the question are not redacted) is sent, never the whole dataset. Consent is recorded per account: LineProTrack stores when the user agreed, the version of the consent text and when it was withdrawn — not the content of any question. Users can review or withdraw consent at any time with the ⓘ Terms button in the chat. An organisation administrator can turn this feature off for the whole organisation; while it is off, the server sends no one’s production data, including users who have already agreed. When the mode is off (the default), only the user’s redacted text and relevant public handbook excerpts are sent. To understand follow-up questions, up to the 3 most recent question-and-answer pairs of the open conversation (redacted and shortened; for analyses only the conclusion) are sent with the new question. This part is not stored on the LineProTrack server and is not logged; the conversation ends automatically after 30 minutes without a question or when the user clicks “New conversation”. Earlier analysis answers are only included while “Data analysis” mode is still on and the consent is still valid. The demo session does not include earlier questions. Google may retain the prompt, context and output for up to 55 days for abuse monitoring. LineProTrack separately keeps the redacted question-and-answer log for 90 days to improve the handbook; in data-analysis mode the log records only counts, tokens and timestamps, not content. Analyses a user chooses to save are kept until that user deletes them. LineProTrack does not use any of this data to train an AI model.
We may also disclose data where required by law, to enforce our agreements, or in connection with a merger or acquisition — in which case we will tell affected customers.
6. International transfers
Our customers operate across Vietnam, Japan, China and elsewhere, so data may be processed outside the country where it was collected. Where personal data protected by the GDPR is transferred outside the EEA, we rely on the European Commission's Standard Contractual Clauses together with appropriate technical measures. Customers who require data to remain within a specific country should contact us before signing, so that we can tell them plainly whether we can meet that requirement.
7. How long we keep it
- Account data: for the life of the account and 30 days afterwards.
- Billing records: as long as tax and accounting law requires — in Việt Nam, accounting records must be kept for 10 years.
- Trial requests that do not become customers: 12 months, then deleted.
- Service logs: 90 days.
- Customer content: for the term of the subscription, then deleted as described in our Terms of Service and DPA.
- AI assistant question-and-answer logs: sensitive details are redacted before storage; kept by LineProTrack for 90 days solely to improve the handbook, not to train AI models.
- “Data analysis” consent records: when the user agreed, the version of the consent text and when it was withdrawn; kept for as long as the account exists and deleted together with the account (or the organisation).
- Defect photos: stored only on our server in Singapore, until the user deletes them. A deleted photo is permanently erased 30 days later; all photos of an organisation are erased when the organisation is deleted. Copies in backups expire on the schedule described in the DPA.
- Trial eligibility records: no customer data is kept — when a trial account is deleted, its data is deleted with it. Only one-way hashes remain; they cannot be turned back into any data and are used solely to prevent abuse of the free trial. They are deleted automatically no later than 3 years after the trial ends.
- Usage counters and protection signals: 90 days.
- Records of acceptance of the Terms and this Policy: kept for as long as the organisation exists, including earlier acceptances when a new version is accepted, and deleted together with the organisation.
8. Your rights
Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data, to object to or restrict processing, and to withdraw consent where processing is based on consent. To exercise any of these, email lineprotrack@gmail.com. We respond within one month.
If your data was uploaded into the application by your employer or a business partner, they control it — we will refer your request to them and assist them in answering it.
You also have the right to complain to your local data protection authority.
9. Security
Technical and organisational measures are described in detail on our
Security page, including the current status of independent
certification. In summary: authorisation is enforced server-side, sessions use
short-lived tokens with an httpOnly refresh cookie, passwords are hashed with
scrypt, customer data is isolated by a server-signed tenant identifier, and no
third-party scripts run in the product.
10. Children
The service is a business tool and is not directed at children. We do not knowingly collect personal data from anyone under 16.
11. Changes
We will update this policy as the service develops. Material changes will be announced by email to account administrators or in the application before they take effect. The date at the top of this page shows the last revision.
When a new version of this Policy takes effect, users are asked to accept it in the application before continuing to use the service.
12. Contact
Questions, requests or complaints: lineprotrack@gmail.com, or write to Việt Nam.
Questions about this document? Write to lineprotrack@gmail.com.