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 users and administrators of customer accounts — the information described in section 2 under (A).
- 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. Information we process
We handle two kinds of information, and we treat them differently:
(A) Information we need to run your account and the service
We decide how this information is used, and use it only for the purposes in section 3.
| Category | Examples | Source |
|---|---|---|
| Account and contact data | Name, work email, phone, company, tax code (optional, when requesting a trial), role, and the interface language (used to write to you in your language) | You, when you request a trial or create an account |
| Payment records | Organisation name, billing contact, plan, amounts paid, payment dates and receipt numbers; tax code and billing address if you give them | You, when you order or pay |
| Website forms | What you send in a contact, trial, demo or meeting-request form (company, name, email, phone, message), the time you accepted the Terms and this Policy, and the IP address and browser type recorded with the submission | 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 |
| 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 |
| 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 |
| AI assistant questions | The user's typed question after sensitive details are redacted (encrypted with your organisation's own key), whether it was answered, feedback, counts and timestamps | Generated when a user chooses to ask the assistant |
| Records of acceptance and of notices sent | Account, time of acceptance, document versions, shortened IP address (last part removed) and browser type; for notices about changes to our documents: the recipient address, the time sent and the result | Recorded when a user accepts in the application |
| Demo-link records | Company name and email address, when the link was created, when it expires and when it was opened, one-way hashes of up to 2 devices and of the network address used to request it, the time you accepted the Terms and this Policy and the document versions | You, when you request or open a demo link |
(B) Data you put into the service
This data belongs to you. We only store it and run calculations on it as you instruct, through the features you use. We do not look at it unless you ask us to (for example to help with a support request), and we do not use it for anything else. We act as a processor under the Data Processing Agreement.
| Category | Examples | Source |
|---|---|---|
| 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) |
| 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) |
| Backups of your data | Encrypted daily copies of the data above, kept only to recover the service after an incident | Created automatically by the system (we act as processor) |
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 |
| Keeping payment records | Performance of a contract and 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 |
| Sending service emails about your plan, your data, deletion and changes to our documents | Performance of a contract and legal obligation |
| Keeping evidence of acceptances, notices sent and deletions for 3 years after an organisation is deleted | Legal obligation, and establishing or defending legal claims |
| Sending a demo link you asked for and preventing abuse of demo links | Steps taken at your request before entering a contract; legitimate interests in preventing abuse |
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. Service emails about your organisation's plan, data and changes to our documents are sent to administrators whenever they are needed; they are part of the service, not marketing, and cannot be switched off.
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 (demo sessions 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 demo links only, an anonymous device cookie (lpt_did) that limits a demo link to 2 devices and counts its AI-assistant questions — 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, whether you have closed a notice about upcoming changes to our documents (for the current session only), 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, its database and daily backups | Singapore |
| Alibaba Cloud (Object Storage) | Encrypted off-site copies of the daily backups, in a separate region, with a lock that prevents early deletion | Japan (Tokyo) |
| Google (Gmail) | Sending service and notification email | Global — Google does not commit to a single region |
| Google (Drive) | Encrypted off-site backups made before version 3 of this Policy took effect. No new copies are sent; the remaining copies are deleted no later than 30 days after version 3 takes effect | Global — Google does not commit to a single region |
| 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 |
| Slack | Operational alerts to the operator; may contain administrator email addresses and IP addresses | United States |
| UptimeRobot | External availability monitoring; receives the public service address and response metadata only, never customer data | United States |
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 solely to detect abuse; under Google's terms for paid services this data is not used to improve Google's products or train its models. LineProTrack does not allow AI providers to use your data to train models. Separately, LineProTrack keeps the redacted questions, encrypted with your organisation's own key, for 30 days to improve the handbook, and keeps answers to handbook questions for up to 30 days so that a repeated question can be answered without calling the provider again; 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.
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
The service and its database are hosted in Singapore, encrypted off-site backup copies are kept in Japan, and the providers listed in section 5 may process data in other countries. Customers in Việt Nam, Japan, China and elsewhere therefore have data 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. For customers subject to Việt Nam's Law on Personal Data Protection (Law No. 91/2025/QH15), we provide the information you need for your own cross-border transfer impact assessment (see clause 6 of the Data Processing Agreement). 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. A user account that has been deactivated is deleted 30 days after deactivation, and all accounts are deleted together with their organisation.
- Payment records (plan, amounts, dates, receipt numbers): 6 months after the plan ends. Once LineProTrack is incorporated, the accounting records of that company will be kept as required by Vietnamese accounting law, and this Policy will be updated.
- Contact and meeting requests, trial requests that do not become customers, and demo-link records: 30 days (for a demo link, 30 days after the link expires). A trial request that becomes an organisation is deleted together with that organisation.
- Service logs (sign-ins, errors, API requests, server logs) and expired sign-in sessions: 30 days.
- Customer content: for the term of the subscription. After a subscription ends and the 7-day grace period has passed, administrators can view and download it for 30 days, then it is deleted. After a free trial ends without a subscription, it is deleted 7 days later. On a verified deletion request, it is deleted 24 hours after confirmation. Details are in our Terms of Service (clauses 3, 6 and 9) and the DPA.
- AI assistant questions: sensitive details are redacted and the question is encrypted with your organisation's own key before storage; kept by LineProTrack for 30 days solely to improve the handbook, not to train AI models. Stored answers to handbook questions: up to 30 days. On Google's side: up to 55 days for abuse monitoring.
- “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 (no later than 30 days).
- 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: 30 days.
- Evidence kept after an organisation is deleted: records of acceptance of the Terms and this Policy (including earlier versions), the notices we sent about changes to our documents and about your plan and data, and the record of the deletion (organisation name, administrator email addresses, who asked for the deletion, when and how) are kept for 3 years after the organisation is deleted, as evidence in case of a dispute, and then deleted automatically. Activity-log entries of deleted organisations and users are anonymised (email addresses replaced by a one-way hash, network addresses and details removed).
- Backups: each daily backup is kept for 30 days, on the server and off-site. Data encrypted with an organisation's own key becomes unreadable in every backup no later than 7 days after the organisation is deleted. Other details in a backup (such as the organisation name and user email addresses) stay sealed in it until that backup expires. Details are in clause 8 of the DPA.
- AI usage costs: per-organisation counts of AI requests, tokens and cost — never the content of questions — are kept for 400 days to reconcile our AI provider's invoices; when an organisation is deleted, its identifier is removed from these records.
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 acknowledge your request within 2 working days and carry it out within the time limits of Vietnamese law (Law No. 91/2025/QH15 on Personal Data Protection and Article 5 of Decree No. 356/2025/NĐ-CP): 10 days to access, correct or provide a copy of data, 15 days to withdraw consent, restrict or object to processing, and 20 days to delete data. An administrator can also delete the whole organisation directly in the application; that request is carried out 24 hours after confirmation.
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 data protection authority — in Việt Nam, the authority responsible for personal data protection under the Ministry of Public Security.
9. Security
Technical and organisational measures are described in detail on our Security page, including what is not in place yet. In summary: authorisation is enforced server-side, sessions use short-lived tokens with an httpOnly refresh cookie, passwords are hashed with scrypt, two-factor sign-in is available and can be made mandatory, each organisation's data is encrypted with its own key, backups are sealed with a key that is never kept on the server, 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. For material changes we email account administrators at least 30 days before they take effect and show a notice in the application; every previous version stays available on our previous versions page. The version and date at the top of this page show 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 · phone or Zalo 0903 180 300 (+84 903 180 300) · LineProTrack, Ho Chi Minh City, Việt Nam.
Questions about this document? Write to lineprotrack@gmail.com.