Privacy Policy

1 Who is responsible for your data

Your employer or contracting company (the Customer) is the data controller for information processed in the context of quality operations. Trakcen provides the platform as a data processor, processing information only on documented instructions from the Customer and as required to operate the service.

2 Information we process

• Identity and account data: name, email, username, role, job position, organizational unit, and authentication events.
• Quality and compliance data: documents, versions, signatures, training records, competencies, notifications, and workflow history.
• Technical and security data: access logs, audit trails, IP address, session metadata, and system diagnostics necessary to protect the service.

3 Why we process information

• Provide, maintain, and secure the eQMS for authorized users.
• Enable traceability, electronic records, and evidence required in regulated quality environments.
• Deliver notifications and tasks configured by your organization.
• Detect abuse, investigate incidents, and meet legal obligations where applicable.

4 Multi-tenant isolation

Each Customer's data is logically separated by company (tenant). Users only access information within companies to which they have been explicitly granted membership and permissions.

5 Retention and audit logs

Retention periods for quality records and audit evidence are defined by the Customer's policies and applicable regulations. Security and access logs may be retained for a period necessary to investigate incidents and demonstrate system integrity.

6 Security measures

We implement technical and organizational controls appropriate for a regulated SaaS environment, including role-based access, authentication, encryption in transit, audit logging, and operational monitoring. No system is risk-free; report suspected incidents to your administrator promptly.

7 Subprocessors and hosting

Infrastructure providers (e.g. cloud hosting) may process data solely to deliver the service, under contractual obligations consistent with data protection requirements agreed with the Customer.

8 Your rights

Requests to access, correct, restrict, or delete personal data should be submitted to your organization's data controller (typically HR, Quality, or IT). Trakcen will assist the Customer in responding where required by applicable law and contract.