Information you provide
Trackable saves the business information you enter, such as your workspace profile and logo, locations, orders, products, inventory, sales, expenses, reminders and preferences. If you contact support, your message and the information you choose to include are used to respond to your request.
We use this information to provide your workspace, calculate reports, carry out actions you request, remember your settings, provide support and protect the service. A workspace can contain information about customers, recipients or other people supplied by its owner or imported from a connection the owner authorizes. Only provide information you have authority to use in Trackable.
Our hosting services receive technical request information such as IP addresses, browser headers, requested URLs and request times to deliver and protect the service. Trackable uses hashed IP and email identifiers to limit sign-in attempts.
Google sign-in
Google sign-in requests basic identity information, including your email and Google account identifier; Google may also provide profile details. We use this information to authenticate your Trackable account. Google sign-in and Gmail connection are separate choices. Signing in with Google alone does not authorize Trackable to read your mailbox.
Discord sign-in
If you choose Discord sign-in or connect Discord as a sign-in method, Discord provides your account identifier, verified email and available basic profile information. We use this information to authenticate your Trackable account and display its connected sign-in method. A matching verified email can connect to your existing account; connecting from Settings must keep the same Trackable account and workspace.
Discord sign-in requests identity and email access only. It does not request permission to read your messages, join servers, manage servers or send messages. Trackable does not store Discord API access or refresh tokens in its browser session. You can manage the authorization in Discord's Authorized Apps settings.
Connecting an inbox
If you connect Gmail, Trackable requests read-only access to Gmail messages, attachments and related metadata. The permission is mailbox-wide. Our scanner processes messages in the selected scan range, including messages that may turn out not to be relevant, to identify supported orders, shipping updates and receipts. It can continue checking new changes while connected, even when the Trackable page is closed, while the scanner is available. Trackable does not request Gmail permission to send, delete or modify messages.
App-password inbox connections use the app password you provide for requested scans. Saved mailbox credentials are kept in a private encrypted credential vault. You do not provide your Google password to Trackable for the Gmail authorization flow.
Connecting Outlook
If you connect Outlook, you authorize access on Microsoft's sign-in page. Trackable requests your basic Microsoft account identity and read-only mailbox access through Microsoft Graph. This permission is mailbox-wide and includes messages, attachments and related metadata. It does not authorize Trackable to send, delete or modify your messages, and you do not provide your Microsoft password to Trackable.
The scanner reads folder and message metadata and processes candidate messages to identify supported orders, shipping updates and receipts. Candidates can include messages that turn out not to be relevant. The initial scan uses the time range you choose; while connected and unpaused, periodic checks import new changes even when the Trackable page is closed, while the scanner is available. You can pause automatic checks or request a manual sync.
Trackable stores your Microsoft account and mailbox identifiers, connection settings and sync checkpoints to identify the connected account and avoid repeated imports. The authorization includes background access: the saved refresh token is stored in a private encrypted credential vault, and the scanner receives a short-lived access token for authorized work. Imported records and receipt candidates are handled as described below.
AYCD Inbox checks
If you connect AYCD Inbox, Trackable saves your API key encrypted on the server, your selected recipient email addresses and any optional Mail Task Template IDs. Requested checks send those addresses, template IDs, matching filters and a starting date to AYCD's Inbox API. AYCD Inbox must remain running to process the checks.
These targeted checks can return selected fields such as a message subject, sender, order reference, tracking number, total and status. Trackable displays the results for review without automatically creating orders. The API connection does not enable a complete inbox scan or AYCD IMAP UpLink. Recent results are limited to the latest 100 completed tasks and seven days when the connection is next used; inactive history remains until cleanup runs or deletion is requested.
Disconnecting AYCD removes the saved API key and stops Trackable collecting results. Checks already submitted to AYCD may continue until they time out. Connection settings and bounded recent history remain. You can revoke or replace the API key in AYCD to remove its access.
Information extracted from email
Relevant saved records can include merchant and order references, product descriptions, quantities, prices, dates, shipment status, tracking identifiers and carrier, recipient or mailbox email, delivery address and product image links. Receipt candidates can include a subject or description, sender domain, payment details, a short redacted evidence excerpt and extraction warnings. We keep matching context and sync identifiers so later updates can be linked to existing records.
Raw emails are processed by the scanner and are not saved in its durable delivery queue. Supported PDF or image receipts can be processed locally using private temporary files. Normal extraction removes these files; interrupted work is covered by startup and periodic cleanup. Saved receipt evidence and imported records are separate from those temporary files. Receipt candidates and category suggestions do not become recorded expenses until you confirm them.
Services used to operate Trackable
Trackable uses Vercel to host the application, Supabase for account and database services, and Resend to deliver requested sign-in email. The mailbox scanner processes connected email and sends extracted records to your workspace. Product lookups send the requested barcode to UPCitemdb and Open Food Facts. Supported shipment enrichment can request a merchant's tracking page using the shipment link, and external product images may contact their image hosts. Your browser loads fonts from Google Fonts, which receives your IP address and standard browser request information to deliver the font files.
If you create or share a calendar subscription link, anyone holding that private link can read the calendar information it exposes. You can revoke or replace the link. An external calendar service can retain information it has already downloaded. Downloads and exports you request create copies outside Trackable's control.
Delivery addresses and maps
To place a destination on a map, Trackable can send the structural US delivery address, including an apartment or unit when present, to the US Census Bureau geocoding service. A leading recipient name can be removed before the request. We save the resulting approximate coordinates and matching context in the workspace so a previously resolved address can be reused. A map pin is an address estimate, not continuous package GPS.
Maps load tiles from OpenStreetMap by default, or the map provider identified in the map attribution. The tile provider receives the browser request information and the requested map area. Map tiles, external product images and fonts are loaded from third-party hosts; those providers handle the requests under their own policies.
Planned bank and card connections
Bank and card connections through Plaid are in development and are not available in the current Trackable product. Creating a Trackable account does not connect a financial account or authorize bank-data access.
The planned feature would let you choose financial accounts through Plaid to import account and institution identifiers, transaction details such as dates, amounts, merchant descriptions and categories, and recurring-payment information. Its intended purposes are expense tracking, receipt matching and estimates of upcoming recurring charges. It is not a payment or money-transfer feature.
Before this feature is enabled, its connection flow and privacy notices will explain the data requested, how it is used and retained, and the available disconnect and deletion controls. Plaid handles information under its own End User Privacy Policy; that policy does not replace this explanation of Trackable's practices. The planned feature is not a reason to send bank passwords or statements to support.
Rules and optional AI assistance
The current Trackable deployment does not send connected Google mailbox data to an AI model. Receipt extraction, category hints and saved receipt rules use local parsing and deterministic rules, with manual review before an expense is recorded.
If model-assisted chat is enabled, submitting a question can send its text through Vercel AI Gateway to the configured model provider to interpret the request. General workflow guidance can also use your selected business types and saved guidance preferences. Record totals are calculated from workspace records; those rows are not automatically supplied to the chat model. Information you put in a question is part of that question, so do not include passwords, login codes or information unnecessary for the request.
The product also contains an optional, separately configured receipt-category assistance feature. If made available and requested for a receipt, it would send a limited merchant description, item description and redacted evidence to a model provider for a category suggestion. It does not decide payment status, tax deductibility, amounts or dates, and it does not record an expense without review. Before introducing model processing of connected mailbox information, we will update the relevant notices and authorization flow as needed. Google-derived information remains subject to the Limited Use commitments below.
Limits on Google data use
Trackable's use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google-derived information is used for the disclosed user-facing features. It is not sold to advertisers or data brokers, used for targeted advertising or lending decisions, or used to train general-purpose AI models.
Human access to Google-derived data is limited to your explicit permission for specific data, necessary security investigations, applicable legal requirements, or other access permitted by Google's Limited Use policy.
Disconnecting an inbox
Gmail Disconnect immediately stops new imports and queues revocation of the saved Google authorization. Revocation is retried if Google, the network or our scanner is unavailable. The saved refresh credential is removed after successful revocation or confirmation that it is already invalid. You can also manage Trackable's access in your Google Account settings.
Outlook Disconnect stops Trackable's sync jobs and removes its saved refresh token. It preserves connection metadata, matching context and previously imported orders, receipts and history. It does not delete email in your Microsoft mailbox or revoke Microsoft's account-wide consent; you can separately manage Trackable's authorization in your Microsoft account or your organization's app permissions. To remove imported Trackable data, use the deletion-request process below.
Disconnecting an app-password inbox stops new scans and removes its saved credential and private mailbox checkpoint. Remove inbox also hides that saved IMAP connection. These actions do not delete your provider's email, your Trackable account, or the orders, receipts and history already imported. Gmail disconnect also retains matching context and connection metadata.
Retention and deletion requests
Saved workspace business records currently have no automatic expiry in Trackable. Disconnecting or removing an inbox does not remove those records. Temporary processing files and sync diagnostics have separate cleanup mechanisms; those mechanisms do not delete your business records or all backup copies.
To request deletion of your Trackable account data, email support@trackable.co. Please identify the Trackable sign-in email and the data you want deleted, and do not send passwords or login codes. We may need to verify account ownership before acting on the request. There is currently no self-service account-deletion button. A deletion request and inbox disconnect are separate actions.
Your information and requests
You can edit supported workspace fields and use the exports available in the product. For access, correction, a copy, deletion or another privacy request, contact support@trackable.co and identify the account and request. We may verify your identity or authority using information reasonably necessary for the request; do not send passwords, authentication codes or complete payment-card details.
Privacy rights and exceptions depend on the laws that apply to your circumstances. We will assess your request under those laws and explain any limitation that prevents us from fulfilling it. If you disagree with a response, reply to the same support address and ask for a review.
If your information was supplied by another business using Trackable, identify that business when possible. We may need to coordinate with its workspace owner to verify authority and resolve the request. Removing information from Trackable does not remove copies held by your email provider, an external calendar, exported files or other independent services.
Where information is processed
Trackable LLC is based in the United States. Trackable and the providers involved in a feature may process information in countries other than where you live. The locations depend on the provider and service involved; this policy does not promise that every copy stays in a particular country. Provider privacy notices describe their own processing practices.
Adult business use
Trackable is intended for adults aged 18 or older using it for business purposes. It is not directed to children. If you believe a child has provided personal information to Trackable, contact support@trackable.co so we can investigate and address the information.
Changes and contact
We will update the effective date when this policy changes. For material changes to how we handle personal information, we will provide an appropriate notice, such as a notice in the service or an email, and seek additional permission when required. A new policy does not itself authorize access to an inbox or financial account you have not connected.
Contact Trackable LLC at support@trackable.co for questions about this policy or your information.