This document is a sister-document to our Terms of Service document. Please make sure you read both carefully before accessing or using the Concern Tracker Service.

Our Commitment to Privacy

We have made a commitment to be good citizens. We consider protecting and respecting your personal information as an essential part of that responsibility.

This Privacy Policy describes the what, hows, and whys of collecting your information. To make it easy to find, we make it available on our homepage and at every point where we request personally identifiable information.

In this Privacy Policy, we sometimes refer to "you". "You" will generally be a visitor to one of our websites. We’ll do our best to clarify who we are referring to at various points in the policy if that varies.

This Privacy Policy also describes your choices regarding how your data is used, and how you can access, update, or delete this information.

We only collect the minimum amount of personal information necessary to fulfill the purpose of your interaction with us; we keep it only for as long as we have valid reasons to keep it; we never sell or rent it to third parties; and we only use it as this Privacy Policy describes.

Our business model is a very traditional one: we provide products and services, and customers pay us for them. In other words, you are the customer, NOT the product.

Beta

The Concern Tracker Service is currently in a Beta launch, and at this time does not charge for its use.

If in the future we begin charging for its use, but you decide you do not wish to pay, you will still be given the opportunity to retrieve your Tracked Data (Concerns, Questions, and Responses), although not necessarily in the same format and availability as a paid user.

If the Concern Tracker Service is ever discontinued, there will be no means to retrieve your Tracked Data. However, we will make an attempt to provide advance warning to users in such a case.

Who We Are

Concern Tracker is a small single developer web application, based in Kalamazoo County, Michigan, USA. We've been around since 2019 and believe quality brings long term growth. We believe in forming long-term relationships with our customers, our employees, and our communities. It all starts with trust.

My name is Willem Renzema, and when you see "we" or "Concern Tracker" in this privacy policy or the terms of service, it is referring to myself.

Data We Collect and How We Use It

Below is a complete description of data we collect, and what we do with the data. If it's not listed here or in our Terms of Service, we don't do it.

We call data that identifies — or that could reasonably be used to identify — you as an individual as "Personal Data."

This data includes:

Contact details, such as name, email address, postal address.
Financial data such as credit/debit card number.
Other personal data, such as IP address.

Personal Data we collect

Email Address
IP address

We use your email address to identify distinct users of the application. We collect this to allow you to have an easy to remember user identity, and to allow you to recover your account if you forgot your password.

We collect the IP addresses of everyone who visits our site. This information is used for debugging and DDOS prevention.

Cookies

We use cookies to identify whether you have logged in and whether you wish to be remembered to be logged in. Therefore, your browser must be enabled to accept cookies from concerntracker.com in order for you to use it.

Passwords

We store passwords for users and never store these passwords in the clear. No-one can see them. We save them in our database using best-practice cryptographic hashing.

It is your sole responsibility to keep your email, password, and other sensitive information confidential. If you become aware of any unauthorized use of your user account or any other breach of security, you must notify Concern Tracker immediately.

If you forget your password, we send you a secure link via email that lets you log into your user account without a password. At that point you can update your password, if you choose.

Concern Tracker staff will never change a password for you.

Communication with Us

If you send us an email to an address that ends in '@concerntracker.com' we collect your name and email address and any additional information and documents you send us in your correspondence.

We keep that data in email inbox and/or our help desk software indefinitely. The customer interaction history helps us provide you with better customer service and helps us research how to improve our products and services.

We also use this information and/or your user account's email address to proactively contact you if we see from our logs that you're having an issue with our Service, or if we resolved an issue you reported.

Online Forums

To interact with us via our online forum, you need to create a user account on the forum itself. Please refer to the forum's privacy policy for details.

Third-Party Vendors

In order to keep your Personal Data as secure as possible, we don't own any servers of our own. Instead, we rely on best-in-class third party services to store your data more securely than what we would be able to do ourselves.

Here's the list of our vendors we use, and links to their privacy policies:

Vendor / Product	Purpose	Entity Country	Privacy Policy Link
Amazon Web Services (AWS)	Host our software and databases	USA	AWS Privacy Policy
GSuite, Google Sheets, and similar products	Store data from concerntracker.com while planning new features, diagnosing bugs, or otherwise analyzing data	USA	G Suite Security and Trust
Discourse	Forum Software	USA	Discourse Privacy Policy

How to Access or Control Your Personal Data

You have the right to request a copy of your information, to object to our use of your information, to request the deletion or restriction of your information, or to request your information in a structured, electronic format.

At this time there is no way for you to delete your data via the Concern Tracker Service itself. That feature will come at a later date.

If you have any questions or concerns about how your Personal Data is processed, or if you want a copy of your data, or want to rectify it or delete it, don't hesitate to email us at support@concerntracker.com.

To protect your privacy and security, we will take reasonable steps to verify your identity before granting access or making corrections. We use this procedure to better safeguard your information. You can correct factual errors in your personally identifiable information by sending us a request that credibly shows error.

We will respond as quickly as possible, and certainly within 30 days.

In certain circumstances we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Data Security

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

If we become aware of a data breach that affects your Personal Data, we will notify you (and the appropriate national supervisory authorities) within 72 hours.

Who Can See My Tracked Data (Concerns, Questions, and Responses)?

The people you share them with, if any.

Concern Tracker employees will also have access, according to the following guidelines:

We restrict who at Concern Tracker can access customer data to only senior members of the team, and never to outside parties.
We only access your tracked data in response to a customer support question, or to debug and fix an issue.
We may analyze the general structure and metrics of your data (number of concerns, how many questions on a concern, how often a response is left, and similar) to understand better how you are using the Concern Tracker Service, so as to provide better service and performance. However, we will not sell, use machine learning to analyze, or otherwise intentionally read the content (Concern, Question, and Response text) of that structure, except as otherwise described in this section.
We never make changes to anything unless explicitly requested by a user.
We never share what we see with other customers, the general public, or the rest of the Concern Tracker staff.
We might give access to government authorities if requested in writing. We’ll try not to, but we don’t have the resources to fight the government. We’ll also keep you informed as much as we can if this happens.

How is my data protected from another customer’s data?

All of our customers’ data resides in the same database. We use software best practices to guarantee that only people who you designate as viewers of your data can access it. In other words, we segment our customer data via software. We do our best and are very confident we’re doing a good job at it, but, like every other web app that hosts their customers data on the same database, cannot guarantee that a sophisticated hacker cannot access other people’s data.

Data Retention

In order to provide our services to you, we will retain your information indefinitely, and unless you request that we delete your information, or delete it yourself. However, we retain the right to remove your data if you have not logged info your account for at least a year, or if we discontinue operations in general.

Children's Privacy

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.

Changes to this Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on our homepage, login screen, or by sending you an email notification.

Contact Concern Tracker

Should you have questions or concerns about our Privacy Policy, our practices, or any of our legal documents please send us an e-mail at support@concerntracker.com.