Privacy Policy

ShadowTrace ("we", "our", or "us") operates the ShadowTrace case management application (the "App"). This Privacy Policy explains how we collect, use, and protect information when you use our App. By using the App, you agree to the practices described in this policy.

We collect the following types of information through the App:

• Account Information: Your name and email address used to log in.
• Case Data: Client names, contact details (email, phone, address), case descriptions, notes, evidence files, and related investigation records you enter into the App.
• Usage Data: Basic logs of how the App is used for performance and reliability purposes.

• To provide and operate the case management features of the App.
• To send case-related email notifications (e.g., service of process confirmations) to clients when you initiate them.
• To sync client and case data with third-party CRM tools (e.g., HubSpot) when you have explicitly configured such an integration.
• To improve App performance and diagnose technical issues.

All data entered into the App is stored securely on the Base44 platform. We implement industry-standard security measures including encryption in transit (HTTPS) and access controls. Only authorized users of your organization can access your case data.

The App may connect with the following third-party services, each only when you explicitly enable the integration:

• Base44: The App is built on and hosted by the Base44 platform. See Base44's privacy policy for platform-level data handling.
• DocuSign: When enabled, agreement and return-of-service envelopes are routed through DocuSign for electronic signatures under DocuSign's privacy policy.
• Cloud Storage (Google Drive, OneDrive, Dropbox): When linked, evidence and documents may be copied to your chosen cloud-storage account under that provider's privacy policy.
• HubSpot: Client contact data may be synced to HubSpot CRM when this integration is enabled by an administrator. HubSpot's own privacy policy applies to data stored there.
• AI / LLM Providers: Assistive features such as Pocket AI™, report generation, and voice transcription send your prompts and, when applicable, attached content to AI providers for processing. Avoid entering sensitive personal data you are not authorized to disclose.
• Apple App Store & Google Play: Subscription billing is processed by the applicable App Store; we do not receive or store your payment-card details.

We do not sell, rent, or share your personal information or case data with third parties except as described in Section 5 (configured integrations), or as required by law.

You may delete your login and personal user profile from Settings or follow the public instructions at shadowtrace.us/delete-account. Organization-owned business records—including cases, evidence, reports, documents, billing records, and audit history—may be retained under the organization’s control when necessary for legitimate business, evidentiary, contractual, or legal-recordkeeping purposes. Additional verified deletion requests are evaluated and completed within the time required by applicable law.

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction or deletion of your data.
• Object to or restrict certain processing of your data.
• Data portability (receive a copy of your data in a machine-readable format).

To exercise any of these rights, please contact us at the address below.

This App is intended for use by licensed investigators and business professionals. It is not directed at children under 13, and we do not knowingly collect data from children.

We may update this Privacy Policy from time to time. We will notify users of material changes by updating the "Last updated" date at the top of this page. Continued use of the App after changes constitutes acceptance of the updated policy.

We may disclose your information if required by law, court order, subpoena, or government request. We will make reasonable efforts to notify you of such requests unless legally prohibited.

If you have any questions about this Privacy Policy or your data, please contact us at: