Privacy Policy

EZTRAK Software, LLC (“EZTRAK,” “we,” “us,” or “our”) respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you:

• visit www.eztraksoftware.com or other websites operated by EZTRAK;
• submit a contact, demo, consultation, newsletter, or other website form;
• communicate with EZTRAK;
• use an EZTRAK mobile application;
• access or use the EZTRAK software platform, modules, or related services; or
• otherwise interact with EZTRAK where this Privacy Policy is referenced.

Collectively, these are referred to as the “Services.”

This Privacy Policy does not replace a customer agreement, data processing agreement, or other contract governing information EZTRAK processes on behalf of a business customer. Where those agreements apply, their terms control to the extent of any conflict.

1. Personal Information We Collect

“Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or can reasonably be linked to an individual or household. It does not include information that has been deidentified, aggregated, or otherwise excluded from the definition of personal information under applicable law.

The Personal Information we collect depends on how you interact with EZTRAK.

A. Information You Provide Directly

We may collect information you provide to us, including:

• name;
• business email address;
• telephone number;
• employer or company name;
• job title, role, department, or other professional information;
• account or user profile information;
• information provided when requesting a demonstration, consultation, proposal, or support;
• approximate event, turnaround, shutdown, outage, project, or implementation dates;
• project location, scope, budget, duration, or operational information you choose to provide;
• information describing the problem, service, workflow, or software capability you are interested in;
• newsletter subscription information;
• communications sent to EZTRAK;
• support requests and related correspondence; and
• other information you voluntarily provide.

EZTRAK's public contact form is intended to allow us to respond directly to your request. Submitting a general contact inquiry does not automatically enroll you in an automated marketing or sales drip campaign. Newsletter subscriptions and other recurring marketing communications are handled separately.

B. Account and Authentication Information

If you use the EZTRAK software platform or mobile applications, we may process:

• name;
• work email address;
• username or user ID;
• authentication credentials;
• account status;
• customer or organization affiliation;
• permissions and role assignments;
• device identifiers; and
• login, session, authentication, and account-security information.

Passwords and similar credentials are protected using security controls appropriate to their function and are not intended to be made available in readable form to EZTRAK personnel.

C. Information Processed Through the EZTRAK Platform

EZTRAK is a configurable business software platform. Depending on the modules and workflows selected by a customer, information submitted to the platform may include:

• project and turnaround information;
• work packages and work-order information;
• project assignments and personnel information;
• contractor and vendor information;
• material and inventory information;
• procurement and purchase-order information;
• equipment and asset information;
• cost, budget, forecast, commitment, and project-control information;
• schedules, milestones, status updates, and progress information;
• inspection, quality-assurance, quality-control, and turnover records;
• contractor qualification, training, certification, and workforce-readiness information;
• policies, procedures, forms, checklists, and controlled documents;
• incident and emergency-response information;
• task and corrective-action records;
• photographs, videos, documents, drawings, reports, and other files;
• user comments, notes, and communications;
• timestamps, audit histories, approvals, and electronic records; and
• other information configured or uploaded by a customer.

The type of information processed varies by customer and implementation.

D. Mobile Application Information

When you use an EZTRAK mobile application, we may collect or process:

• name and email address;
• user and device identifiers;
• application usage information;
• crash reports;
• performance and diagnostic information;
• photographs or videos you choose to capture or upload;
• documents or other user content;
• field activity and status updates; and
• other information required for features enabled by your organization.

If a customer enables a workflow involving location information, incident locations, job-site locations, equipment locations, or similar information, that information may also be processed as part of the customer-configured workflow. Device permissions control access to device-level features where required by the operating system.

E. Information Collected Automatically

When you visit our website or use our Services, we may automatically collect certain technical information, including:

• Internet Protocol (IP) address;
• browser type and version;
• device type;
• operating system;
• device identifiers;
• referring website or URL;
• pages or features viewed;
• dates and times of visits;
• approximate geographic location derived from an IP address;
• clicks, interactions, and navigation activity;
• login and access information;
• application performance information;
• crash and diagnostic information; and
• security and system logs.

We may collect this information through logs, cookies, analytics technologies, or similar tools.

F. Information From Customers and Other Organizations

If your employer, customer, contractor, or another organization provides you access to EZTRAK, we may receive Personal Information about you from that organization.

For example, an EZTRAK customer may create your account, assign your permissions, provide your work contact information, associate you with a contractor or project, or upload information required for a customer-controlled business process.

G. Information From Integrations and Connected Systems

When authorized by a customer, EZTRAK may exchange information with systems and applications used by that customer, including enterprise resource planning, asset-management, project-scheduling, procurement, identity-management, reporting, or other business systems.

Information received through an integration is used to provide the customer-requested functionality and is subject to the applicable customer agreement.

H. Public and Business Sources

We may obtain professional or business contact information from:

• publicly available sources;
• company websites;
• professional directories;
• business partners;
• referrals;
• conferences or industry events; and
• other lawful business sources.

2. How We Use Personal Information

EZTRAK may use Personal Information to:

Provide the Services

• create and administer user accounts;
• authenticate users;
• provide access to the software platform;
• operate website and mobile functionality;
• configure customer environments;
• enable customer-selected workflows;
• process customer-directed integrations;
• provide implementation, training, and support; and
• fulfill our contractual obligations.

Communicate With You

• respond to inquiries;
• schedule demonstrations or meetings;
• respond to support requests;
• provide requested information;
• send service-related notices;
• communicate about an existing or potential business relationship; and
• provide administrative or account communications.

Provide Newsletters and Marketing

If you subscribe to our newsletter or otherwise request marketing communications, we may use your contact information to provide those communications.

You may unsubscribe at any time using the unsubscribe mechanism contained in the communication or by contacting EZTRAK.

Improve Our Products and Services

We may use information to:

• understand how the Services are used;
• analyze feature performance;
• troubleshoot problems;
• develop and improve features;
• improve usability;
• measure website and application performance;
• improve training and support; and
• develop aggregated or deidentified business insights.

Protect EZTRAK, Our Customers, and Users

We may process Personal Information to:

• maintain system security;
• detect suspicious activity;
• prevent fraud or misuse;
• investigate security incidents;
• enforce permissions;
• maintain audit records;
• protect accounts and systems; and
• enforce contractual or legal rights.

Meet Legal and Business Requirements

We may use Personal Information to:

• comply with laws, regulations, subpoenas, court orders, or other legal processes;
• respond to lawful government requests;
• establish, exercise, or defend legal claims;
• conduct audits;
• comply with contractual obligations;
• maintain appropriate business records;
• complete transactions involving EZTRAK; and
• protect the rights, property, safety, and security of EZTRAK, our customers, users, employees, and others.

3. Customer Data and EZTRAK's Role as a Service Provider or Processor

A significant portion of the information processed through the EZTRAK platform belongs to and is controlled by EZTRAK's business customers.

When EZTRAK processes Personal Information on behalf of a customer pursuant to that customer's instructions, EZTRAK generally acts as a service provider, contractor, or processor, and the customer generally acts as the business or controller, as those terms are defined under applicable privacy laws.

In those circumstances:

• the customer determines why and how the information is processed;
• EZTRAK processes the information to provide contracted services;
• EZTRAK does not use Customer Data for unrelated independent advertising purposes;
• EZTRAK's handling of the information is governed by the applicable customer agreement and any data processing terms; and
• individuals seeking to exercise privacy rights relating to Customer Data should generally contact the organization that provided the information to EZTRAK.

If we receive a privacy request concerning Personal Information controlled by an EZTRAK customer, we may refer the request to that customer and assist the customer as required by contract or applicable law.

4. Cookies and Similar Technologies

Our website and Services may use cookies and similar technologies to operate, secure, measure, and improve the Services.

These technologies may include:

Essential Technologies

Necessary for functions such as:

• authentication;
• session management;
• security;
• load balancing;
• fraud prevention; and
• remembering necessary settings.

Analytics and Performance Technologies

These may help us understand:

• how visitors reach the Site;
• which pages or features are used;
• how users interact with the Services;
• application or website performance; and
• technical errors.

Functional Technologies

These may remember preferences or enable additional website or application functionality.

Your browser may allow you to block or delete cookies. Blocking essential cookies may prevent certain portions of the Services from working correctly.

5. Global Privacy Control and Do Not Track

Some browsers allow users to transmit privacy preference signals.

Where applicable law requires EZTRAK to recognize a valid universal opt-out mechanism, including a recognized Global Privacy Control (“GPC”) signal, we will treat that signal as an opt-out request for the browser or device from which the signal is received to the extent required by law.

Because there is no universally accepted standard governing ordinary browser “Do Not Track” signals, the Site does not necessarily respond to traditional Do Not Track settings unless required by applicable law.

6. How We Disclose Personal Information

EZTRAK may disclose Personal Information to the following categories of recipients.

Service Providers

We may use companies that perform services on our behalf, including:

• cloud hosting and infrastructure;
• data storage and backup;
• cybersecurity;
• identity and authentication;
• email and communications;
• website hosting;
• analytics;
• customer relationship management;
• technical support;
• software development and maintenance;
• payment or accounting services;
• document management; and
• other operational services.

These providers are authorized to process information only for appropriate business purposes and subject to applicable contractual or legal requirements.

Our Business Customers

When you use EZTRAK through your employer, customer, contractor, or another organization, information associated with your account and activity may be accessible to authorized administrators and users of that organization.

Customer-Directed Integrations

We may disclose information to third-party systems or services when an EZTRAK customer directs or authorizes us to integrate with those systems.

Related Service Providers

EZTRAK's website may describe services delivered in conjunction with or through Precision Material Management, LLC. When you request information regarding services provided through that organization, relevant business contact and project information may be shared as reasonably necessary to respond to your request or provide the requested services.

Professional Advisors

We may disclose information when reasonably necessary to attorneys, accountants, auditors, insurers, consultants, and other professional advisors.

Legal and Government Authorities

We may disclose information when we reasonably believe disclosure is necessary to:

• comply with applicable law;
• respond to lawful legal process;
• respond to regulatory or governmental requests;
• protect rights or property;
• investigate wrongdoing;
• prevent fraud;
• address a security issue; or
• protect the safety of individuals.

Business Transactions

Personal Information may be disclosed or transferred in connection with an actual or proposed:

• merger;
• acquisition;
• financing;
• investment;
• reorganization;
• sale of assets;
• corporate restructuring; or
• similar business transaction.

Any successor receiving Personal Information will remain subject to applicable privacy obligations.

At Your Direction

We may disclose information when you or the organization controlling the information directs us to do so.

7. Sale, Sharing, and Targeted Advertising

EZTRAK does not sell Personal Information for monetary consideration.

EZTRAK does not sell Customer Data or use Customer Data for third parties' independent advertising purposes.

Privacy laws in some jurisdictions define terms such as “sale,” “sharing,” or “targeted advertising” broadly enough to potentially include disclosures of online identifiers through certain website technologies even when no money changes hands.

If EZTRAK uses a technology that creates a right to opt out under applicable law, you may exercise that right using the methods described in this Privacy Policy, including any legally recognized universal opt-out mechanism that applies.

EZTRAK does not knowingly sell or share the Personal Information of individuals under 16 years of age.

8. Sensitive Personal Information

EZTRAK's public website does not request sensitive Personal Information such as Social Security numbers, medical information, biometric identifiers, or financial account credentials through its ordinary contact or newsletter forms.

Certain information required to operate the software platform, such as account login credentials, may be considered sensitive Personal Information under some laws.

Customer-configured workflows may also contain information that qualifies as sensitive Personal Information. When EZTRAK processes such information on behalf of a customer, we process it according to the customer's instructions, applicable contractual requirements, and applicable law.

Where EZTRAK controls sensitive Personal Information, we use it only for purposes reasonably necessary to provide, secure, maintain, or improve the requested Services, comply with law, or for other purposes permitted by applicable law.

EZTRAK does not use sensitive Personal Information to infer characteristics about individuals for unrelated advertising purposes.

9. Data Retention

We retain Personal Information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide Services, maintain business and transaction records, comply with contractual requirements, resolve disputes, enforce agreements, maintain security, and satisfy legal obligations.

Retention periods depend on factors such as:

• the nature of the information;
• the reason it was collected;
• whether an account or customer relationship remains active;
• customer contractual requirements;
• applicable statutes of limitation;
• regulatory requirements;
• security and fraud-prevention needs; and
• backup and disaster-recovery processes.

Customer Data is generally retained in accordance with the applicable customer agreement and customer instructions.

If you unsubscribe from marketing communications, we may retain limited information necessary to maintain a suppression record so that we can honor your request.

Information stored in backup systems may remain for a limited period until backups are rotated or securely overwritten.

We may retain deidentified or aggregated information that cannot reasonably be linked to an individual.

10. Data Security

EZTRAK uses administrative, technical, and organizational safeguards designed to protect Personal Information against unauthorized:

• access;
• acquisition;
• disclosure;
• alteration;
• destruction; and
• misuse.

Measures may include access controls, authentication controls, encryption technologies, monitoring, logging, backup processes, secure cloud infrastructure, and other security measures appropriate to the nature of the information and Services.

No information system, network, transmission, or storage method can be guaranteed to be completely secure. Accordingly, EZTRAK cannot guarantee absolute security.

Users are responsible for protecting their passwords and credentials and should notify EZTRAK promptly if they believe an account has been compromised.

11. Your Privacy Rights

Depending on where you live and applicable law, you may have the right to:

• confirm whether we process your Personal Information;
• access Personal Information we maintain about you;
• obtain information regarding how Personal Information is collected, used, or disclosed;
• request correction of inaccurate Personal Information;
• request deletion of Personal Information;
• obtain a portable copy of certain Personal Information;
• opt out of certain sales of Personal Information;
• opt out of certain sharing or targeted advertising;
• opt out of certain profiling or automated decision-making;
• limit certain uses or disclosures of sensitive Personal Information;
• withdraw consent where processing is based on consent;
• appeal a decision regarding a privacy request; and
• exercise your privacy rights without unlawful discrimination or retaliation.

These rights are subject to applicable exceptions and may vary by jurisdiction.

EZTRAK may need to verify your identity before completing certain requests. We will use information provided for verification only for the verification and request-processing purposes permitted by law.

12. How to Exercise Your Privacy Rights

You may submit a privacy request to EZTRAK by:

Email: info@eztraksoftware.com
Service Email: service@eztraksoftware.net
Phone: 626-327-6348
Website: www.eztraksoftware.com/contact

You may also write to:

EZTRAK Software, LLC
PO Box 4749
Cerritos, CA 90703
United States

Please describe the privacy right you want to exercise and provide enough information for us to identify the records relevant to your request.

We may request additional information when reasonably necessary to verify your identity, verify your authority to act for another person, locate the relevant records, or protect against fraudulent requests.

Where required, we will provide instructions for appealing a decision regarding your privacy request.

If the request relates to information controlled by an EZTRAK customer, we may direct you to that customer.

13. Authorized Agents

Where applicable law permits an authorized agent to submit a privacy request on your behalf, EZTRAK may require:

• proof that you authorized the agent;
• verification of your identity; and
• information reasonably necessary to confirm the agent's authority.

We will not require information beyond what is reasonably necessary to authenticate and process the request.

14. U.S. State Privacy Disclosures

Residents of states with comprehensive privacy laws may have additional rights regarding their Personal Information.

To the extent applicable, EZTRAK provides rights required under laws including those addressing access, deletion, correction, portability, sensitive data, targeted advertising, sale of Personal Information, profiling, universal opt-out mechanisms, appeals, and nondiscrimination.

Categories of Personal Information

During the preceding 12 months, EZTRAK may have collected the following categories of Personal Information, as applicable to the individual's interaction with us:

Identifiers

• name;
• email address;
• telephone number;
• IP address;
• account identifiers;
• user IDs; and
• device identifiers.

Professional and Employment-Related Information

• employer;
• company;
• job title;
• department;
• business role;
• contractor affiliation; and
• professional qualification information provided through a customer workflow.

Commercial and Business Information

• requested products or services;
• customer relationship information;
• proposals;
• subscription information;
• project information; and
• business transaction records.

Internet or Other Electronic Network Activity

• website activity;
• application activity;
• browser and device information;
• log data;
• interactions;
• usage information; and
• security information.

Geolocation Information

• approximate location derived from IP address; and
• project, facility, job-site, incident, equipment, or other location information submitted through the Services where applicable.

Audio, Electronic, Visual, or Similar Information

• photographs;
• videos;
• documents;
• electronic communications; and
• other files uploaded to the Services.

Inferences

• information regarding potential product or service interests inferred from interactions with the Site or Services.

Sensitive Personal Information

• account authentication information; and
• other sensitive information that a customer may direct EZTRAK to process through a configured business workflow.

We collect these categories from the sources described in Section 1 and use them for the purposes described in Section 2.

We may disclose these categories to service providers, customers, customer-directed integrations, professional advisors, related service providers, and other recipients described in Section 6.

We do not sell Personal Information for monetary consideration.

No Financial Incentives

EZTRAK does not currently offer financial incentives, loyalty benefits, different prices, or different levels of service in exchange for an individual's Personal Information.

15. California Privacy Rights

California residents may have rights under the California Consumer Privacy Act, as amended (“CCPA”), and other California privacy laws to the extent those laws apply to EZTRAK and the applicable information.

These rights may include:

• the right to know the categories and specific pieces of Personal Information collected;
• the right to know the categories of sources of Personal Information;
• the right to know the business or commercial purposes for collecting, using, selling, or sharing Personal Information;
• the right to know the categories of third parties to whom information is disclosed;
• the right to request deletion;
• the right to request correction;
• the right to opt out of sale or sharing;
• the right to limit certain uses of sensitive Personal Information; and
• the right not to receive discriminatory treatment for exercising privacy rights.

EZTRAK does not sell Personal Information for monetary consideration.

If an online technology used by EZTRAK constitutes “sharing” or a “sale” under California law, California residents may exercise applicable opt-out rights as described in this Privacy Policy and through legally valid opt-out preference signals where required.

EZTRAK does not knowingly sell or share Personal Information belonging to consumers under 16.

16. Automated Decision-Making and Profiling

EZTRAK does not independently use Personal Information collected through the public website to make automated decisions about individuals that produce legal or similarly significant effects.

EZTRAK customers may configure workflows, reports, qualification processes, or business rules using the software platform. Decisions made by customers using those tools remain the responsibility of the customer.

Where applicable privacy law provides rights concerning qualifying automated decision-making or profiling, those rights may be exercised as described in this Privacy Policy.

17. International Users

EZTRAK is based in the United States.

If you access the Services from outside the United States, your Personal Information may be transferred to and processed in the United States or other jurisdictions where EZTRAK or its service providers operate.

Those jurisdictions may have privacy laws that differ from those in your country.

Where required by applicable law, EZTRAK will use appropriate safeguards for international transfers of Personal Information, which may include contractual protections or other legally recognized transfer mechanisms.

18. European Economic Area, United Kingdom, and Switzerland

If the laws of the European Economic Area, United Kingdom, or Switzerland apply to EZTRAK's processing of your Personal Information, our legal basis for processing may include:

• performance of a contract or taking steps requested before entering a contract;
• our legitimate interests in operating, securing, supporting, and improving our business and Services;
• compliance with legal obligations; and
• your consent, where consent is required.

Depending on applicable law, you may have rights to:

• access your Personal Information;
• correct inaccurate information;
• request deletion;
• restrict processing;
• object to certain processing;
• receive portable data;
• withdraw consent; and
• lodge a complaint with the applicable data-protection authority.

When EZTRAK processes Personal Information solely on behalf of a customer, requests regarding that data should generally be directed to the customer acting as controller.

19. Children's Privacy

EZTRAK's Services are designed for business, professional, industrial, governmental, and organizational use and are not directed to children.

We do not knowingly collect Personal Information from children through the public website for consumer-oriented purposes.

If we learn that Personal Information belonging to a child has been collected in a manner inconsistent with applicable law, we will take appropriate steps to delete or otherwise address the information.

If you believe a child has provided Personal Information to EZTRAK improperly, contact us at info@eztraksoftware.com.

20. Third-Party Websites and Services

The Services may contain links to third-party websites, services, applications, or resources.

EZTRAK does not control the privacy practices of independent third parties. Their collection and use of Personal Information is governed by their own privacy policies and terms.

We encourage you to review the privacy policies of third parties before providing Personal Information to them.

21. Deidentified and Aggregated Information

EZTRAK may create and use aggregated or deidentified information for purposes such as:

• analytics;
• performance measurement;
• product improvement;
• operational benchmarking;
• security;
• research; and
• business planning.

Where information is maintained in deidentified form, we will not attempt to reidentify it except as permitted by law, including when necessary to determine whether deidentification methods are effective.

22. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in:

• our Services;
• our information practices;
• technology;
• legal requirements; or
• business operations.

When we make changes, we will update the “Last Updated” date at the top of this Privacy Policy.

If changes materially affect how we handle Personal Information, we may provide additional notice when required by law.

We encourage you to review this Privacy Policy periodically.

23. Contact EZTRAK

Questions, concerns, or requests regarding this Privacy Policy or EZTRAK's privacy practices may be directed to:

EZTRAK Software, LLC

Email: info@eztraksoftware.com
Service Email: service@eztraksoftware.net
Phone: 626-327-6348

Physical Address:
6131 Orangethorpe Ave
Buena Park, CA 90620
United States

Mailing Address:
PO Box 4749
Cerritos, CA 90703
United States

Website: www.eztraksoftware.com