Privacy Policy

1. Scope of This Policy

This Privacy Policy explains how RoundTrack Pro (“RoundTrack Pro,” “we”) collects, uses, and shares information through the RoundTrack Pro platform. It covers two distinct groups of people:

• Agency Users — the credit repair agency staff who sign up for and use RoundTrack Pro directly.
• End Clients— the agency’s own clients, whose information is submitted into RoundTrack Pro by the Agency (or by the End Client directly, via an onboarding form or client portal the Agency provides).

If you are an End Client:RoundTrack Pro is a software tool used by the credit repair agency you engaged directly. We process your information on that Agency’s behalf and at their direction. Questions about your own data, your service, or your rights should generally go to your Agency first; see Section 7 for how to reach us directly if needed.

2. Information We Collect

From Agency Users: Name, email, phone, business/agency information, payment information (processed by our payment processor, Stripe, not stored by us directly), and usage data.

From or About End Clients (submitted by the Agency or the End Client): Depending on how the Agency configures onboarding, this may include:

• Name, contact information, mailing address
• The last four digits of a Social Security number (and, only where an Agency has specifically enabled full-SSN collection with additional safeguards, the full number — see Section 4)
• Date of birth
• Signed service agreement status and e-signature metadata
• Copies of government-issued photo ID, proof of address, and credit report documents, where uploaded
• Credit scores and credit report data, whether entered manually, uploaded, or obtained via a third-party credit monitoring service the Agency connects
• Employment status, bankruptcy history, and other intake information the Agency’s onboarding form collects
• Communications sent through the platform’s messaging features

3. How We Use Information

We use information to: provide and operate the Service; generate dispute-related correspondence at the Agency’s direction (including using AI-assisted drafting); enable the Agency’s client portal and two-way messaging; process payments; send transactional emails (invites, password resets, notifications); detect and prevent fraud or abuse; and comply with legal obligations.

We do not sell personal information. We do not use End Client data to train AI models beyond what is necessary to generate that specific client’s own documents in that specific request.

4. Sensitive Data — Extra Safeguards

Social Security numbers and similar sensitive identifiers receive additional protection:

• By default, only the last four digits of a Social Security number are retained.
• Where an Agency has enabled full-SSN storage for its own operational reasons, that value is encrypted at rest and accessible only through a narrowly-scoped, logged process tied to generating dispute correspondence — it is never included in exports, API responses, or general account displays.
• We do not collect or store login credentials for third-party credit monitoring or bureau accounts.

5. Who We Share Information With

We share information with the service providers who help us operate the platform, each acting under contractual confidentiality and security obligations:

• Hosting and database infrastructure providers
• Our AI processing provider, for generating letters and other AI-assisted features
• Our email delivery provider, for transactional communications
• Document storage providers, where an Agency connects its own Google Drive
• The Agency’s own CRM/communications platform (GoHighLevel), which the Agency controls and configures independently
• Payment processors, for billing
• Optional third-party credit monitoring or print-mail providers, only where an Agency elects to use those features

We may also disclose information if required by law, subpoena, or court order, or to protect the rights, property, or safety of RoundTrack Pro, our users, or others.

6. Data Retention & Deletion

We retain information for as long as the Agency’s account is active, and for a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce agreements. An Agency may request deletion of its account and associated End Client data by contacting support@roundtrackpro.com, subject to any legal retention requirements that may apply to financial or identity-related records.

7. Your Rights

Depending on your location, you may have rights to access, correct, or request deletion of your personal information. End Clients should generally direct these requests to their Agency, since the Agency controls the underlying relationship; where that isn’t practical, you may contact us directly at support@roundtrackpro.com and we will coordinate with the relevant Agency.

8. Security

We use reasonable technical and organizational measures to protect information, including encryption in transit, restricted and logged access to sensitive fields, and access controls scoped per Agency so that one Agency cannot access another’s data. No system is completely secure, and we cannot guarantee absolute security.

9. International Data Transfers

Data may be processed and stored in the United States and other countries where our service providers operate. By using the Service, you acknowledge this cross-border processing.

10. Children’s Privacy

RoundTrack Pro is not directed at, and we do not knowingly collect information from, individuals under 18.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy with a new “Last Updated” date.

12. Contact Us

Questions about this Privacy Policy: support@roundtrackpro.com