IPMTrace

Privacy Policy

Effective Date: July 7, 2026

This Privacy Policy explains how FonePaw Technology Limited ("IPMTrace," "we," "us," or "our") collects, uses, discloses, and protects information when you use our website (ipmtrace.com) and our software-as-a-service platform for pest control and integrated pest management (IPM) field service operations (collectively, the "Service").

This is a template for informational purposes. Consult with a qualified attorney for legal advice specific to your situation.

1. Who We Are

IPMTrace is provided by FonePaw Technology Limited, located at Unit 908-909, 9/F Tower A, Billion Centre, 1 Wang Kwong Road, Kowloon Bay, Kowloon, Hong Kong. For questions about this Policy or our data practices, contact us at support@ipmtrace.com or, for data protection matters, our Data Protection Officer at support@ipmtrace.com.

2. Information We Collect

We collect the following categories of information:

  • Account Information: name, email address, job title/role (office user or field technician), employer/organization, password (hashed) or Google OAuth identifier, and profile settings.
  • Field Notes and Content: text notes, photographs, and voice recordings captured by field technicians during site visits, along with any structured treatment records derived from that content (chemical/product name, application amount, unit of measure, treatment location).
  • Location Data: site or job-site location information associated with work orders and field captures, where enabled on the technician's device.
  • Work Order and Dispatch Data: job details, scheduling information, assignments, and communications created by office users.
  • Usage and Telemetry Data: log data, device and browser information, app version, IP address, timestamps, feature usage, crash reports, and diagnostic data.
  • Cookies and Session Data: authentication session tokens and similar technologies necessary to keep you signed in and to operate the Service securely (see Section 8).

We do not knowingly collect information from children, and the Service is intended solely for business use by adult employees and contractors of our customers.

3. How We Use Information

We use the information described above to:

  • Provide, operate, and maintain the Service, including work order creation, dispatch, and field data capture.
  • Process field notes, photos, and voice recordings using artificial intelligence (see Section 4) to generate structured treatment records for review.
  • Authenticate users and secure accounts (email/password and Google OAuth).
  • Generate exports (PDF, CSV, JSON) of confirmed treatment records for our customers' compliance and recordkeeping needs.
  • Monitor, troubleshoot, and improve the Service's performance, reliability, and security.
  • Communicate with users about service updates, security notices, and support requests via email.
  • Comply with legal obligations and enforce our Terms of Service.

4. AI Processing Disclosure

IPMTrace uses artificial intelligence — specifically Google Gemini — to analyze field notes, photo captures, and voice recordings submitted by technicians, in order to automatically extract structured treatment data such as chemical/product used, quantity, unit, and application location.

Important safeguards:

  • AI-extracted data is a draft only. A human reviewer (typically an office user) must review and confirm sensitive fields — including chemical/product identity and application amounts — before any record is treated as final or included in an export.
  • Content submitted for AI processing is transmitted to Google's Gemini API as a data sub-processor solely to perform extraction on our behalf; it is not used by us to train unrelated third-party models outside the scope of this processing.
  • You can review our current list of sub-processors, including AI providers, in our Data Processing Addendum.

5. Storage and Security

  • Structured data, work orders, and account records are stored in Postgres, hosted via Neon.
  • Photos, voice recordings, and other file-based content are stored using Supabase object storage.
  • The Service is hosted on Vercel.
  • Transactional emails (e.g., account verification, notifications) are sent via Resend.
  • We apply technical and organizational measures appropriate to the sensitivity of the data, including encryption in transit, access controls, authentication safeguards, and logging. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. How We Share Information

We do not sell your personal information. We may share information with:

  • Sub-processors and service providers who help us operate the Service (e.g., Google Gemini/Cloud for AI processing, Neon for database hosting, Supabase for object storage, Vercel for application hosting, Resend for email delivery), under contractual confidentiality and data protection obligations.
  • Your organization: information captured by field technicians (notes, photos, recordings, treatment records) is visible to authorized users within the same customer organization (e.g., office/admin users), as this data is created for and owned by the customer as part of the Service.
  • Legal and safety purposes: where required to comply with law, respond to lawful requests, or protect the rights, safety, and property of IPMTrace, our customers, or others.
  • Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.

A full list of current sub-processors is available in our Data Processing Addendum, available at support@ipmtrace.com upon request.

7. Data Retention

We retain personal information and field data for as long as reasonably necessary to provide the Service, meet our customers' recordkeeping and compliance needs, and comply with legal, tax, and regulatory obligations. Customers may request deletion of specific records or full account data, subject to any retention periods required by law or legitimate business needs (e.g., pest control compliance recordkeeping requirements). Retention periods may vary by data type and customer configuration.

8. Cookies and Sessions

We use strictly necessary cookies and similar technologies (such as local/session storage) to maintain your authenticated session, remember preferences, and secure the Service. We do not currently use third-party advertising or tracking cookies. Disabling cookies may prevent you from logging in or using core features of the Service.

9. Your Rights (GDPR and Other Applicable Laws)

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

  • Access the personal information we hold about you.
  • Rectify inaccurate or incomplete information.
  • Erase your personal information ("right to be forgotten"), subject to legal or contractual retention requirements.
  • Restrict or object to certain processing of your information.
  • Data portability — receive a copy of your information in a structured, commonly used, machine-readable format (e.g., CSV/JSON export).
  • Withdraw consent at any time, where processing is based on consent.
  • Lodge a complaint with your local data protection authority.

If you are an individual whose data is processed by IPMTrace on behalf of one of our customers (e.g., an employee of a pest control company), please direct your request to your employer in the first instance, as they control the underlying data. You may also contact us directly at support@ipmtrace.com, and we will assist or route your request as appropriate.

10. International Data Transfers

Our sub-processors may process data in countries other than your own, including the United States. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs) to protect data transferred internationally. See our Data Processing Addendum for details.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a revised "Effective Date," and, for material changes, provide additional notice (e.g., via email or in-app notification) where appropriate.

12. Contact Us

For questions, requests, or complaints regarding this Privacy Policy or our data practices, contact us at:

Copyright 2026 IPMTrace.