Effective date: 2026-05-05 Last updated: 2026-05-05
This Privacy Policy describes how TraxSys LLC ("TraxSys", "ComTrax", "we", "us", "our") collects, uses, and shares information when you ("Customer", "you") use the ComTrax distribution and warehouse management platform (the "Service"), including our website, web application, integrations, and APIs.
Contact: patrick@traxsys.ai Mailing address: TraxSys LLC; 4411 Park Ave; Fort Smith, AR 72903
This policy applies to two relationships:
For relationship (2), you are the data controller and we act as the data processor. The terms of that relationship are governed by our Terms of Service and any Data Processing Addendum we sign with you.
When you authorize a connection (via OAuth or API credentials), we retrieve information from the corresponding system. Specifically:
We do not knowingly collect information from children under 13 (or under 16 where applicable). The Service is not directed to children.
We use information to:
We do not sell, rent, or trade your information or your business data to third parties for their own marketing purposes.
We do not use QuickBooks Online data, Shopify data, Amazon data, EDI documents, or any other connected-system data for any purpose other than providing the Service to you. In particular, we do not use this data to train machine-learning models for general use, to build derivative datasets sold to third parties, or to otherwise commercialize it outside the scope of the Service.
Where the GDPR or similar laws apply, we rely on the following bases to process personal information:
We use the following categories of subprocessors to provide the Service. Specific vendor names, locations, and roles are maintained in a current subprocessor list available on request. As of this draft, the categories include:
| Category | Purpose |
|---|---|
| Cloud hosting | Application servers, database hosting, storage |
| Authentication | User identity and access management |
| Transactional and case email delivery and inbound routing | |
| Payments | Card processing, virtual terminal, payment links |
| Shipping & carrier APIs | Rate quotes, label generation, tracking |
| Accounting & e-commerce integrations | The third-party systems the customer connects (QuickBooks Online, Shopify, Amazon, EDI VANs) |
| Error monitoring & analytics | Operational telemetry |
| AI vision providers | Document and image parsing for AI-assisted features (only when used) |
We do not disclose the specific subprocessor list within this policy because the list changes; the current list is provided on request and updated in our DPA.
Data we receive from Intuit's APIs is used solely to provide the features you authorize within ComTrax. We do not redistribute QuickBooks Online data to other customers, sell it, or use it for purposes outside the Service. Customers can disconnect their QuickBooks Online integration at any time from the ComTrax accounting settings; on disconnect, we stop syncing and, on request, delete the cached snapshot data subject to legal retention requirements.
We may disclose information when we believe in good faith that disclosure is necessary to: comply with a legal obligation; respond to lawful requests from public authorities; enforce our Terms of Service; protect the rights, property, or safety of ComTrax, our users, or others.
If we are involved in a merger, acquisition, or asset sale, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.
Information we process may be transferred to, stored in, and processed in jurisdictions outside your country of residence, including the United States. Where required, we rely on appropriate transfer mechanisms (such as Standard Contractual Clauses).
We use cookies and similar technologies for authentication, security, preferences, and basic analytics. You can control cookies through your browser settings. Essential cookies are required for the Service to function.
We retain information for as long as your account is active and for a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:
Depending on your location, you may have the following rights regarding your personal information:
To exercise these rights, contact us at the address in Section 1. We may need to verify your identity before responding. We will respond within the time periods required by applicable law.
California residents have additional rights, including the right to know what categories of personal information we collect, to request deletion, and to opt out of any "sale" or "sharing" of personal information. We do not sell or share personal information for cross-context behavioral advertising.
We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, and destruction. These include encryption in transit, encryption at rest for sensitive credential data, role-based access controls, and audit logging. No method of electronic storage or transmission is perfectly secure; we cannot guarantee absolute security but commit to ongoing review and improvement of our practices.
If we become aware of a security incident affecting your information, we will notify you in accordance with applicable law.
When our customers (e.g., a distribution business) input or sync information about their own customers, vendors, or contacts (e.g., a person who placed an order with the distribution business), we process that information solely on the customer's instructions and as a data processor. The customer is the data controller and is responsible for providing notices and lawful bases to those individuals. End customers and contacts wishing to exercise rights regarding their personal information should contact the ComTrax customer who maintains the relationship; we will assist that customer as required by law.
We may update this policy from time to time. We will post the updated policy and update the "Last updated" date. If changes are material, we will provide additional notice (such as email to account administrators) before they take effect.
For privacy questions, requests, or complaints: