Privacy Policy

Who we are

Voltrack is business software for managing sales, customers, surveys, installations and related administration. It is operated by Cangen Digital, a sole trader. Contact us at [email protected] about this policy or your personal information.

Our responsibilities

We use account, support and business contact information to operate our relationship with our customers. When a company uses Voltrack to manage its own customer or staff records, that company generally determines how those records are used. We process those records on its behalf under our agreement with it. Contact that company first about its customer or staff records; we can help direct a request where appropriate.

Information we process

Depending on the features used, Voltrack processes account and business contact details, customer names and contact information, property and installation addresses, system specifications, job and appointment information, quotes and related financial records, photographs, documents, and support correspondence. These records may contain information about people who do not have a Voltrack account. Companies must have an appropriate basis for entering or importing that information.

Google Drive and Google Sheets

A suitably authorised user can connect a Google account to import installation information from a selected spreadsheet and associated customer folders.

The connection requests read-only Google Drive and Google Sheets permissions. These Google permissions can cover files and spreadsheets accessible to the connected account; they are not restricted by Google to the folder IDs entered in Voltrack. The importer is configured to use the selected source spreadsheet, parent folder and associated customer folders for its installation workflow.

Voltrack reads spreadsheet contents and file metadata to identify source records and associated folders. It can copy selected job images and documents into private application storage when an authorised user confirms the relevant import and folder. When hourly checks are enabled, the importer checks for new source records and new files associated with previously confirmed imports.

Source records are staged for review. Creating CRM customers, quotes or installation jobs requires an explicit import confirmation. The Google connection does not provide permission to edit or delete the source Google files.

Voltrack stores OAuth access and refresh tokens to maintain the authorised connection, including for scheduled checks. These tokens are stored encrypted. Each company has separate connection tokens and source settings.

Website enquiries and cookies

When you request a demo or contact us, we use the details you provide to respond, arrange a demonstration and discuss the service. Website and application systems may process technical information such as IP addresses, browser details, session identifiers and security logs to deliver and protect the service. Essential cookies support sessions, security and form submissions. Where optional cookies require consent, they should only be used after that consent is given.

How we use information

We use information to provide the requested software features, maintain accounts and connections, organise records, process authorised imports, support users and protect the service. The applicable legal basis depends on the relationship and processing involved, including performance of our customer agreements, legitimate interests in operating and securing the service, and legal obligations. Google account authorisation permits the API connection; it does not replace any lawful basis required for personal information in the connected files.

Google data use restrictions

Google user data is used to provide the connected import and record-management features. It is not sold, used for advertising, or used to train general-purpose AI or machine-learning models. Access by personnel must be limited to what is necessary for authorised support, security, legal obligations or operation of the service.

Voltrack's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy

Storage and sharing

Imported documents and images are stored in private Amazon Web Services S3 storage. Application hosting and other service providers process information as necessary to deliver the service. Information may also be disclosed when required by law. Access within a company is governed by the application's permissions. The import workflow and its Google Drive setup are currently restricted to users with the developer role.

Retention and deletion

Google connection tokens are retained while the connection is active. Disconnecting Google Drive in Voltrack removes its stored connection tokens and prevents further authorised checks through that connection. Google access can also be revoked through the connected Google account's security settings.

Disconnecting or revoking Google access does not automatically delete records, images or documents already imported into Voltrack. Imported information forms part of the company's CRM records and is retained under its instructions and the applicable service agreement.

We retain account and support information for as long as needed to provide the service, manage our customer relationship, resolve disputes and meet legal obligations. Retention depends on the purpose of the information, the account status, customer instructions and applicable record-keeping requirements. Imported customer and job records are retained under the customer’s instructions and service agreement. Security logs and backup copies may remain after records are removed from active systems until their normal retention or rotation cycle completes. Contact [email protected] to request deletion or discuss account closure, exports and the retention arrangements that apply to your data; we may need to verify your identity and authority before acting.

Security

We use access permissions, encrypted Google connection tokens and private file storage to help protect information. Companies should limit access to trusted users and connect only Google sources they are authorised to use. No system can guarantee absolute security.

Your rights and choices

Depending on applicable law, you may have rights to access, correct, erase, restrict or object to processing of your personal information, and to receive certain information in a portable form. Where processing relies on consent, you may withdraw it. These rights are subject to applicable conditions and exceptions. Contact [email protected] to make a request. Where another company controls the relevant records, we will direct the request to it or assist it as appropriate.

You may also complain to the relevant data protection regulator. In the UK, this is the Information Commissioner's Office: https://ico.org.uk/

Changes and contact

We may update this policy as the service or its processing changes. The current version and effective date will be published here. Contact [email protected] with questions or requests.