Privacy Policy

Effective date: 2026-04-21 · Lamtrac Service — info@lamtrac.com

This Privacy Policy describes how Lamtrac ("we", "us") collects, uses, and protects information when you use the Lamtrac Service mobile and web application (the "Service"). The Service is provided for owners, operators, dealers, and administrators of Lamtrac forestry mulchers to manage machines, access manuals, record service history, and request support.

1. Information We Collect

Information you provide directly

Account information: name, email address, password (stored as a bcrypt hash — never in plain text), company name (optional), and phone number (optional).
Role-specific information: machine serial numbers you add to your account, or the dealer/admin access code you use to sign up.
Machine records you create: hour-meter readings, service status updates, service events, machine nicknames, attachment notes, dealer/owner notes, and user-entered machine location descriptions (a free text field such as "North Ridge Site 3").
Machine telemetry (planned / future use). Lamtrac is rolling out on-machine telemetry hardware that reports data including GPS coordinates of the machine itself, engine hours, and operating status to the Service. This telemetry data is associated with the machine's serial number and is visible to the machine's registered owners, operators, dealers, and Lamtrac administrators. Telemetry GPS originates from the machine's onboard hardware — not from your phone — so using this app does not grant Lamtrac access to your personal device location. On machines without telemetry hardware, no GPS data is collected.
Photos you attach. You may optionally attach photos from your device photo library or camera to an Assistant query or a support request. Photos you attach are stored with the associated record. When attached to an Assistant query, the photo is sent along with your question to the Claude API so the Assistant can consider it in its answer. Photos are accessed through the standard iOS/Android picker — we never access the camera or photo library without your explicit tap.
Support requests: the content of any support request you submit through the app, including any diagnostic trace you choose to attach.
AI Assistant queries: the questions you ask the in-app Assistant and the responses returned. Feedback ratings (thumbs up / thumbs down) you submit on those responses.

Information collected automatically

Server logs: standard HTTP logs including request path, timestamp, HTTP status, and truncated request body content for error diagnosis.

Information we do not collect

We do not collect your device location. Machine telemetry GPS (described above) comes from on-board hardware, not from your phone.
We do not access your contacts. The camera and photo library are only used when you tap "attach photo" in the Assistant or a support request — the image is chosen through the standard iOS/Android picker, and we never open the camera on our own. The microphone is used only while you hold the voice-input button in the Assistant to dictate a question; speech is converted to text by your device's built-in speech recognition, only the resulting text reaches us, and we never record or store audio.
We do not use third-party advertising identifiers (IDFA / Android Advertising ID).
We do not embed third-party analytics, tracking pixels, or ad networks.

2. How We Use Information

To operate the core features of the Service (authentication, machine lookup, service history, support requests).
To generate answers from the AI Assistant by passing your question and relevant machine manual context to the Claude API (see "Third Parties" below).
To send you transactional email — account verification, password resets, and support-request confirmations.
To improve the Assistant's accuracy. We may review aggregated questions and feedback ratings to identify gaps in manual coverage. We do not use your personal contact information for this purpose.
To fulfil legal obligations, enforce our Terms of Service, and investigate abuse.

3. Third Parties

The Service relies on the following third-party processors. We do not sell or rent your personal information to anyone.

Anthropic (privacy policy) — powers the Assistant. Your question and the manual context relevant to it are sent to the Claude API to generate a response. Anthropic does not use your data to train its models by default.
OpenAI (privacy policy) — generates vector embeddings for semantic search over manual content. Your question text is sent to OpenAI's embeddings endpoint.
Resend (privacy policy) — delivers transactional email (sign-up confirmation, password reset, support notifications).
Render (privacy policy) — hosts the Service and stores its database.
Apple (privacy policy) — if you choose Sign in with Apple, Apple authenticates you and provides us with a stable identifier and the email you choose to share (a real address or a private relay forwarder). We never see your Apple ID password.
Google (privacy policy) — if you choose Sign in with Google, Google authenticates you and provides us with a stable identifier and your Google account email. We never see your Google password.
Sentry (privacy policy) — receives crash reports and error diagnostics from the app and backend so we can investigate bugs. We strip passwords, tokens, access codes, and authentication headers before sending. We do not enable Sentry's default PII collection.
iTrac Warranty Portal — opening "Submit Warranty Claim" from the Service navigates you to our external warranty system at app-lamtrac.com. That portal has its own privacy handling; we do not automatically transfer any account information to it.

4. Data Retention

We keep account data, machine records, and support history for as long as your account is active. When you delete your account, we delete or anonymize your personal identifiers within 30 days, except where we are legally required to retain them (for example, service history tied to a warranty claim).

5. Your Rights

Access and correction. You can view and edit your account details, machine records, and notes directly in the app.
Deletion. You may delete your account at any time from the Settings screen, or by emailing info@lamtrac.com.
Data export. To request an export of the data we hold about you, email info@lamtrac.com with the email address on your account.
Objections and complaints. If you have a privacy concern, contact us at the address above. If you are located in a jurisdiction with a data protection authority, you may lodge a complaint with that authority.

6. Children

The Service is intended for adult professional users (machine owners, operators, dealers, administrators). We do not knowingly collect information from anyone under 16. If you believe a minor has created an account, please contact us and we will remove it.

7. Security

Passwords are hashed with bcrypt; communication with the Service uses HTTPS; access codes for dealer and administrator accounts are issued individually and can be revoked. No system is perfectly secure — if you suspect your account has been compromised, change your password and contact us.

8. International Transfers

Data is processed on infrastructure operated by Render, Anthropic, OpenAI, Resend, Sentry, Apple, and Google. These providers may process data in the United States and other jurisdictions. By using the Service, you consent to this processing.

9. Changes to this Policy

We may update this policy from time to time. The "Effective date" at the top reflects the most recent update. Material changes will be announced in-app.

10. Contact

Questions? Email info@lamtrac.com.