Introduction
ProcureTrail ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our procurement management platform designed for Massachusetts K-12 school districts.
By using ProcureTrail, you agree to the collection and use of information in accordance with this policy.
Information We Collect
Information You Provide
- Account Information: Name, email address, and role when you create an account or are invited to a district.
- District Information: District name, address, and organizational structure for procurement workflows.
- Procurement Data: Procurement titles, descriptions, estimated amounts, vendor information, quotes, solicitation records, and related documentation.
- Vendor Information: Vendor names, contact information, and quote submissions provided during the procurement process.
- Uploaded Files: Documents, quotes, and attachments you upload to procurement records.
Information Collected Automatically
- Usage Data: Pages visited, features used, and actions taken within the application.
- Device Information: Browser type, operating system, and device identifiers.
- Log Data: IP addresses, access times, and referring URLs for security and troubleshooting.
How We Use Your Information
We use the information we collect to:
- Provide and maintain the ProcureTrail platform
- Process and manage procurement workflows for your district
- Generate audit-ready documentation and export packets
- Send transactional emails (account invitations, password resets)
- Provide customer support and respond to inquiries
- Monitor and improve platform performance and security
- Comply with legal obligations
Data Security
We implement industry-standard security measures to protect your data:
- Encryption: All data is encrypted in transit (TLS/HTTPS) and at rest.
- Row-Level Security: Database access is restricted so districts can only access their own data.
- Access Controls: Role-based permissions ensure users only access data relevant to their responsibilities.
- Audit Logging: All significant actions are logged with timestamps for accountability.
- US-Based Hosting: All data is stored on servers located in the United States.
Data Sharing
We do not sell your personal information. We may share information only in the following circumstances:
- Service Providers: With trusted third parties who assist in operating our platform (e.g., cloud hosting, email delivery), subject to confidentiality agreements.
- Legal Requirements: When required by law, court order, or government regulation.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.
- With Your Consent: When you explicitly authorize us to share specific information.
Student Data & FERPA
ProcureTrail is a procurement management tool and does not collect, store, or process student personally identifiable information (PII). Our platform handles procurement and vendor data only. As such, FERPA (Family Educational Rights and Privacy Act) does not apply to the data processed by ProcureTrail. Districts remain responsible for ensuring no student PII is uploaded to the platform.
Data Retention
We retain your data for as long as your account is active or as needed to provide services. Procurement records are retained to support audit requirements under Chapter 30B. You may request data export or deletion by contacting us. Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required by law.
Your Rights
You have the right to:
- Access and receive a copy of your personal data
- Request correction of inaccurate information
- Request deletion of your data (subject to legal retention requirements)
- Export your procurement data at any time using our export feature
- Withdraw consent for optional data processing
Cookies & Tracking
We use essential cookies to maintain your session and preferences. We may use analytics tools to understand how users interact with our platform. You can control cookie settings through your browser. Disabling essential cookies may affect platform functionality.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Continued use of ProcureTrail after changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us: