Privacy Policy

Coactra ("we," "our," or "us") prepared this Privacy Policy to explain how we collect, use, and disclose information about you when you use our platform at app.coactra.com, our marketing website at coactra.com, and related services (collectively, the "Services").

1. Information We Collect

We collect information from you in several ways depending on how you interact with the Services:

a. Account and Registration Information

When you create an account, we collect identifiers such as your name and email address, and information from third-party authentication providers (Google, Microsoft) if you use OAuth sign-in.

b. Your Content and Data

"Content" means all data, records, files, configurations, and other information you upload, create, import, or store through the Services. This includes data you connect from third-party services via integrations. You own and control all Content you create, subject to these Terms.

c. Usage and Activity Information

We collect information about how you use the Services, including: automation run history, feature usage patterns, error logs, and timestamps of your activity. This helps us provide, maintain, and improve the Services.

d. Billing Information

When you subscribe to a paid plan, our payment processor collects your payment details. We retain only non-sensitive billing identifiers (such as subscription status and transaction references) necessary to manage your account.

e. Technical and Device Information

We automatically collect technical information when you visit the Services, including your IP address, browser type, operating system, and device identifiers. We use this information for security monitoring, abuse prevention, and service improvement.

f. Communications

When you contact us for support, submit help requests through the platform, or communicate with our team, we retain those communications and any information provided within them.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the Services — running automations, processing your data, generating reports, enabling connections, and delivering features you use
• Process payments and manage subscriptions — billing, invoicing, and account management
• Communicate with you — sending transactional emails (automation results, invoices, security alerts, account notifications)
• Provide support — responding to inquiries and resolving issues
• Ensure security and prevent abuse — detecting fraudulent activity, unauthorized access, and violations of our Terms
• Improve the Services — analyzing usage patterns to improve features, fix bugs, and develop new capabilities
• Comply with legal obligations — responding to lawful requests, enforcing our Terms, and protecting our rights

We do not sell your personal information. We do not use your Content for advertising. We do not use your Content to train AI models without your explicit consent.

3. AI-Powered Features

When you use AI-powered features (such as data enrichment, scoring, analysis, or the AI assistant), your Content or portions of it may be processed by third-party AI service providers. These providers process data on our behalf under contractual obligations that prohibit them from using your data for their own purposes, including model training.

You can disable AI features from your workspace settings at any time.

4. Operator Access to Your Workspace

When you request human operator assistance, you explicitly grant a Coactra operator access to specific workspaces you designate. This access is:

• Initiated only by your deliberate action (clicking "Grant Access")
• Limited to the workspaces you specify — not your entire account
• Time-limited — automatically expires at the end of the engagement
• Recorded — every action the operator takes is logged in an immutable audit trail visible to you
• Revocable — you may revoke access immediately at any time from your settings

Operators access your workspace solely to fulfill your service request. Information accessed during service delivery is treated as confidential and is not used for any other purpose.

5. How We Share Information

We share information only in the following circumstances:

• Service providers — We use trusted third-party providers to help operate the Services (such as payment processing, email delivery, and infrastructure). These providers are contractually bound to use your data only to perform services for us.
• Third-party integrations you connect — When you connect external tools (such as HubSpot, Shopify, Google Sheets), data is shared with those services as directed by you through automations or manual actions you configure.
• Legal requirements — We may disclose information when required by law, legal process, or to protect the rights, privacy, safety, or property of you, us, or others.
• Business transfers — In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
• With your consent — We may share information for other purposes with your explicit permission.

6. Data Isolation and Security

Each customer account has its own isolated database environment. Your data is physically separated from other customers' data at the infrastructure level. No application error or query can expose your data to another customer.

We implement technical and organizational measures designed to protect your information, including access controls, encryption of data in transit, and regular security monitoring. No system is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to provide the Services and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.

• Active accounts — data retained for the duration of your subscription
• After cancellation — your data remains accessible for 30 days, then is permanently deleted
• Data snapshots — retained for 7 to 90 days depending on your plan, then automatically deleted
• Operator audit logs — retained for 2 years for legal compliance, then deleted
• Billing records — retained as required by applicable financial regulations (typically 7 years)

8. Cookies and Tracking Technologies

We use cookies and similar technologies on our websites and platform. Types of cookies we use:

• Strictly necessary cookies — Required for authentication, security, and core platform functionality. These cannot be disabled without breaking the Services.
• Analytics cookies — We use analytics tools to understand how visitors interact with our marketing website (coactra.com). This helps us improve our content and understand what features matter to users. These cookies are only placed with your consent.
• Marketing cookies — If you arrive from a marketing campaign, cookies may be used to measure the effectiveness of that campaign. These are only placed with your consent.

You can manage your cookie preferences through our Cookie Settings panel. Note that disabling certain cookies may affect the functionality of the Services.

9. International Data Transfers

The Services are operated from servers in the European Union. If you access the Services from outside the EU, your information may be transferred to and processed in a different jurisdiction. Where required by law, we rely on appropriate legal mechanisms (such as standard contractual clauses) for such transfers.

10. Your Rights and Choices

Depending on where you live, you may have rights regarding your personal information, including:

• Access — Request a copy of the personal information we hold about you
• Correction — Request correction of inaccurate information
• Deletion — Request deletion of your account and personal information
• Export — Export your Content data from within the platform
• Restrict processing — Request that we limit how we use your information
• Object — Object to processing based on legitimate interests
• Opt out of marketing — Unsubscribe from marketing emails at any time

To exercise any of these rights, contact us at privacy@coactra.com. We respond within 30 days.

11. Children's Privacy

The Services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected information from a child under 16, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active users of material changes via email at least 30 days before they take effect. The updated policy will be posted at this URL with a revised effective date.

13. Contact Us

For privacy questions, requests, or concerns:

Email: privacy@coactra.com