What we collect, and what we do with it

Who this applies to

Sales On Track is maintenance-coordination software used by property management companies (“operators”). This policy covers three kinds of people whose data passes through the system:

• —Tenants who report a maintenance problem through an operator's intake link.
• —Vendors an operator dispatches jobs to by email.
• —Property managers and property owners who use the dashboard or receive owner reports.

The operator (the property management company) is the customer and controls the data. Sales On Track processes it on their behalf to run the product.

What we collect

From tenants, through the report chat: first and last name, phone number, unit address, a description of the maintenance problem, any photos attached, whether the tenant grants permission to enter, whether there are pets in the unit, and preferred contact times. This is exactly the information the chat asks for — nothing is collected passively or without the tenant seeing what they typed.

From vendors: name, email address, phone number, and trade (plumbing, HVAC, electrical, etc.), entered by the operator or the vendor when they're added to a property's vendor list. This is used to send job dispatch emails with a link to accept, decline, or book a visit window.

From property managers and owners: company name, property addresses, and account details entered during setup, plus whatever appears in the monthly owner report we generate from ticket activity.

From this website: if you use the contact form or the live demo, we receive whatever you type into it. The demo uses a fictional company and does not send real emails or store your submission anywhere beyond that session.

We do not run ad trackers or analytics cookies on this site, and we don't buy or combine this data with any third-party marketing database.

How it's stored

All product data — tickets, tenant details, vendor records, property records, and the timeline of every action taken on a ticket — lives in a Supabase (PostgreSQL) database. Uploaded photos are stored in Supabase Storage. We don't maintain a separate copy anywhere else.

A few third-party services process data as part of running the product:

• —Google Gemini processes the tenant's conversation text to run the intake chat, classify the problem, and draft the structured ticket. Message content is sent to Gemini's API for this purpose.
• —Resend sends dispatch emails to vendors and, when configured, notification emails to the operator.
• —Formspree handles submissions from the contact form on this site.
• —Vercel hosts the application.

What we don't do

• —We do not sell tenant, vendor, or operator data, to anyone, ever.
• —We do not use tenant conversation data to train our own models.
• —We do not share a property manager's data with other property managers.
• —We do not contact tenants or vendors for any purpose outside the maintenance ticket they're part of.

How long we keep it

Ticket records, including tenant and vendor details tied to them, are kept for as long as the operator's account is active, so the audit trail and owner reports stay complete. If an operator cancels, we retain their data for 30 days in case they reactivate, then delete it. A tenant or vendor can ask their property manager to have their specific record removed sooner — the operator controls that, and we'll act on their instruction.

Your rights

If you're a tenant or vendor and want to know what we have on file, correct it, or have it deleted, contact your property manager first — they control the account. If that doesn't resolve it, email us at info@salesontrack.com and we'll help directly.

Changes to this policy

If this changes in a way that affects what we collect or how we use it, we'll update the date at the top of this page. For material changes, we'll email active operators directly.

Contact

Questions about this policy: info@salesontrack.com

See also: Terms of Service