TrackingMyClients.com (“TrackingMyClients”, “we”, “us”) is case-management software for professional fiduciaries. This policy explains what information the service collects, how it is used and protected, and the choices you have. It applies to the application at trackingmyclients.com.
If you choose to link a financial account, the connection is made through Plaid Inc. You provide your bank credentials to Plaid directly — we never see or store them. Plaid then shares with us the account information you authorize, such as balances, transactions, and investment holdings, so the service can display and reconcile them for you. The access tokens that maintain this connection are stored encrypted. You can unlink a connected account at any time from within the application, which ends our access. Plaid's handling of your data is described in the Plaid End User Privacy Policy.
We use the information above for one purpose: operating the service for you. That means displaying your records to you, generating the reports and accountings you request, sending you the emails the service requires (such as sign-in codes, password resets, and invoices you ask it to send), and keeping accounts secure.
We do not sell your data. We do not share it with advertisers. We do not use your clients' information for any purpose other than showing it back to you. Information is disclosed only to the service providers that make the application run — our hosting provider (Hostinger), Stripe for billing, Plaid for account connections you initiate, and email delivery — or when the law requires it.
Fiduciaries enter information about the people they serve. For that content, the fiduciary account holder is the data controller and TrackingMyClients is a processor: we store and display it at the account holder's direction and do not use it for anything else. Requests concerning a client's information should be directed to the fiduciary who maintains the record; we will assist account holders in honoring such requests.
All traffic to the service is encrypted in transit with TLS 1.2 or higher. Passwords are stored as salted hashes. Sign-ins can be protected with email verification codes, and accounts with financial features enabled are required to use them. Plaid access tokens are stored encrypted. Administrative access to the systems behind the service is limited to its operator and protected by multi-factor authentication.
Your records are retained for as long as your account is active, because fiduciary work carries professional and court-imposed record-keeping obligations that only you can judge. Deleting a record in the application removes it from the service. If you close your account, or ask us to, we will delete your account data within 30 days of the request, after which it persists only in routine backups until those are cycled out. To request deletion, contact us at the address below. This policy, including the retention practice, is reviewed at least annually.
The service is for professional fiduciaries and is not directed to children. We do not knowingly collect information from anyone under 18 as a user of the service.
If this policy changes in a way that matters, we will update this page and the date at the top. Material changes that affect how your data is handled will be announced to account holders by email.
Questions or requests about this policy: kelly@bbfiduciaryservices.com.