Privacy Policy

Data Ownership

Your institution owns all data submitted through Actras. We act solely as a data processor on behalf of your organization. We never sell, share, or use your data for purposes other than providing the Actras service.

What We Collect

• Account information (name, email, organization)
• Program and cohort data created by administrators
• Submission data including photos and notes from participants
• Usage analytics to improve the platform

Data Security

All data is encrypted in transit and at rest. We use industry-standard security practices including row-level security, tenant isolation, and immutable audit logging. Access to data is strictly limited to authorized members within each organization.

For full details, see our Security page.

Data Retention

Data retention periods are configurable by your institution, with a default of 12 months. Institutions can set any period between 1 and 120 months through the admin dashboard. Expired evidence files are automatically removed through a scheduled cleanup process.

Upon termination of service, all data can be exported and will be permanently deleted from our systems within 30 days.

For the complete retention framework, see our Data Retention Policy.

No Cross-Organization Sharing

Data from one organization is never visible to or shared with another organization. Each institution operates in a completely isolated environment enforced at the database level through row-level security policies.

Your Rights

As a user of Actras, you have the following rights regarding your personal data:

• Access: Request a copy of all personal data we hold about you.
• Rectification: Request correction of inaccurate personal data.
• Erasure: Request deletion of your account and personal data. Actras applies audit-safe anonymization to preserve aggregate reporting integrity.
• Portability: Request export of your data in a machine-readable format (CSV).
• Objection: Object to processing of your personal data for specific purposes.

To exercise any of these rights, contact your institution's administrator or email privacy@actras.io.

Related Policies

Contact Us

For privacy-related questions or data requests, contact us at privacy@actras.io