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GiveTrackSave Privacy Policy

Last Updated: April 17, 2026 Version: 1.2

GiveTrackSave ('we,' 'us,' or 'our') is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our charitable donation tracking service ('the Service').

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • Email address
  • Password (stored securely using industry-standard hashing)
  • IP address and browser user agent string (recorded at registration for security purposes)

1.2 Profile Information

You may optionally provide additional profile information, including:

  • First name, last name, and display name
  • Profile avatar image (uploaded image file, stored securely)

1.3 Donation Data

When you use the Service, you may provide:

  • Charitable organization names and details
  • Cash donation amounts, dates, and descriptions
  • Non-cash donation item descriptions, conditions, quantities, and estimated fair market values
  • Mileage donation records (miles driven, number of trips, charitable mileage rate, other costs)
  • Stock donation details (stock symbol, name, exchange, asset type, shares donated, purchase date, cost basis, fair market value, holding period, and valuation method)
  • Recurring donation configurations (frequency, start and end dates)
  • Receipt images and PDF documents (up to 6 MB per file, stored securely)
  • Notes and comments associated with donations
  • Custom donation items you create for personal use

1.4 Contact Information

If you submit a message through our Contact page, we collect:

  • Full name and email address
  • Reason, topic, and message content
  • Whether you would like a reply
  • IP address and browser user agent string (recorded at submission for security purposes)

1.5 Security and Authentication Data

To protect your account, we collect and store:

  • Two-factor authentication (2FA) enrollment status and configuration (if you enable 2FA)
  • Login timestamps
  • Refresh token records (used to maintain your authenticated session)

1.6 Cookie Consent Data

When you set your cookie preferences, we record:

  • Your consent choices (functional, analytics, marketing categories)
  • The date and time of your consent
  • IP address and browser user agent string at the time of consent

1.7 Device and Browser Information

We automatically collect limited technical information to operate the Service:

  • IP address (recorded during account actions for security and audit purposes)
  • Browser user agent string
  • Theme and display preferences
  • Dashboard layout preferences
  • Tax estimator inputs you optionally save for reuse (filing status, federal marginal bracket, optional state marginal rate, and whether you indicate you itemize deductions) - stored only if you opt in via the 'Save these inputs for next time' toggle, and clearable at any time

1.8 Announcement Interactions

When the Service displays system announcements, we record whether you have acknowledged them to avoid showing them again.

1.9 Notification Preferences and Delivery Records

To control which categorized emails you receive and to keep an auditable record of what we send, we collect and store:

  • Your notification preferences per category (for example, Offers, New Features, Usage & Tips). Critical notifications are always on for active accounts and cannot be disabled.
  • Per-email unsubscribe tokens - one-time identifiers embedded in outbound messages so that clicking 'Unsubscribe' disables that category for your account without requiring you to sign in.
  • Delivery records for each message we send you as part of an administrative notification campaign, including the destination email address, delivery status (sent, failed, pending), send timestamp, and any error message returned by the mail server. These records are retained for operational, auditing, and troubleshooting purposes.

You may change your notification preferences at any time from Account Settings -> Notifications. Clicking the unsubscribe link in any non-critical email has the same effect as toggling the corresponding preference off.

2. How We Use Your Information

We use your information solely to:

  • Operate the Service - store and organize your donation records
  • Authenticate your identity - manage login, sessions, and account security
  • Generate reports - produce summaries, exports, and year-over-year comparisons of your donation data
  • Communicate with you - send account verification emails, email change confirmations, password reset links, two-factor authentication codes, and account deletion notifications. We may also send categorized notification emails (Offers, New Features, Usage & Tips, Critical) based on your notification preferences.
  • Provide support - respond to messages you submit through the Contact page
  • Comply with legal obligations - respond to lawful requests from authorities if required

3. Information Sharing

We do not sell, trade, or rent your personal information to third parties.

We may share your information only in the following limited circumstances:

  • With your consent - if you explicitly authorize us to share specific data
  • Legal compliance - if required by law, regulation, or valid legal process
  • Service protection - to protect the rights, safety, or property of GiveTrackSave, our users, or the public

4. Data Retention

  • Your data is retained for as long as your account is active
  • If you request account deletion, your account is immediately locked and a 30-day grace period begins
  • A confirmation email with a cancellation link is sent to your registered email address, allowing you to reverse the deletion during the grace period
  • After the 30-day period, all your data - including donations, receipts, profile information, organizations, custom items, preferences, notification preferences, unsubscribe tokens, and any other account-associated records - is permanently and irreversibly deleted. Aggregate notification-campaign audit records may be retained with your individual identifiers removed.

5. Your Rights

You have the right to:

  • Access your data - view all data associated with your account within the Service
  • Export your data - download a complete export of your donation records at any time in multiple formats, including CSV, Excel (.xlsx), PDF, and TXF (tax exchange format). The Excel export includes your donation records across all tax years, your saved charities, custom donation items, recurring donations, and billing history.
  • Delete your data - request permanent deletion of your account and all associated data
  • Correct your data - update or modify your donation records, profile information, and account settings at any time
  • Manage your email preferences - opt in to or out of any user-controllable notification category at any time from Account Settings -> Notifications, or by clicking the one-click unsubscribe link in any notification email

6. Cookies and Local Storage

GiveTrackSave uses cookies and browser local storage for essential functionality. For detailed information about what we store and your choices, please see our Cookie Policy.

7. Security Measures

We implement industry-standard security measures to protect your data, including:

  • Encrypted data transmission (HTTPS/TLS)
  • Secure password hashing
  • JWT-based authentication with short-lived access tokens
  • Optional two-factor authentication (2FA) for enhanced account security
  • Role-based access controls

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

8. Children's Privacy

GiveTrackSave is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the 'Last Updated' date at the top of this policy. We encourage you to review this policy periodically. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

If you have questions about this Privacy Policy or our data practices, please contact us through the Contact page on our website.