Ondatrace
Simulated AI: findings and suggestions here come from simple test rules, not a model. Nothing is sent to an AI provider.

Draft for the design-partner pilot · not yet reviewed by a lawyer

Privacy notice

What Ondatrace collects, why, who else handles it, and how to have it deleted. This is a working draft for the pilot. It describes how the product actually behaves today and will be replaced by a lawyer-reviewed version before any wider use.

What Ondatrace collects

  • Your account: your email address, a salted hash of your password (never the password itself), your role, and your settings. If you turn on two-factor login, an encrypted key and hashed recovery codes.
  • What you connect: only the tools you choose to connect. From them, Ondatrace reads messages, calendar events, tickets, plan lines and documents so it can find project signals. Sign-in tokens for connected tools are stored encrypted.
  • What you add: projects, tasks, decisions, notes and imports you create or upload.
  • Meeting transcripts (only when an Owner turns meeting transcripts on and you connect your own Zoom, Webex, Google Meet or Microsoft Teams account): after a meeting ends, Ondatrace reads its transcript, analyzes it and then discards the text. Only short quotes behind each suggestion are kept, and they are visible only to you until you accept a fact from them for your project.
  • Coaching: text you paste for coaching is analyzed and not stored. Only short quotes, ratings and the advice are kept, and only you can see them.
  • Usage: which pages and features are used, to improve the pilot. You can turn this off with "Stop sharing usage data" at the bottom of any page.
  • Feedback you send from the page footer or "Something wrong with this?".

Who can see it

  • Your data sits in your organization's own space in Ondatrace. Other organizations never see it.
  • Text from your own connected email or calendar is visible only to you, not to other members or Owners. A finding built on it is hidden from anyone who can't read that source.
  • Owners choose which areas each member can use (Projects, Portfolio).
  • The Ondatrace team can access data to run the pilot, fix problems and answer reports.

Data from Google, Zoom, Webex and Microsoft

When you connect one of these accounts, Ondatrace asks only for the access it uses:

  • Google Meet: read-only access to your meetings' transcripts (meetings.space.readonly), to find project risks, date changes and action items.
  • Google Calendar: your calendar events, to know which meetings belong to which project, and to add events you ask Ondatrace to schedule.
  • Google Docs and Drive: only files Ondatrace creates for you, such as an exported status report (drive.file). Ondatrace can't see your other files. Gmail is not used.
  • Zoom: the list of your cloud recordings and their transcript files, and your basic profile (name and email).
  • Webex: your meeting list and transcripts, and your basic profile.
  • Microsoft 365 and Teams: your calendar, online meetings and their transcripts, and the mail and documents you choose to connect.

Ondatrace's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Data from these accounts is used only to provide Ondatrace's features to you. It is not sold, not used for advertising, and not used to train general AI models. People at Ondatrace don't read it except with your permission, to investigate a problem or security issue, or where the law requires.

You can disconnect any of these accounts from the Meetings or Sources page at any time. Ondatrace then deletes the stored sign-in for it and stops reading from it. You can also remove Ondatrace's access from your Google, Zoom, Webex or Microsoft account settings.

Other companies that handle it for us

Ondatrace uses these service providers to run the pilot. Each gets only what it needs:

  • Anthropic (AI model): the content Ondatrace analyzes, such as messages, transcripts and project details, to produce findings and suggestions. Anthropic does not use this content to train its models.
  • Railway (hosting): runs the app and stores the database.
  • Sentry (error monitoring): technical details of errors, with your user id and email.
  • An email delivery service: the addresses and content of emails Ondatrace sends you.
  • Stripe (billing, if your organization pays): billing details, handled by Stripe directly.
  • The tools you connect (Google, Microsoft, Slack and others): under their own terms, for the access you grant them.

How long it's kept

  • Pilot data is kept for the length of the pilot. When a pilot ends, your organization's data is exported for you if you ask, and then deleted.
  • Background job records are kept for 30 days.
  • You can disconnect a tool at any time. Ondatrace stops reading from it straight away.

Your choices

  • Ask for a copy of your data, or for it to be corrected or deleted, by contacting your Ondatrace pilot administrator.
  • Turn off usage sharing, disconnect tools, or leave the pilot at any time.

Please don't connect or upload

Passwords, API keys, payment card numbers, health information, export-controlled data, or other regulated or highly sensitive information.

Contact

Questions or requests about your data go to the person who invited you to the pilot, at the address your invitation came from.

Last updated October 12, 2026. See also the pilot terms & data notice.