Privacy Policy
Our Core Privacy Commitments
1. About Trecta Systems & Scope of Policy
Trecta Systems (“Trecta Systems,” “we,” “us,” or “our”) provides on-demand in-house data operations, 24/7 customer support squads, executive virtual assistance, digital content moderation, and AI/ML data labeling solutions to global enterprises, startups, and e-commerce companies (“Clients”).
This Privacy Policy applies to personal information and business records collected through our website (trectasystems.com and trectaops.com), direct operations consultation scheduling, operational audit inquiries, and data processed while executing client contractual agreements.
2. Role as Data Processor vs. Data Controller
In our core operations, Trecta Systems acts primarily as a Data Processor on behalf of our Clients, who remain the Data Controllers:
- Client Operational Data: When our support specialists and data analysts log into your helpdesk (e.g., Zendesk, Gorgias, Intercom), CRM (e.g., HubSpot, Salesforce), or database (e.g., Airtable, PostgreSQL), we access and process consumer data strictly on your behalf and under your written instructions.
- Direct Website Inquiries (Data Controller): When you contact us via our website form, schedule an appointment on our live calendar, or engage our team, we act as a Data Controller for your business contact details (name, corporate email, company, and staffing requirements).
3. Information We Collect
A. Inquiries & Consultation Data (Provided Directly By You)
When you submit an Operations Audit request or schedule a strategy consultation, we collect: full name, business email address, company or brand name, current helpdesk/CRM software stack, weekly ticket/chat volume, and core operational bottlenecks.
B. Client Workflow Credentials & SOPs
To execute dedicated services, Clients provide role-based access credentials, standard operating procedures (SOPs), knowledge bases, and communication channels (e.g., Slack, Microsoft Teams). All credentials must be shared via secure password management software (e.g., 1Password, Bitwarden) with least-privilege permissions.
C. Technical & Device Usage Data
Our web servers automatically collect standard internet log data: IP address, browser type, operating system, referring URL, pages visited, and timestamp data to ensure website security, combat spam, and optimize user experience.
4. How We Use Collected Information
We utilize information strictly for legitimate commercial and operational purposes:
- Conducting operations audits and preparing customized staffing blueprints;
- Deploying, managing, and supervising dedicated support specialists and data teams;
- Fulfilling Service Level Agreements (SLAs) and internal quality assurance (QA) audits;
- Facilitating contract invoicing, billing verification, and Upwork escrow reporting;
- Protecting against unauthorized system access, fraud, and intellectual property infringement;
- Complying with applicable legal, tax, and regulatory obligations.
5. Enterprise Data Security & Workstation Protocols
Because our specialists handle sensitive customer conversations, financial records, and operational pipelines, we enforce physical, administrative, and technical controls:
Every employee and contractor executes binding non-disclosure agreements before receiving access to any client platform.
Work is carried out from secured enterprise terminals with password authentication, automated session lockouts, and no unauthorized shared hardware.
Specialists work natively within client cloud consoles. Exporting, downloading, or storing customer records to local drives is strictly prohibited.
All web traffic and API endpoints are protected using TLS 1.3 encryption. Internal communications occur over secure cloud channels.
6. Third-Party Sub-Processors & Integrations
We do not sell, rent, or trade your data. In the normal course of operations, data may be processed through vetted infrastructure providers:
- Email & Communication: Google Workspace / Gmail SMTP for transactional communications and audit responses.
- Calendar Scheduling: Google Calendar Appointment Scheduling for direct client strategy consultations.
- Contract Billing: Upwork Global Inc. (when contracts are executed via Upwork escrow) and direct commercial banking channels.
- Client-Designated Tools: When providing support, we interface with client-managed third-party tools (Zendesk, Gorgias, Intercom, Salesforce, Airtable) governed by your direct terms with those vendors.
7. International Data Transfers & Compliance (GDPR / CCPA)
Trecta Systems delivers remote operations support to clients in North America, Europe, the UK, Australia, and worldwide from our secure operational facilities. When personal data of EU, UK, or California residents is processed:
- We adhere to standard contractual clauses (SCCs) governing international data transfers;
- We assist clients in honoring Data Subject Access Requests (DSARs), data deletion, and rectification;
- We operate under strict role-based access to ensure personal data is visible only to authorized team members assigned to that client.
8. Data Retention & Offboarding Sanitization
We retain business contact details for active client relationships and legal record-keeping requirements. Upon termination of a client engagement:
- All client software credentials, session tokens, and passwords are permanently revoked and scrubbed;
- All operational notes, checklists, and working files are returned or permanently shredded;
- Written confirmation of offboarding data sanitization is available upon client request.
9. Your Privacy Rights
Depending on your location, you have rights regarding your personal information, including the right to access, rectify, restrict, or request the deletion of personal records we hold as a Data Controller.
To exercise these rights, or if you have questions regarding data privacy at Trecta Systems, please contact our privacy and operations desk via the form below.
10. Privacy Inquiries & Contact Desk
Inquiries regarding data protection, non-disclosure compliance, or security audits should be submitted directly through our official operations portal: