Data Collection and Tracking Policy
Last updated: March 2025
At toolcloudsys, we believe transparency matters. This policy explains how we collect information when you visit toolcloudsys.com and how we use tracking technologies to improve your experience with our budget approval workflow platform.
We know reading policy documents isn't exactly exciting. But understanding how websites handle your data is important—especially when you're evaluating financial software for your organization.
What Are Tracking Technologies?
Think of tracking technologies as small digital tools that help websites remember you and understand how people use their services. They're not inherently good or bad—it depends on how they're used.
The most common type you've probably heard of are "cookies"—tiny text files stored on your device. But there are other methods too, like local storage, session storage, and pixels. Each serves different purposes, from keeping you logged in to understanding which features people actually use.
How They Actually Work
When you first visit our site, your browser and our server have a conversation. The server might send back a small piece of data—a cookie—that your browser stores. Next time you visit, your browser says "hey, remember me?" by sending that cookie back.
Some of these expire when you close your browser. Others stick around longer so the site remembers your preferences next week or next month.
What We Track and Why
We've organized our tracking into four categories. Each serves a specific purpose for running our service and improving it.
Essential Operations
These keep the site working properly. Things like maintaining your session when you're logged into a demo, remembering your language preference, and basic security measures. We can't really offer our service without these.
Functional Features
These remember choices you make to give you a better experience. If you've customized a dashboard view or set notification preferences during a trial, we'll remember that for your next visit.
Performance Analysis
We track how people navigate our site—which pages get visited, where people spend time, what features generate interest. This helps us understand what's working and what's confusing. All data is aggregated, so we're looking at patterns, not individuals.
Marketing Measurement
When we run campaigns or create content, we want to know if it's actually helpful. These tools tell us which resources people find valuable and help us understand how organizations discover us.
Specific Examples from Our Platform
Here's what this looks like in practice on toolcloudsys.com:
- When you download a workflow guide, we track that someone downloaded it—helps us know which resources to create more of
- If you start exploring our budget approval features, we can see which sections get the most attention
- Session tracking lets us understand typical user journeys—do people look at pricing first or features first?
- Error tracking helps us catch and fix technical issues before they affect more people
- Regional analytics help us understand where our service might need localization—important for our Taiwan operations
Taking Control: Your Browser Options
Every major browser gives you control over tracking technologies. The settings vary, but they all offer similar options—from blocking everything to allowing only specific types.
If you block all tracking, some features on our site might not work as smoothly. Essential functions will still operate, but you might need to log in more frequently or reset preferences each visit.
How Long We Keep This Data
Different types of data have different lifespans based on their purpose:
Session cookies disappear when you close your browser. Functional preferences typically last 12 months—long enough to be useful but not forever. Analytics data gets aggregated and anonymized after 90 days, with summary reports kept longer for trend analysis. Marketing attribution data lasts 6 months so we can measure campaign effectiveness across reasonable timeframes.
We regularly review and purge old data. There's no reason to hoard information we're not actively using.
Third-Party Services
We use some external services that have their own tracking—mainly analytics tools and our content delivery network. These partners have their own privacy policies, which we've reviewed to ensure they meet reasonable standards.
We don't sell your data to third parties. That's not our business model. Our revenue comes from organizations subscribing to our budget workflow software, not from data brokerage.
International Data Considerations
Since we operate primarily in Taiwan but serve international clients, data might travel across borders to reach you efficiently. We use standard contractual clauses and ensure our providers meet international data protection standards.
Your Rights and Choices
Beyond browser controls, you have rights regarding your data:
- You can request to see what information we've collected about your interactions with our site
- You can ask us to delete your data, subject to legitimate business needs like maintaining transaction records
- You can opt out of non-essential tracking while still accessing our content
- You can update or correct information in any accounts or forms you've submitted
- You can withdraw consent for tracking at any time through browser settings
We try to make these processes straightforward. No jumping through hoops or waiting weeks for responses.
Updates to This Policy
Technology changes. Our services evolve. Regulations get updated. When we make meaningful changes to this policy, we'll update the date at the top and notify active users through our platform.
We won't fundamentally change how we handle data without clear communication. And we'll never retroactively apply new policies to data we collected under different terms.
Questions About Data Tracking?
If something in this policy is unclear or you want more details about specific tracking methods, reach out. We're happy to explain our practices in plain language.
Email: [email protected]
Phone: +886 978 051 515
Address: No. 30-3, Section 3, Minsheng Rd, Banqiao District, New Taipei City, Taiwan 220
This policy is effective as of March 15, 2025