This Privacy Policy explains how Terabat Apps LLC (“Terabat Apps,” “we,” “us,” or “our”) handles information in connection with RsR — Record Storage & Retrieval (“RsR” or the “Service”).
1. Scope
This policy applies to the RsR website, hosted customer tenants, account administration, support communications, and related service operations. A customer organization may have its own privacy obligations for information it enters into RsR.
2. Information We Collect
Account and organization information
We may collect names, business email addresses, organization names, account roles, department permissions, login-related information, and other information needed to provide and administer the Service.
Physical-record tracking metadata
Customers may enter current and legacy box numbers, categories, departments, descriptions, searchable contents metadata, notes, packed-by names, packed dates, storage areas, shelves, retention settings, holds, checkout and return information, destruction-review records, historical destroyed-box metadata, and related audit information.
Technical and security information
We may collect limited server, browser, IP-address, authentication, diagnostic, error, and security-event information needed to operate, secure, troubleshoot, and maintain the Service.
Support communications
If a customer contacts us, we may keep the information provided in the support request and our response. Customers should not send physical-record contents or other sensitive information unless it is necessary to resolve the requested issue.
3. What RsR Does Not Store as Part of Its Normal Service
RsR is intentionally designed to track physical record storage rather than host the underlying records. The normal hosted Service does not provide customer document-file storage and does not require customers to upload PDFs, scans, images of records, or other document files.
Descriptions and contents fields are still Customer Data and may contain sensitive information if a customer chooses to enter it. Customers should use those fields thoughtfully and avoid unnecessary personal or confidential details.
4. How We Use Information
We use information to provide and administer RsR; authenticate users; enforce tenant and department access; perform requested box-tracking functions; generate labels and reports; support customers; protect the Service; detect misuse; maintain backups and reliability; comply with law; and improve the product.
We do not sell Customer Data or personal information for advertising.
5. Service Providers and Disclosures
We may use infrastructure, hosting, payment, email, monitoring, security, or support providers that process limited information on our behalf as needed to deliver the Service. We seek to limit provider access to what is reasonably necessary for the service they provide.
We may also disclose information when required by law, to protect rights or security, to investigate fraud or abuse, or as part of a business transaction such as a merger or acquisition, subject to applicable requirements.
6. Billing Information
If paid RsR subscriptions are offered through a third-party payment processor, payment-card details may be collected directly by that processor rather than stored by RsR. We may receive billing identifiers, subscription status, plan information, transaction status, and limited billing contact information needed to manage the subscription.
7. Cookies and Session Technologies
RsR may use cookies or similar session technologies that are necessary for secure sign-in, authentication, session continuity, security, and basic site functionality. If optional analytics or marketing technologies are added later, this policy and any required consent controls should be updated before they are enabled.
8. Data Retention
We retain information for as long as reasonably needed to provide the Service, maintain security and audit history, satisfy contractual or legal obligations, resolve disputes, and support legitimate business operations. Standard destruction history may be retained as report metadata, while a recovery snapshot may be retained for up to 90 days after a box is marked destroyed. When Historical Record Search (HRS) is enabled, searchable read-only destroyed-box metadata may be retained within the tenant’s separate HRS allowance.
Customer-tenant deletion and export practices may also be defined by the applicable plan or agreement.
Backups may retain deleted information for a limited period until normal backup rotation occurs.
9. Security
We use reasonable safeguards appropriate to a hosted business application, including HTTPS for data in transit and tenant-aware application access controls. Department permissions further limit access within a customer organization when configured by its administrator.
No online service can guarantee absolute security. Customers are responsible for protecting account credentials, managing authorized users, and maintaining appropriate physical and organizational controls around their records.
10. Customer Choices and Privacy Rights
Tenant administrators can manage many account and record details within RsR. Depending on location and applicable law, individuals may have additional rights concerning personal information. Requests may be submitted through the current Terabat Apps contact information. We may need to verify identity and the requesting organization before acting on a request.
11. Children
RsR is a business records-management service and is not intended for children or for personal consumer use by minors.
12. Changes to This Policy
We may update this Privacy Policy as RsR, our service providers, or applicable requirements change. The updated policy will show a revised “Last updated” date.
13. Contact
RsR is provided by Terabat Apps LLC. Privacy questions or requests may be submitted using the current contact information published at terabatapps.com.