Privacy Policy

Last updated: July 6, 2026

This Privacy Policy explains how Polish Clover Solutions LLC (“we,” “us”) collects, uses, and protects information in connection with TaxaTrack (the “Service”).

1. Information we collect

  • Account information — username, email address, and password (stored hashed).
  • Collection data — the specimen records, taxonomy, localities (including GPS coordinates and place names), images you may upload, and related notes you enter.
  • Course information — for academic use, course enrollment, group membership, and contribution/grading data.
  • Usage and technical data — logs and basic technical information needed to operate and secure the Service.

2. How we use information

We use information to provide and improve the Service, authenticate users, send transactional email (such as password resets), and maintain security. We do not sell personal information, and we do not use student data for advertising.

3. Where your data lives (hosting)

The Service is hosted on managed cloud infrastructure (Render) in the United States, with a managed PostgreSQL database that is backed up automatically. Transactional email is delivered through a third-party email provider. These providers process data on our behalf under their own security commitments.

4. Student data and FERPA

When an educational institution uses TaxaTrack for a course, student records in the Service may constitute “education records” under the U.S. Family Educational Rights and Privacy Act (FERPA). In that context the institution is the controller of those records, and we act as a service provider under the institution’s direction: we use student data only to provide the Service, do not disclose it to third parties except processors listed above, and will return or delete it at the institution’s request. Students are always free while enrolled.

5. Data retention and deletion

We keep information for as long as your account is active or as needed to provide the Service. You (or, for course data, the institution) may request an export or deletion of your data by contacting us.

6. Security

We use reasonable safeguards including encryption in transit (HTTPS), hashed passwords, access controls, and automatic database backups. No method of transmission or storage is perfectly secure, but we work to protect your data.

7. Your choices

You may access and update your account information in the Service, and contact us to exercise data rights available to you under applicable law.

8. Children

The Service is intended for use by higher-education students, researchers, and professionals, and is not directed to children under 13.

9. Changes

We may update this Policy; material changes will be posted here with a new “Last updated” date.

10. Contact

Privacy questions: support@polishcloversolutions.com.