Privacy Policy — OpsTrove
Draft v1 · Effective date: October 3, 2026 · Pending qualified legal review
This Privacy Policy explains how OpsTrove ("OpsTrove", "we", "us") collects, uses, stores, and protects personal information when you use the OpsTrove platform and its products, including WaterTrove (together, the "Service"), at opstrove.com and its subdomains.
1. Who we are
OpsTrove is operated by Muhammad Usman Akhtar (sole proprietor), House # 2E, Block Y, Satellite Town, Bahawalpur, Punjab, Pakistan.
Contact for all privacy matters: [email protected]
(The operator may be re-registered as a private limited company in future; this policy will be updated if the legal entity changes.)
2. Scope and roles
- Subscribers are businesses that open an OpsTrove account to run their operations (for example, a water supply company using WaterTrove).
- Staff users are people a subscriber invites to its account (managers, accountants, drivers, and similar roles).
- Portal customers are end customers of a subscriber who receive view-only access to their own billing and delivery information through the Customer Portal.
For subscriber account data, we act as the data controller. For business data a subscriber stores in the Service (its customers, billing, deliveries, staff, expenses), the subscriber is the data controller and we act as the data processor, processing that data only to provide the Service.
3. Information we collect
| Category | Examples | Source |
|---|---|---|
| Account data | Name, email address, phone number, password (stored only as a bcrypt hash), TOTP authenticator secret (admin accounts) | You, at sign-up and in settings |
| Subscriber business data | Customers, addresses, meter/billing records, payments, expenses, staff and payroll records, assets, prices | Entered by the subscriber and its staff |
| Portal customer data | Name, phone number and/or email, and view-only billing/delivery information | Provided by the subscriber; portal access is by subscriber invitation or an approved access request |
| Technical and security data | IP address (used for rate limiting and audit logs), browser/user agent, sign-in events, session identifiers | Collected automatically when the Service is used |
| Communications | Messages you send us for support or inquiries | You |
We do not collect payment card data. Subscription fees are invoiced and settled outside the Service at this time.
We do not use analytics, advertising, or cross-site tracking technologies. See our Cookie Statement.
4. How we use information
- To provide, operate, and maintain the Service (accounts, billing records, customer portal, notifications).
- To authenticate users and keep accounts secure (session management, multi-factor authentication, rate limiting, audit logging).
- To send transactional service communications (invitations, sign-in links, password resets, subscription and billing notices).
- To respond to support requests.
- To meet legal, tax, and accounting obligations.
- To produce aggregated, non-identifying statistics used to improve the Service.
We do not sell personal information, and we do not use subscriber business data for advertising.
5. Legal bases
Depending on your location, we process personal information on the bases of: performance of a contract (providing the Service you signed up for), legitimate interests (security, fraud prevention, service improvement), consent (where specifically requested), and compliance with legal obligations.
6. Subprocessors and international transfers
The Service is hosted in Singapore and uses the following subprocessors:
| Subprocessor | Purpose | Location |
|---|---|---|
| Railway | Application hosting and managed database | Singapore (primary region) |
| Cloudflare | DNS, content delivery, web application firewall, TLS termination; encrypted backup storage (Cloudflare R2) | Global edge network / United States |
| Resend | Transactional email delivery (invitations, sign-in links, notices) | United States |
| Sentry | Application error monitoring | European Union |
| Better Stack | Log management and uptime monitoring | United States / European Union |
| Meta Platforms (WhatsApp) | Optional customer notifications, only where a subscriber enables this channel | Global |
Using the Service means your information is processed in these locations. We rely on each subprocessor's contractual and technical safeguards for these transfers. This list is kept current; material changes will be reflected in an updated version of this policy.
7. Data retention
- Account and business data are kept while the subscription is active.
- Encrypted database backups are taken daily and retained for 30 days, after which they are automatically deleted.
- Security and audit logs are kept while the account is active.
- When a subscription ends, you have 30 days to export your data (self-serve export is available in the Service). After that window, account data is deleted; residual copies in backups expire within the 30-day backup rotation.
8. How we protect information
Measures currently in place include: encryption in transit (TLS 1.2 or higher only), database-level tenant isolation enforced on every query, encrypted daily backups (AES-256-GCM applied before backup files leave the database host), role-based access control inside every account, mandatory multi-factor authentication for platform administrators, single-use time-limited sign-in and invitation tokens, rate limiting on authentication and public endpoints, and security event audit logging.
No method of transmission or storage is 100% secure; we maintain an incident response process and will notify affected subscribers of a confirmed personal-data breach without undue delay, and in any event within 72 hours where feasible.
9. Your rights
You may request access to, correction of, export of, or deletion of your personal information, and you may object to or restrict certain processing:
- Subscribers can export their business data directly from the Service at any time.
- Portal customers should contact the subscriber (the business serving them) first, since the subscriber controls that data; you may also contact us and we will assist.
- Send any privacy request to [email protected]. We respond within 30 days.
10. Children
The Service is a business tool and is not directed at children. We do not knowingly collect personal information from children.
11. Changes to this policy
We may update this policy from time to time. The current version is always posted on this page with its effective date; material changes will be signposted to subscribers by email or in-product notice before they take effect.
12. Contact
Privacy contact: [email protected] Postal: Muhammad Usman Akhtar, House # 2E, Block Y, Satellite Town, Bahawalpur, Punjab, Pakistan