Privacy Policy

QuickTrack is the internal time and job tracking app used by Meadows Hydraulics Sales & Service (here "we", "us", or "the company"). It is not a public social product: accounts are created by an administrator and there is no self sign-up, so the information described below belongs to people who work for or with the company.

This policy covers QuickTrack at myquicktrack.com and the same app added to a phone, tablet, or computer home screen. It does not cover other websites or services you reach from ours.

The public pages — this policy and the FAQ — do not ask you for personal information and use no advertising cookies. Google Analytics counts which pages and buttons are used so the shop can see what people need; see "Cookies and on-device preferences" below. QuickTrack is not directed at children.

We only collect what the app needs to clock time, approve it, and send it to QuickBooks. There are no quizzes, profiles, or social features that gather extra details about you.

• Account details: your name, work email, and sign-in password (kept as a protected hash, never as readable text), your role, whether your account is active, and an optional phone number for work text messages.
• Work settings: your QuickBooks employee link, default service item and payroll item, expected schedule start and end times, and pay-rule choices such as pay-as-punched and the lunch rules.
• Time records: every clock on and clock off with the date and time down to the second, the job or "Office work only" you picked, the work notes you type, whether the time is billable, and the service and payroll items attached to the line.
• Approvals and corrections: who approved each day and each week and when, plus any correction to a punch with the reason, the person who made it, and the date.
• Location: your phone's position at the moment you clock on and the moment you clock off — see the location section below.
• Photos: job photos you take in the app, with the customer name, the job or truck/unit you attach them to, an optional caption, the time the photo was actually taken, and your name as the uploader.
• Messages: the text messages we send you, the number they went to, and whether they were delivered.
• Troubleshooting records: when a clock attempt cannot confirm your location, we save the phone type, the permission state, and the failure so the problem can be fixed; daily counts of map lookups and AI-assisted actions are kept to stay inside provider limits.
• Server logs: our hosting platform keeps standard technical logs of requests to the app.

Location is the most sensitive thing QuickTrack can record, so the rule is narrow and stated here in full.

• Location is read at two moments only: when you clock on and when you clock off. It is not tracked continuously, it is not tracked in the background, and it is never tracked while you are off the clock.
• The position is stored on that time entry as a start point and an end point. Its job is to confirm you were at an approved work site — nothing else.
• An administrator marks approved shop and yard locations on a map and can turn the location requirement on or off. While the rule is off, no location is needed at all.
• Your phone asks permission before the app can see location, and you can review or revoke that permission in your device settings at any time.
• The app shows a short notice under the Clock on button and asks you to acknowledge the location rule about once a month.
• Supervisors and admins can see the recorded location alongside your time entry.
• If location is denied or unavailable while the rule is on, the clock attempt may be blocked and a short failure record is saved so we can help you fix it.

Every use below is tied to running the shop: paying people correctly, billing work correctly, and keeping a reliable job history.

• Payroll: approved hours are sent to the QuickBooks Desktop weekly timesheet with your payroll item attached.
• Job costing and invoicing: hours, work notes, photos, and parts on order support customer invoices and running job totals.
• Approvals: supervisors review each day's entries and admins approve each week before any time reaches QuickBooks.
• The shop display: "The Wall" screen shows parts on order, job parts status, and who is clocked on right now. It runs on its own kiosk link and never shows payroll, pay rates, or photos.
• Troubleshooting: locating the cause of failed clock attempts, missing locations, and QuickBooks sync errors.
• AI-assisted features, such as reading a VIN from a photo or drafting a service summary, run inside QuickTrack for those tasks only.

• Signed-in employees can see time entries and job photos across the team — that is how daily reviews, job history, and handoffs work.
• Parts on order, purchase-order lines, and item prices are limited to supervisors and above.
• Payroll review, the QuickBooks sync queue, pay-rule settings, and account management are limited to admins and super admins.
• You can add and save your own work notes during the day. Changing someone else's punch requires a reason and is recorded with your name and the date.
• The Wall kiosk link exposes only parts, purchase-order, and job data — no employee sign-in, payroll, or photos.

We do not sell personal information, we do not rent it, and we do not run advertising networks or advertising trackers inside the app.

• Service providers that process data for us: the hosting platform that runs the database, file storage, and server functions; the messaging provider that delivers text messages; the mapping provider used for location lookups and address searches; and the AI provider behind the optional VIN and summary features.
• QuickBooks Desktop on the shop computer: approved hours are written into it, and QuickTrack reads its job, employee, service item, payroll item, and purchase-order lists.
• Customers: a customer name, job details, work notes, and photos can appear on invoices, estimates, and job documents we give them.
• Legal: we may disclose information if required by law, or to protect the company, its employees, or its customers.

• Time entries, approvals, and corrections are kept indefinitely as payroll and job history.
• Job photos and service summaries are kept for about one year and reviewed by hand rather than deleted automatically.
• Text message records are kept so we can confirm what was sent, to whom, and when.
• When an account is deactivated it is closed out rather than erased — the hours that were already paid stay in the payroll record.
• We keep no separate marketing list of your details.

• Everything except this page and the FAQ requires a sign-in; there is no anonymous access to company records.
• Passwords are stored as salted hashes by the authentication service, never in readable form, and can be reset with a link sent to your own email.
• Two-step verification is available and can be turned on for supervisory accounts.
• Photos and documents live in private storage that ordinary web visitors cannot reach.
• The QuickBooks connector password is stored only as a one-way hash, and the shop TV uses revocable, hashed kiosk links instead of a person's sign-in.
• Roles are checked on the server for every privileged action — not just hidden in the screen — so a lower role cannot reach payroll or approval data.
• Only an administrator can create accounts; nobody can sign themselves in.

• The only cookie the site hands out is a short-lived security cookie from the hosting platform (about 30 minutes) that helps block automated sign-in attacks; it is never used for advertising or tracking.
• QuickTrack stores a few small preferences on your device — such as photo tile size and column widths — on the device itself, not as cookies.
• QuickTrack also uses Google Analytics to count which pages people reach, which buttons they tap, and where visits stop. It carries a random visitor ID plus rough device, location and page information, is never used for advertising, and cannot see your time entries, notes, photos or pay.

• We text the phone number on your account for shift reminders, clock-on nudges, and team announcements sent from Admin → Text Our Team.
• Message content and delivery status are logged so we can confirm a message actually arrived.
• Message and data rates from your mobile carrier may apply.
• To stop non-emergency work texts, tell your supervisor or reply STOP to one of our messages; the number can then be removed from your account.

Requests are handled by the company owner. Because QuickTrack is the payroll record, hours that have been approved and paid cannot be quietly deleted — we will explain what can and cannot be changed.

• Change your password any time with the forgot-password link on the sign-in page.
• Turn the app's location permission on or off in your phone's settings.
• Ask to see, correct, or remove the personal details held on your account.
• Ask how any piece of data is used or which records exist about you.

If this policy changes, the updated date at the top of this page changes and the team is told in the app. Keep checking this page for the current version.