Contractor demo: where your information goes
The public contractor tools at /contractor-preview are a browser-only demonstration, not a cloud account. Use made-up job, customer and receipt details while testing.
- Job names, materials, customer details, tasks, receipt entries and the VAT answer are saved in this browser’s local storage when available. These entries are not sent to a contractor cloud account or synchronised between devices.
- Anyone using the same browser profile can open these entries without a BioTrack password. Clearing browser storage, private browsing or changing devices can remove or hide them.
- Receipt photos initially stay in the open page. Choosing Read with Bea sends a resized copy to BioTrack’s existing Bea service and OpenAI to extract the supplier, date and total for your review. This uses the same verified sign-in and daily counters as Ask Bea. Requests use store:false; provider security or abuse-monitoring retention may still apply. BioTrack does not save the photo to the job or a cloud file store. Keep the original receipt.
- The materials helper and job checks run in the browser. They do not send the entered details to an AI service. The separate supplier search sends only the reviewed search fields described below. Shared receipt-price contributions are not connected.
- Business & device settings lets you export the saved entries or reset this browser’s demo data. Exported files contain the entered details but no receipt photos; keep those files private. There is no automatic backup or file-restore feature.
The website is hosted online. Hosting and security systems may process technical connection information, such as IP addresses and request details, to serve and protect it. Browser-only job storage does not mean that visiting the website creates no network activity.
Contractor account testing
CarbonFitt Ltd operates BioTrack. The contractor platform is free to use. The account page uses Google Firebase Authentication to create accounts, sign users in, verify email addresses and reset passwords. Your email address and password are sent directly to Firebase for authentication. Do not reuse a password from another service.
Account testing does not connect your demo jobs to an account. No project records are sent to Firestore by this account page. Authentication stays in session storage for this browser tab so you can move between your account and contractor tools. Log out on shared devices. Contact jeremy@carbonfitt.com for account questions or deletion requests. Do not send passwords.
Ask Bea about a job
When you choose Send to Bea, your question, the job details you reviewed and up to four previous conversation messages are sent to BioTrack’s existing Bea service at demo.biotrack.earth and to OpenAI to generate a reply. Customer contact fields and site postcodes are not automatically included, but free-text notes may contain private details: review and remove these before sending. Use example information during testing.
Firebase checks that you are signed in with a verified email address. The service keeps daily request counts under a hashed account identifier and removes these counters after three days on later requests. Job notes and replies are not written to a BioTrack cloud job database by this feature. OpenAI requests use store:false; this does not eliminate provider security or abuse-monitoring retention. Conversations remain in the open page and are lost on reload. Bea’s suggestions require your review; only selected actions are added to your browser’s job list.
Optional supplier search
When you select Search suppliers, Find prices or Find this item, BioTrack sends the material description shown in the search box, optional postcode district and delivery/collection preference to Tavily to retrieve public supplier pages. Do not include personal or confidential information in the search box. Job names, customer records, full site postcodes, invoices and other job fields are not automatically included.
Search results are temporary in the open page and are not saved as a shared price database. Supplier links you select, supplier names, manually checked prices and delivery charges are saved with your job in this browser. They are included in job exports and removed when you reset the browser demo data. BioTrack stores expiring usage counters to protect the free allowance, including a daily keyed hash of the connection IP address, not the raw IP in those counters. Visitor counters expire after two days and are removed on subsequent search activity; aggregate allowance counters expire after up to 35 days. Hosting and security logs are separate.
Tavily receives and processes search queries under its own privacy policy. Selecting a supplier link opens that supplier’s website, which has its own privacy practices. This feature is for non-confidential product searches, not uploading private records.
BioTrack operator and privacy contact
BioTrack currently uses CarbonFitt Ltd’s business details. CarbonFitt Ltd is registered in England and Wales, company number 16727291. For questions about your information, contact jeremy@carbonfitt.com. Please do not email passwords or sensitive customer records.
Separate protected workspaces
The sections below describe protected business-workspace and pilot arrangements, not additional features of the browser-only contractor demo. Contractor cloud accounts are not currently available. Service-specific storage, retention and access arrangements must be confirmed before a live contractor-account service is launched.
1. Who controls your information
CarbonFitt Ltd is the current BioTrack operator and contact for this public website. For protected customer or pilot workspaces, controller and processor responsibilities must be identified in the relevant agreement. Those arrangements do not create a cloud account for the public contractor demo.
2. Information processed
- Account identity and authorised-user information.
- Contact, organisation and project details.
- Project locations, materials, batches, installation and monitoring records.
- Uploaded photographs, reports, invoices, spreadsheets and supporting evidence.
- Review notes, decisions, audit events and file fingerprints.
- Technical, security and access records needed to operate the platform.
3. Purposes and lawful bases
Information may be used to provide the service, secure accounts, organise evidence, maintain attributable audit records, support contractual pilots and comply with legal obligations. Depending on the context, processing will rely on contract, legitimate interests, legal obligation or consent.
4. Artificial-intelligence processing
Where enabled, BioTrack may submit approved evidence to an artificial-intelligence service to extract information, identify gaps and prepare recommendations. Artificial intelligence does not independently verify claims, issue credits or make final approval decisions. See the AI and Data Use Policy.
5. Sharing and international transfers
Information may be shared with authorised client users, approved contractors, infrastructure and storage providers, artificial-intelligence providers when enabled, professional advisers and independent reviewers authorised for the project. Appropriate contractual and transfer safeguards must be established before live customer processing.
6. Retention and security
Retention periods will be defined by project purpose, customer contract, legal requirements and the need to preserve an audit trail. Files are intended to be protected by access controls, version history and digital fingerprints. No online system can guarantee absolute security.
7. Your rights
Subject to UK data-protection law, individuals may have rights of access, correction, deletion, restriction, portability and objection. They may also complain to the UK Information Commissioner’s Office. Use the privacy contact above for questions or requests. Browser-only demo entries can be edited, exported or reset on the device where they were entered; BioTrack cannot retrieve them from a contractor cloud account.
