Privacy Policy

Our approach

ACTUALin processes information needed to provide technical reporting workspaces and related services. We aim to collect and use information for defined operational purposes and to describe those purposes clearly.

Information we collect

Depending on how you use ACTUALin, information may include account and contact information, workspace membership, controlled report templates, technician evidence you submit, structured report information, completed report files, filenames, report history, subscription status, support communications, and basic website usage information.

How we use information

• Provide, secure and maintain ACTUALin accounts and workspaces.
• Process submitted evidence and prepare proposed report entries.
• Store templates and completed report history requested as part of the service.
• Manage subscriptions, authentication and service communications.
• Understand basic service usage, troubleshoot problems and protect the service from abuse.

Private workspaces and deliberate sharing

ACTUALin is not a public report database. Stored reporting files, templates, submitted evidence and report history are scoped to authenticated workspaces. Company workspace access is for members who have been authorized to join, with verified account ownership; reports from one company's workspace are not made visible to other customer workspaces. Workspace members with access may view the team's records according to their permissions. On Free Sandbox, a user can deliberately create a temporary, read-only share link to an individual report preview. Anyone who receives that link can access that particular preview until its expiration, without joining the workspace; the link does not grant access to the workspace, its other reports or Excel downloads. Separate service-provider processing, operational administration, retention and lawful disclosure are described elsewhere in this policy.

Service providers

We use specialized service providers where necessary to operate ACTUALin, including infrastructure, automated data processing, payment, communications and website analytics services. Information may be disclosed to these providers only as needed to perform those functions. Processing may occur outside Canada, including in the United States, where information may be subject to the laws of the jurisdiction in which it is processed.

Reporting data and retention

Free Sandbox reporting resources are temporary. Generated report records, including stored generated workbook data and associated report evidence, are kept for up to 24 hours on a rolling basis and then removed by ACTUALin's Sandbox cleanup process. Free does not provide persistent saved report templates. While a subscription is active, paid workspaces retain saved templates and completed report history until they are deleted through workspace controls. When paid access ends, the workspace becomes read-only for a 30-day export window, during which members can view and download completed reports and templates. Report records, stored report evidence, generated workbooks and saved templates are then scheduled for removal, with advance email notice. Workspace owners and administrators can delete stored report records, generated workbook data, report evidence and saved report templates using the workspace data control. Account, workspace membership, billing, security and audit information may be retained separately where reasonably required to operate the service, maintain service integrity or meet legal obligations.

Complimentary workbook download eligibility

If ACTUALin enables its one-time complimentary workbook download offer, we will use verified email ownership to limit repeat claims. A keyed identifier derived from the verified email address will be stored separately from workbook content for this limited anti-abuse purpose. The identifier may remain after account deletion, subject to applicable privacy and deletion requests. We retain this eligibility identifier for up to 24 months after redemption, after which it is scheduled for deletion. This anti-abuse record is separate from Free Sandbox reports, which follow their 24-hour retention period. Contact contact@actualin.com with eligibility-record questions.

Optional trial-link requests

If you voluntarily request a trial link from the Pricing page, we use your email address solely to send the one-time link. This does not enroll you in promotional email or a mailing list. We use the email address, consent record and delivery status to prevent repeated reminders and handle related requests. One-time trial-link requests are automatically checked for deletion daily once they are older than 30 days. The request handler also clears overdue records when new requests arrive. We use hashed request metadata for short-term abuse prevention. Contact contact@actualin.com to request earlier removal.

Website analytics

ACTUALin uses basic website analytics to understand visits and service usage. Analytics may include page paths, referrers, browser or device information, language, approximate geographic information and session information. We do not intentionally include technician evidence or report contents in analytics events.

Your choices and questions

You may contact ACTUALin to ask about personal information associated with your account, request correction where appropriate, or ask questions about our privacy practices and processing outside Canada. Authenticated users can also submit an account deletion request from workspace settings. Account deletion requests are reviewed before completion because workspace ownership, active subscriptions, team access and records that must reasonably be retained for billing, security, audit or legal purposes may need to be resolved first. Requests may be subject to identity verification and applicable legal requirements.

Privacy contact and accountability

For privacy questions, access or correction requests, concerns about overseas processing, or inquiries about how personal information is handled, contact contact@actualin.com with the subject Privacy Request. ACTUALin will review requests under applicable privacy law and may verify identity before disclosing account information.

Security and incidents

ACTUALin uses access controls and operational safeguards to protect information processed by the service. No online service can guarantee absolute security. Where a privacy incident requires notice to individuals or regulators under applicable law, ACTUALin will handle those obligations accordingly.

Changes

We may update this policy as ACTUALin evolves. Material changes will be reflected by updating the effective date on this page.