This Data Management Policy explains how Ticket Recon handles the data needed to operate, secure, support, and improve the Ticket Recon software, web application, and related services (collectively, the "Service"). This is an operational policy for customers, prospects, and internal reference. It is intended to align with how Ticket Recon actually works today.
1. Why Ticket Recon Needs Data
Ticket Recon cannot function without collecting and processing certain customer and user data. We need data to authenticate users, enforce role-based access, load reconciliation workflows, connect to QuickBooks and marketplace services, store saved runs and supporting records, maintain webhook and integration settings, provide support, and protect the Service against abuse or unauthorized access.
If required data is not provided, Ticket Recon may not be able to create accounts, run reconciliations, process imports or payments, save workflow results, or support the customer environment.
2. Data Categories We Collect and Manage
- Account and access data. Email address, Firebase user ID, role or member-access assignments, admin status, authentication state, account creation or update timestamps, and related account metadata.
- Workspace and workflow data. Saved runs, row chunks, uploaded or imported reconciliation data, purchase recon records, marketplace recon and marketplace sync records, bill recon and invoice recon records, bill and invoice import records, missing-charge records, marketplace tags, marketplace invoice overrides, terms, contracts, season seats, credit card tracking records, canceled-event records, user preferences, and similar workflow artifacts created or stored in the Service.
- Connected-service data. Data retrieved from or sent to Intuit QuickBooks, marketplace providers, Slack, Discord, and other customer-enabled integrations to support the workflow the customer has chosen to run.
- Payment and subscription data. Billing-related information necessary to process subscription payments, maintain account standing, and generate receipts. Full payment card numbers are not stored on Ticket Recon servers.
- Security and technical data. Session-control records, security events, audit-style logs, member activity records, request metadata, browser or device details, IP-related information, App Check and reCAPTCHA signals, and service health or reliability data.
- Support and communications data. Support emails, account notices, verification/reset/invite emails, deletion notices, and support context reasonably needed to investigate and resolve issues.
3. How Ticket Recon Uses Data
- To authenticate users and enforce customer-specific access controls.
- To run, save, display, export, compare, and manage reconciliation workflows and related records.
- To support QuickBooks-connected actions such as loading open bills or invoices, marking bills as paid, recording payments, and processing imports.
- To support marketplace sync workflows, provider credentials, normalized payout batches, previews, and manual or scheduled sync actions requested by the customer.
- To store and use webhook settings for Discord or Slack notifications that the customer enables.
- To preserve user settings, themes, and account-level configuration.
- To process subscription billing and communicate billing-related notices.
- To maintain security, investigate misuse, diagnose service issues, and improve reliability.
- To communicate with customers regarding support, access, security, billing, or important product notices.
- To comply with legal obligations and enforce Ticket Recon terms and policies.
4. Data Minimization and Extraneous Data
Ticket Recon is designed for accounting and reconciliation workflows. Customers should not upload or store data that is unrelated to those workflows, especially unnecessary sensitive personal information, full payment card numbers, government-issued identifiers, protected health information, or unrelated documents.
If Ticket Recon identifies clearly extraneous data that is not required to operate the Service, Ticket Recon may delete it, quarantine it, or ask the customer to remove it. Ticket Recon may also decline to process data that creates legal, contractual, or security risk.
5. Access to Customer Data
Ticket Recon uses authenticated, role-based access controls. Customer workflow data is generally scoped to the authenticated user. The front-facing admin surface is not designed as a general-purpose browser for another user's saved runs, uploaded workflow records, or reconciliation results. Admin tools are primarily focused on access and security operations such as plan assignment, enable or disable controls, notes or flags, password-reset actions, session revocation, MFA reset, account deletion, and limited support metadata.
That limited support metadata may include account status, last login information, session state, last-action summaries, last-run summaries, and activity-log exports. Ticket Recon personnel do not routinely browse customer workflow data. Internal access beyond the normal front-end admin tools is limited to legitimate operational needs such as support, troubleshooting, security response, migration, or legal compliance.
6. Data Portability and Export
Ticket Recon supports data export features that allow customers to download their workflow data in standard formats (e.g., CSV, Excel). Customers may use these export features at any time to maintain their own copies of data stored in the Service. Upon account termination, customers may request an export of their data within 30 days by contacting support@ticketrecon.com.
7. Retention
Ticket Recon retains customer data for as long as needed to provide the Service, maintain the active customer workspace, preserve saved workflow records requested by the customer, support security and operational needs, comply with legal obligations, and resolve disputes.
- Active workspace data. Saved runs, settings, integration records, and similar customer data may remain in the workspace until deleted by the customer, an authorized administrator, or Ticket Recon in response to a valid support or account-closure request.
- Transient operational data. Certain request locks, temporary authorization state, and short-lived operational records expire automatically after short intervals as part of normal application behavior.
- Security and audit records. Security events, session-control records, audit-style logs, and related metadata may be retained longer than end-user workflow data where needed for abuse prevention, investigations, support, or compliance. Such records are typically retained for up to 12 months, or longer where required by law.
- Backups and residual copies. Deleted data may persist for a limited period (generally no more than 30 days) in provider-managed backups, logs, or disaster-recovery systems before final removal.
8. Deletion and End of Service
Customers may request deletion of accounts or stored records through authorized admins or by contacting Ticket Recon support. Ticket Recon supports account deletion for member accounts and can assist with workspace-level data removal requests. Deletion requests are processed within 30 days and handled in line with the current product architecture, support process, and legitimate legal or security retention needs.
Upon account closure or subscription termination, Ticket Recon will retain Customer Data for 30 days to allow for data export, after which it will be scheduled for deletion in accordance with the retention categories described above.
9. Third-Party Providers and Integrations
Ticket Recon relies on third-party providers and customer-enabled integrations to operate the Service. These may include Google Firebase and Google Cloud services for authentication, hosting, database, and server-side processing; Intuit QuickBooks for accounting workflows; Resend for account-related email delivery; and Slack or Discord for customer-configured notifications. Those providers may process data on Ticket Recon's behalf or at the customer's direction as part of delivering their services. Ticket Recon selects providers that maintain appropriate security and privacy practices.
10. Data Location
Customer data is primarily stored and processed in the United States using Google Firebase and Google Cloud infrastructure. If data is transferred to or accessed from other jurisdictions in connection with third-party integrations or support operations, Ticket Recon relies on the data protection measures described in its Cryptography and Data Security Policy to safeguard that data.
11. Customer Responsibilities
- Only upload, sync, or store data you are authorized to use with the Service.
- Limit uploads to data reasonably necessary for reconciliation, import, marketplace sync, and related accounting workflows.
- Review internal customer retention needs and request deletion when data is no longer required.
- Manage member access responsibly and disable or remove accounts that should no longer have access.
- Ensure that any individuals whose data you upload to the Service have been appropriately informed of its use.
12. Policy Maintenance
Ticket Recon reviews this policy at least annually and may update it to reflect product changes, security practices, provider changes, or operational improvements. Material changes will be communicated to customers through the Service or by email. The effective date above indicates the current version.
13. Contact
Questions about this Data Management Policy may be sent to support@ticketrecon.com.