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OlympiaTrack — Privacy Policy

Last updated: August 28, 2026

This Privacy Policy explains how Collin's Software LLC, a Washington limited liability company doing business as "OlympiaTrack" ("OlympiaTrack," "we," "us"), collects, uses, shares, and protects information in connection with the OlympiaTrack service at olympiatrack.com (the "Service"). It should be read together with our Terms of Service.

This Policy covers personal information about you as a user of the Service. It does not cover the public legislative and public-record information the Service aggregates from governmental and third-party sources (bills, votes, committees, legislators, lobbyist filings, elections, statutes, hearing sign-in records, city and county records, and public officials' disclosure filings) — that information originates from public sources, is not information we collect about you, and is addressed in Section 6.

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1. Who We Are

The Service is operated by Collin's Software LLC, a Washington limited liability company doing business as OlympiaTrack, located in Washington State. For privacy questions or to exercise your rights, contact us at support@olympiatrack.com (see Section 13).

2. Information We Collect

We collect the following categories of information:

2.1 Information you provide or that is created through your use

• Account and identity information. When you register, our identity provider (Auth0) collects and provides to us your email address, name, and a unique account identifier, and manages your login credentials. We store your email, name, and account identifier.
• Your Content. Information you create in the Service, including: bill lists and their names and descriptions; bills and local government matters you add to lists; notes you write about them; "AI matching notes" you write to guide suggestions; the position you record on a bill or matter (for example support, oppose, monitor, or neutral); vote counts you build, meaning the assessment you record of how an individual legislator is expected to vote, together with any note you attach to it; personal calendar events; testimony records; compliance-log entries you record for preparing a disclosure filing, including activity dates, descriptions, and expenditure amounts; committees, agencies, statutes, and local matters you follow or watch; suggestions you dismiss; private notes you keep about a legislator, meaning entries you log against a named legislator recording a meeting, call, commitment, or observation, with a date and an optional follow-up date; and notification, calendar-sync, sharing, and display preferences (including which dashboard tiles you show, how you arrange them, and whether AI suggestions and companion tracking are enabled).
• Material you generate with AI features. The questions you ask the Service's AI assistant and the recent conversation context sent with them, documents you upload to be summarized, and the drafts the Service generates for you (such as draft testimony, position letters, talking points, and client memos), together with the inputs you supply to produce them. Drafts are stored so you can return to them, and older drafts for a given bill are automatically discarded. Documents you upload for summarization are not stored — they are processed to produce the summary and then discarded.
• Payment information. If you purchase a subscription, our payment processor (Stripe) collects your payment details directly. We do not receive or store your full payment-card number. Because sales tax on this Service is calculated from where the buyer is, a billing address is required at checkout and is used to compute the tax shown to you before you pay; Stripe collects it and stores it on your customer record with them. We store a customer identifier and subscription information returned to us by the processor — plan, status, renewal date, cancellation flag, and the price and billing interval, which we use to tell you what a renewal will cost before it happens.
• Communications and feedback. If you submit the in-app feedback or bug-report form, or otherwise contact us, we receive the content of your message and your email address so we can respond.

2.2 Information collected automatically

• Technical and log data. Like most web services, our infrastructure and hosting providers automatically process technical information such as IP address, browser and device type, and request/log data for security, debugging, and operation of the Service.
• Usage analytics. We record how the Service is used so that we can understand which features are useful and improve them. This includes the buttons and links you click and a label identifying them, the pages you visit and when, and a periodic signal sent while a page is open and in active use, which lets us measure how long a page was actively used and when you were last active. These records are associated with your Account, and our administrators can review them for a single account — which pages it visited, how long it spent on each, which controls it used, and when. We record only the label of a control you press, never the value of anything you type, and we do not capture reading, scrolling, keystrokes, or screen recordings. We collect this ourselves, first-party: we do not use third-party analytics providers, advertising networks, or tracking cookies for it, and it is not shared with anyone outside the providers listed in Section 5. It is visible only to our administrators.
• Diagnostic and error records. When something in the Service fails, we record what failed so that we can fix it without waiting for you to report it. This includes the error message and technical detail about where it happened, the address of the page or request involved, and — where you were signed in at the time — your Account identifier. For errors that happen in your browser we also record the type of browser you were using. These records are stored by us and sent by email to our administrators. They are used only to diagnose and fix problems with the Service.
• How you first found us. On your first visit, before you have an account, we record the hostname of the site that referred you (for example linkedin.com), any campaign tags in the link you followed (utm_source, utm_medium, utm_campaign), and the page you landed on. This is stored in your browser and attached to your Account if you later register, so we can understand which channels bring people to the Service. We record only the referring hostname, never the full referring address — a referring web address can contain a search term you typed, which is yours and not ours. Only your first visit is recorded; later visits do not overwrite it.
• Feature-usage counters. Some AI features have a daily limit per account. To enforce it we keep a count of how many times you used those features on a given day. It is a number per feature per day, not a record of what you asked.
• A record of alerts sent to you. When we send you a digest or a billing notice, we keep a short record of each event it covered so the same alert is not repeated and so you can see recent activity inside the Service. It is limited to your most recent activity and is trimmed automatically.
• Automatically created records. Some features create records in your account on your behalf — for example, if you switch on companion tracking for a list, the Service adds the matching House or Senate bill to that list and marks it as having been added automatically. These are stored the same way as anything you add yourself, and you can remove them.
• Authentication tokens and a calendar-feed token. We use authentication tokens to keep you logged in, and — if you enable calendar sync — an opaque token embedded in your personal calendar-feed URL so that your subscribed calendar application can retrieve your feed.

2.3 Cookies and similar technologies

The Service and its providers (including Auth0 for authentication) use cookies and browser storage necessary to operate the Service, keep you signed in, and maintain security. See Section 7.

2.4 What we do not collect

We do not collect, process, sell, or share consumer health data as that term is defined by Washington's My Health My Data Act (Chapter 19.373 RCW). The Service is not directed to collecting information about any individual's health status, and we do not attempt to infer it.

3. How We Use Information

We use the information above to:

• provide, operate, maintain, secure, and improve the Service and its features;
• authenticate you and manage your Account and your organization's membership;
• create, store, and display Your Content and preferences;
• generate AI Output (see Section 4);
• send you the notifications, reminders, and calendar feeds you opt into, and transactional or service messages, including billing and renewal notices;
• process payments, manage subscriptions, and comply with tax and accounting obligations;
• understand which channels bring users to the Service, and which features are used;
• respond to your feedback, requests, and support inquiries;
• monitor, prevent, and address security incidents, fraud, abuse, and violations of our Terms; and
• comply with legal obligations and enforce our agreements.

4. Artificial-Intelligence Processing

Some features generate AI Output. To do this, we transmit relevant information to our third-party AI provider (currently Anthropic) for processing. The AI provider processes this information to return generated output to us, which we may cache or store to avoid regenerating it. By using AI features, you consent to this processing. See the Terms of Service, Section 9, for the accuracy disclaimer, and note that factual assertions in AI-generated content should not be relied upon without independently checking their accuracy.

Training. We do not use Your Content to train artificial-intelligence models. Separately, our AI provider's published commercial terms state that by default it does not use inputs or outputs from its commercial products, including its API, to train its models. That second statement describes our provider's own terms rather than our conduct; those terms are theirs to change, and we will update this Policy if the position we rely on changes.

Human review. No person at OlympiaTrack reviews the content you send to AI features as a matter of routine. We may look at specific content if you ask us to for support, or where we must investigate abuse or a security incident.

How much of Your Content is transmitted depends on the feature:

• Bill summaries and impact ratings. Public Legislative Data only (the bill's text). These are generated once and shared across users; nothing of yours is sent.
• Local government matter summaries. The council's own published documents and record for that matter. Nothing of yours is sent.
• List and intro suggestions. Public Legislative Data plus your list names and your AI matching notes, so that bills can be matched to what a list tracks.
• Draft documents (draft testimony, position letters, talking points, client memos). Public Legislative Data for the bill, plus the context you have recorded about it — which may include your position on the bill, your notes, and any instructions you provide.
• Document summaries. The text of the document you upload. The document is not retained by us after the summary is produced.
• The AI assistant ("Ask OlympiaTrack"). The question you type, up to a few recent questions and answers for continuity, and the bills the Service selects to answer from — which, where you have not named a specific bill, means information about the bills you track.

We do not transmit your email address, name, payment information, usage analytics, or acquisition data to the AI provider. We also never transmit the private notes you keep about a legislator — that content is not used by any AI feature.

5. How We Share Information

We do not sell your personal information, and we do not share it for advertising. We share it only as described here.

5.1 Your organization

Every Account belongs to an organization — for a single user, their own. If you are invited into someone else's organization (for example, a firm that pays for several seats):

• The owner of that organization holds the subscription, and your access to paid features comes from theirs. Ownership can be transferred to another member, in which case the billing relationship moves with it.
• The organization's administrators — the owner, plus anyone the owner or another administrator has made an administrator — can see the name and email address of every member of the organization, and can remove any member. Only the owner can reach billing.
• An administrator decides, for each member individually, what that member may see and do: whether they can open a list they did not create, whether they can change one, and whether they can see another member's calendar. Calendar access is off unless an administrator turns it on. Administrators can see the organization's content regardless of those settings.
• The organization's administrators can see everything created on your Seat. Bill lists and what is on them, notes, positions, vote counts, saved scorecards, scheduled reports, compliance-log entries, your personal calendar events, and your private notes about a legislator. This is not limited to content you have shared, and there is no setting that withholds content on a Seat from an administrator.
• So if your Seat is on an organization you do not control, treat the account as your employer's rather than as private. Anything you would not show your employer should be kept elsewhere. You are told this when you accept the invitation, and again on the pages where such content is recorded.
• If you are removed, you lose access to the organization's content, though lists you created leave with you, and the administrators stop being able to see what you do afterwards.

5.2 Sharing you initiate — shared lists

You can share a tracking list with another OlympiaTrack account. Sharing is always something you or a list's owner chooses to do; we never share Your Content with another user on our own initiative.

When a list is shared:

• Everyone on it can see the list, the bills and local matters on it, and the name and email address of everyone else on it.
• By default they can also see, for the items on that list, each other's notes, positions, vote counts, and the list's AI matching notes — each shown under the name of the person who wrote it. Nothing is merged, and each person can only edit their own.
• The person who created the list controls which of those parts are shared and can switch any of them off at any time, which hides them from other members going forward. They and the organization's administrators control whether each person can change the list or only view it, and can remove anyone from it.
• If you leave a list or are removed from it, you lose access to it and your alerts for it stop.

Turning off sharing, leaving a list, or removing someone changes who can see content — it does not delete anything anyone wrote.

5.3 Service providers (subprocessors)

We use the following third-party service providers to operate the Service. Each receives only the information needed to perform its function and is expected to protect it:

5.4 Other disclosures

We may also disclose information: (a) to comply with law, legal process, or a governmental request; (b) to enforce our Terms or protect the rights, safety, or property of us, our users, or others; (c) in connection with a merger, acquisition, financing, or sale of assets, in which case we will require the recipient to honor this Policy or notify you; and (d) with your direction or consent.

6. Public and Third-Party Data (Not About You)

The Service aggregates public legislative and public-record data from governmental and third-party sources. This information is created and published by those sources, not by us, and is presented for informational purposes.

This includes, among other things: bills and their text, history, amendments, versions, and fiscal notes; roll-call votes; committee information, membership, meeting schedules, executive-session actions, and nonpartisan committee staff contact details; legislator information; hearing records, including committee bill reports naming those who testified and hearing sign-in records naming those who registered a position; floor calendars; statutes (RCW) and administrative rules (WAC) and agency rulemaking filings; agency profiles and state contracts; attorney-general opinions; election candidate filings and results; lobbyist registration and disclosure data; personal financial-affairs disclosures filed by public officials; city and county ordinances, resolutions, meetings, agendas, councils and councilmembers; recordings of legislative proceedings; and headlines and short excerpts from news publishers, which link back to the publisher.

Sources include the Washington State Legislature's web services and leg.wa.gov / app.leg.wa.gov / apps.leg.wa.gov, the Legislature's committee sign-in system, the Washington Public Disclosure Commission and data.wa.gov, VoteWA.gov and the Washington Secretary of State, the Office of Financial Management, the Washington State Attorney General's Office, the Office of the Code Reviser, TVW, city and county council systems and their vendors, and news publishers' syndication feeds.

If you are named in such public data, that information originates from the applicable public source, not from us. This may include people who are not public officials — for example, a member of the public who signed in to register a position at a committee hearing, which the Legislature publishes as part of the hearing record. We present that information in the context of the specific bill and hearing it belongs to; we do not offer it as a searchable directory of individuals, do not sell it, and do not use it to build marketing or contact lists.

Corrections. We mirror what the source publishes. If a record about you is wrong, the correction has to be made at the source that published it, and our copy will reflect it the next time we synchronize with that source — which for most sources is daily. You may also contact us at support@olympiatrack.com and we will consider what we can reasonably do within the Service.

7. Cookies, Tracking, and Do-Not-Track

We and Auth0 use cookies and browser storage that are strictly necessary to authenticate you, keep you signed in, and secure the Service. We also use your browser's local storage to remember how you first found the Service (Section 2.2) so it can be attached to your Account if you register.

We also collect first-party usage analytics as described in Section 2.2. These do not rely on cookies, are not shared with advertising networks or third-party analytics providers, and are not used for cross-site or cross-service tracking — they record only how the Service itself is used, by a signed-in Account.

Do Not Track and Global Privacy Control. Some browsers can send a "Do Not Track" (DNT) signal, and some send a "Global Privacy Control" (GPC) signal. The Service does not respond differently to DNT or GPC signals. The reason is that there is nothing for them to turn off here: we do not track you across other companies' websites or over time, we do not sell or share personal information, and we do not engage in cross-context behavioral advertising.

We do not currently use third-party advertising cookies or non-essential cookies. If we introduce any, we will update this Policy and provide any legally required notice or consent controls.

8. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, which may include the right to: access the information we hold about you; correct inaccurate information; delete your information; obtain a copy/export of your information; and opt out of certain processing. Washington does not currently have a comprehensive consumer-privacy statute of general application, but residents of certain other states may have such rights, and we honor applicable rights requests regardless of whether we are legally required to.

To exercise any right, contact us at support@olympiatrack.com. We will respond as required by applicable law. We will not discriminate against you for exercising your rights.

You can also directly: edit or delete Your Content within the Service; manage notification and calendar-sync opt-ins and regenerate or disable your calendar-feed token; export your lists and logs; and manage or cancel your subscription through the billing portal. There is not currently a self-serve button that deletes your entire Account — email us and we will do it, and we will confirm when it is done.

9. Data Retention

We retain your account information and Your Content for as long as your Account is active and as needed to provide the Service. We may retain certain information after Account closure as necessary to comply with legal, tax, and accounting obligations, resolve disputes, prevent fraud and abuse, and enforce our agreements. Cached AI Output and aggregated public data may be retained and are not personal to you. Backups and logs may persist for a limited period under our providers' standard retention.

Some records are limited by design rather than by request:

• Usage analytics are deleted after 90 days.
• Diagnostic and error records are deleted 90 days after the problem they describe is marked resolved. A problem that is still unresolved is kept until it is, because deleting the record of a fault nobody has fixed does not fix it.
• AI feature-usage counters are deleted after 30 days.
• Draft documents are pruned automatically so that only your most recent drafts for a given bill are kept.
• Documents you upload for summarization are not stored at all.
• The in-app activity feed keeps only your most recent entries.

If your Account is deleted, analytics records and diagnostic records are disassociated from it.

10. Data Security

We rely on reputable providers and reasonable technical and organizational measures to protect information, including: authentication managed by a specialized identity provider (Auth0); payment-card data handled directly by a PCI-compliant processor (Stripe) so that card numbers do not touch our systems; encryption of data in transit (HTTPS); and access controls on our hosted database. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential. If we become aware of a breach affecting your information, we will notify you and the authorities as required by applicable law, including RCW 19.255.

11. Data Location, Children, and Email

• Location. The Service and its providers are operated in the United States. The Service is intended for users in the United States and is not offered to individuals in the European Economic Area or the United Kingdom. If you access the Service from outside the U.S., you understand your information will be processed in the U.S.
• Children. The Service is intended for professional and business use by adults and is not directed to, and we do not knowingly collect personal information from, anyone under 18. If we learn we have collected such information, we will delete it.
• Service and billing email. Messages that are part of the Service — alerts you opted into, receipts, renewal reminders, and other billing or account notices — are transactional and are sent for as long as you have an Account or a subscription.
• Marketing email. Any commercial email we send will identify itself as such, will include a working unsubscribe mechanism and our postal address, and will comply with applicable law including CAN-SPAM.

12. Changes to This Policy

We may update this Policy from time to time. When we do, we will post the updated Policy with a new "Last updated" date and, where appropriate, notify you within the Service.

If we make a material change — for example, collecting a new category of information, using your information for a materially new purpose, or sharing it with a new kind of recipient — we will notify you and ask you to accept the updated Policy before you continue using the Service.

We will not apply a materially changed Policy retroactively to information we already collected under an earlier version without your consent.

13. Contact

To contact us about privacy or to exercise your rights:

Collin's Software LLC (d/b/a OlympiaTrack) support@olympiatrack.com