Terms of Service

Tracevane is a tool for documenting work. You log entries as you go with photos, voice notes, hours and milestones. Each entry is stamped with the time our server received it. You can share a read-only link so a client can follow along, and turn that history into an invoice record.

We are a record-keeping tool. We do not process payments, provide legal or accounting advice, or take part in disputes between you and your clients.

• You need to be at least 18 and able to enter a contract where you live.
• Use real details, and keep your password to yourself. Anything done from your account is treated as done by you.
• One account is for one person or business. Sharing login details with a team is not supported.
• Tell us as soon as you think someone else has access to your account.

You keep ownership of everything you upload: photos, audio, transcripts, notes, client details and invoice records. You give us permission to store it and show it to the people you share links with, which is what makes the product work. We do not use your content to advertise, and we do not sell it.

Don’t upload anything unlawful, or anything you don’t have the right to share. We can remove content or close an account that breaks this.

A client link is a long, unguessable web address. Anyone who has it can see that project’s entries without logging in, so treat it like a key. Only share it with people you want reading it, and don’t put anything in an entry that you wouldn’t want that audience to see.

You can revoke a link at any time from the project, which stops it working immediately.

Timestamps come from our server, not your device, and they can’t be changed afterwards. If you edit an entry, the earlier version is kept and the entry is marked as edited. If you record that an entry happened earlier than when you saved it, that is shown too. This is deliberate: a record that can be quietly rewritten is not worth much to you or your client.

The same applies to the job itself. Changing a project’s title, client, scope, rate, price, budget, currency or start date keeps the version it replaced, and your client’s link shows that it was edited, when, and what it said before. Your client agreed to those terms, so a later change to them is theirs to see.

Marking a project complete is final, and we ask you to confirm before it happens. A completed project takes no further entries, and its details can no longer be edited by you or by us; it also can’t be set back to active. That is what makes an invoice raised from it worth trusting: the figures behind it can no longer move. It stays readable, exportable and invoiceable, and its client link keeps working. If more work on the job is possible, pause it instead.

An invoice can only be raised on a completed project. If the job is still open when you invoice it, we complete it first and tell you so before you confirm.

Issuing takes a copy of the figures and the log as they stand at that moment and seals it with a SHA-256 fingerprint printed on the document. Nothing on an issued invoice changes afterwards, including if you later edit your business details. If it’s wrong, void it and issue a new one; the voided copy stays on record and is marked void wherever it’s opened.

The invoice is a record of work and what it comes to. It is not a tax document, and we don’t calculate tax for you. Anything you need to add for your jurisdiction, such as a tax number or VAT, is yours to put in your business details and terms. Payment happens directly between you and your client; Tracevane never handles the money.

• The free plan limits how many new projects you can start in a calendar month, carries Tracevane branding on shared pages, and keeps uploaded media for a shorter period. Projects already under way are never limited or closed by your plan.
• Pro is a subscription, billed monthly or yearly through Stripe. Stripe handles card details; we never see them.
• Cancel whenever you like. Your plan stays active until the end of the period you've paid for.
• If a payment fails and stays unpaid, the account goes back to the free plan. Nothing you have logged is deleted or locked; the monthly limit on starting new projects simply applies again.
• Prices can change. We'll tell you before a change affects a renewal.
• Refunds, including the 14-day window on a first payment, are covered by our Refund and Cancellation Policy.

When you record a voice note, the audio is sent to a speech-to-text provider to produce a transcript, then stored alongside the original recording. Transcripts are machine-generated and will sometimes get words wrong, so read them before relying on them. The original audio is always kept so you can check.

Please don’t:

• Try to reach data that isn't yours, or probe the service for weaknesses without asking us first.
• Automate the service in ways that put unreasonable load on it, or resell access to it.
• Upload malware, or use Tracevane to harass anyone.

We work to keep Tracevane up and your data intact, but no service is perfect. Tracevane is provided as it is, without warranties beyond those the law gives you. Features can change, and occasionally maintenance means short interruptions.

Keep your own copies of anything you can’t afford to lose. You can export a project’s log to CSV at any time.

You can delete your account whenever you want, which removes your projects, entries and uploaded media. We can suspend or close an account that breaks these terms, and we’ll explain why unless the law stops us.

As far as the law allows, Tracevane isn’t liable for lost profits, lost work, or indirect losses. Where liability can’t be excluded, it is limited to what you paid us in the twelve months before the problem arose. Nothing here removes rights you have as a consumer that can’t be waived.

If we make a meaningful change we’ll update the date at the top and let account holders know by email or in the app. Carrying on using Tracevane after that means you accept the new version.

Questions about these terms: support@tracevane.com. See also our Privacy Policy.