Privacy Policy

Last updated: August 22, 2026

This Privacy Policy explains how PtahCast, operated by Theo van Stratum ("PtahCast," "we," "us," or "our"), collects, uses, and protects information. It covers two different things people sometimes mix up, so we've split them out below: visiting our website at ptahcast.com, and using the PtahCast application at app.ptahcast.com (including as an agency team member or as a client accessing a report through the client portal).

1. If You're Just Visiting Our Website

Our marketing site (the pages this policy lives on) uses Google Analytics to understand how visitors use the site — which pages get read, roughly where visitors are coming from, and general device/browser information. Google Analytics sets first-party cookies to do this; see Section 5 below for more on cookies, and Google's own Privacy Policy for how Google handles this data. We don't run any advertising pixels or sell website visitor data to anyone.

If you fill out a contact form or email us from the website, we use whatever you send us (your email address, name if given, and message) to respond to you — nothing more.

2. If You Use the PtahCast Application

Agency team accounts. When your agency signs up, we collect the account holder's and team members' name, email address, and a securely hashed password (we never store passwords in plain text). We also collect your billing address if you provide one, for invoicing purposes.

Client portal accounts. If your agency invites one of your clients into the client portal, we collect that person's name and email address, which is used only to send the one-time login link and any reports your agency chooses to share with them.

Content you and your team enter. This includes ticket titles and descriptions, board and workflow data, throughput history, forecasts, comments, notes, and any file attachments you upload. If your agency chooses to enter information about your own clients — names, contact details, or anything else — we process that on your instructions, as described in Section 3.

Usage and technical data. Like most web applications, we log technical information needed to operate and secure the Service — things like IP address, browser type, timestamps, and error logs.

3. When You're a Client of One of Our Agency Customers

If you're receiving a PtahCast report or client-portal login from an agency you work with, that agency is the one who decided to enter your information into PtahCast — they control that relationship, not us. We process that information only on the agency's instructions, to provide the Service to them (for example, generating and sending you a report). If you have questions about why your information is in PtahCast, or want it corrected or removed, the fastest path is to ask the agency directly — we'll support their request if they ask us to act on it.

4. How We Use Information

We use the information described above to: provide and operate the Service (running forecasts, rendering boards and reports, authenticating logins); send transactional email through Postmark, our email delivery provider (account verification, team invites, magic-link logins, report links, invoices, and password resets); generate invoices and manage billing; respond to support requests; maintain the security and integrity of the Service; and understand how our website and product are used so we can improve them. We do not sell personal information, and we do not use Customer Data (the data you or your clients put into the product) to train any model or for any purpose beyond providing the Service to you.

5. Cookies

Our website uses cookies set by Google Analytics to measure site usage, as described in Section 1. When you first visit, you'll see a short notice about this. You can control or delete cookies through your browser's settings, and you can opt out of Google Analytics specifically using Google's browser opt-out add-on. The PtahCast application itself uses a small number of strictly necessary cookies/local storage to keep you logged in and remember your session — these aren't tracking cookies and can't be disabled without breaking login.

6. Who We Share Information With

We don't sell your information, and we don't share it with other Tenants/agencies on PtahCast. We do share information with a small number of service providers who help us run the Service, under agreements that limit them to using it only to provide their service to us:

Postmark — sends transactional email on our behalf (account verification, invites, magic links, reports, invoices).
Our hosting/infrastructure provider — hosts the application and database that store your data.

We may also disclose information if required by law, to enforce our Terms of Service, or to protect the rights, property, or safety of PtahCast, our customers, or others. If PtahCast is ever acquired or merges with another company, customer information may transfer as part of that transaction, subject to this policy or a comparable one.

7. Data Retention

We retain account and Customer Data for as long as your subscription is active, so the Service keeps working the way you expect. If your account is cancelled or terminated, we retain your data for a limited period afterward in case you want to export it or reactivate, after which it's deleted from our production systems (backups age out on their own separate schedule). If you'd like your data deleted sooner, or exported before deletion, email us and we'll take care of it.

8. Data Security

PtahCast is built as a multi-tenant system with application-level data isolation between Tenants and between each Tenant's individual Clients — no query in the product returns data across that boundary. Passwords are hashed, not stored in plain text, and data is encrypted in transit. No system is perfectly secure, and we can't guarantee absolute security, but we take reasonable, industry-standard steps to protect the information in our care and to keep improving on that over time.

9. International Data

PtahCast is operated from the Philippines, and our infrastructure providers may process or store data in the Philippines or elsewhere. By using the Service, you understand your information may be processed outside the country where you or your clients are located. We take reasonable steps to protect information regardless of where it's processed.

10. Your Rights

Depending on where you're located, you may have rights to access, correct, export, or request deletion of your personal information — for example, under the Philippine Data Privacy Act (Republic Act No. 10173) if you're in the Philippines, or under comparable laws elsewhere (such as the GDPR in the EU/UK, or state privacy laws in the US). To exercise any of these rights, email us at the address below; if you're a client of one of our agency customers rather than an agency account holder yourself, see Section 3. We'll respond within a reasonable time and in line with applicable law.

11. Children's Privacy

PtahCast is a business tool intended for use by agencies, dev shops, and their professional staff and clients. It isn't directed at, and we don't knowingly collect information from, children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make a material change, we'll give you reasonable notice (for example, by email or an in-app notice) before it takes effect. The "Last updated" date at the top of this page always reflects the current version.

13. Contact

Questions about this Privacy Policy, or want to exercise a data right described above? Email theo@ptahcast.com.