Privacy Policy

Last updated: November 3, 2026

ServiceTrack is a product of Principal Faculty Services ("we", "us"). This policy explains what we collect, how we use it, and the choices you have. We built ServiceTrack for faculty, and we treat your data as yours.

Who this policy covers

This policy applies to professors and other users who create a ServiceTrack account and use the application.

What we collect

We collect account information you provide at sign up, including your name, university email, university, academic rank, department, field, and promotion goal. We also collect service records that you generate from calendar data and review and confirm. We also store anything you choose to add yourself, such as your years in rank, your role on an activity, requests you declined, notes and criteria you provide for your statements, and feedback on your statements.

Documents you upload

You can upload your CV, your institution's promotion, tenure, or annual review criteria, past statements and annual reviews, funding calls for grants you are considering, and files that support an activity, such as an agenda or a program. Uploaded files are stored privately in your account, and only you can open them.

When you ask us to read a CV or a criteria document, its text is sent to Anthropic to find the entries or the relevant criteria, and you review every entry before it is used. Contact details in your CV, such as your address and phone number, are not kept as entries, and advising is recorded by role and level, never by student name. Past statements are used only to match your writing style. When you add a publication by DOI or ORCID iD, we look it up in the public Crossref or ORCID records.

When you upload a funding call, its text is sent to Anthropic to find the deadlines, eligibility rules, and requirements. Each item is shown with the words it came from so you can check it. If you confirm a deadline and leave reminders on, we email you 30, 14, 7, and 2 days before it, and you can turn reminders off for any grant on the Grants page.

Please do not upload student records, confidential letters of evaluation, or other people's personal information. You can delete any uploaded file at any time, and all uploaded files are deleted when you delete your account.

What we collect from your calendar

We read event data from your Google Calendar only with your permission. We store only the event title, description, start time, and end time. We do not read or store attendee lists, guest email addresses, meeting links, or attachments.

How we minimise personal information

Before any calendar event is saved, we automatically remove email addresses and phone numbers from event titles and descriptions. Appointment scheduling events that arrive titled with an invitee's name are saved as "booked: student appointment", with the name removed.

ServiceTrack does not need to know who attended a meeting in order to count your service. Generated statements refer to advisees and mentees by role and never name students.

How we access your Google Calendar

When you connect Google Calendar, you grant read-only access. We read event titles, descriptions, and start and end times so that categorization can classify them. Your first sync reads the last 365 days, so that your existing service record can be brought in. After that, each sync reads only the last 60 days, which is what is needed to pick up new events. We cannot and do not create, edit, delete, or post anything to your calendar. We request the minimum access needed to do this classification.

Event titles and descriptions are sent to Anthropic, an external AI provider, to classify which events represent academic service. Anthropic processes this data to return the classification and does not use it to train models. This happens during categorization only.

Automatic weekly sync is optional and off by default. You turn it on yourself from the calendar page, and you can turn it off at any time from the same place. If you turn it on, ServiceTrack stores a Google refresh token for your account. This is a credential that allows ServiceTrack to read your calendar when you are not signed in. It is stored only so the weekly sync can run on your behalf. That credential is not readable by the application or by other users. It is used only by the scheduled sync process, and it is deleted when you delete your account.

When automatic sync is on, ServiceTrack syncs your calendar every Friday at 4:30 PM in your local timezone and sends you an email. The email says how many new events are waiting to be reviewed, or that there is nothing new. Automatic sync only imports events. It does not categorize them. Categorization, which is when non-service events are set aside, still happens only when you choose to run it. Events identified as non-service wait for you in the "Not counted as service" panel for 7 days, so nothing is lost if you do not review straight away.

If the Google credential stops working, for example because you change your Google password or remove ServiceTrack's access, automatic sync switches itself off and no further syncing occurs until you reconnect.

How we use your data

We use your data to provide ServiceTrack's features: categorizing your service, letting you review and confirm records, keeping your profile and CV, tracking your grants, and generating documents such as promotion cases and annual reviews at your request. We do not use your data for advertising.

We also use how you review and correct your entries to improve the accuracy of categorization. This never includes the text of your calendar events, and it is deleted with your account.

AI processing

Event titles and descriptions are sent to Anthropic during categorization. When you generate documents such as promotion cases or annual reviews, the service records used in that document are also sent to Anthropic. Anthropic processes this data to return the result and does not use it to train models. This processing happens only when you initiate it. Calendar data sent for AI classification is subject to Google's Limited Use requirements. ServiceTrack's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

ServiceTrack does not use Google user data, including data from Google Calendar, to develop, improve, or train generalized or non-personalized artificial intelligence or machine learning models. When event data or service records are sent to Anthropic to provide a feature you request, that transfer is not for training generalized AI or machine learning models. The use of raw or derived user data received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data isolation

Your data is protected by per-account access controls. Other users of ServiceTrack cannot access your records. Your account can only access your own data.

Your choices and control

You can edit or delete any service record at any time. You can disconnect your calendar. You can delete your account yourself at any time from your account page. See Deleting your account below for details.

How long we keep things

We retain your confirmed service records and account information for as long as your account is active, or until you delete them or your account.

Events that are not counted as academic service are held for 7 days so you can review the decision, and are then permanently deleted. Events that are never categorized are deleted automatically after 15 days.

Deleting your account

You can delete your account at any time from your account page. Deleting revokes ServiceTrack's access to your Google account, and permanently removes your profile, service records, uploaded files, and calendar data. This deletion is immediate and cannot be undone.

Who else processes your data

Supabase hosts our database and authentication. Anthropic processes event titles and descriptions to generate categorizations and statements. Anthropic also reads CVs, criteria documents, and funding calls when you ask us to. Crossref and ORCID are used only to look up publications you add by DOI or ORCID iD. Resend delivers emails such as sign-in messages, weekly sync summaries, and grant deadline reminders. Google provides calendar access only with your permission.

Student information and your university's rules

ServiceTrack is designed so that you do not need to store information about students in order to record your service. We remove contact details automatically, and we do not ask for student names.

Your calendar is your own, and you decide what to sync. You are responsible for following your university's policies on student information, including any rules your institution has about using outside software with records relating to students. Some universities require approval before faculty use a third party service in connection with their teaching or advising. If you are unsure, ask your department or your university's privacy office before connecting your calendar.

If an event on your calendar contains information you would rather we did not hold, you can delete it from your ServiceTrack record at any time, and anything we do not count as service is deleted automatically after 7 days.

Contact

Questions about this policy can be sent to support@principalfacultyservices.com.