Railway Engineering Solutions Pty Ltd (ACN 647 587 326) (RES, we, us orour) provides Trax, including its web, mobile, desktop and Model Context Protocol (MCP) connector services. This policy explains how we collect, hold, use and disclose personal information.
1. Information we collect and hold
Depending on how you and your organisation use Trax, this may include:
- account and contact details, such as your name, email address, organisation, role and authentication identifiers;
- project content, such as asset and cable records, documents, photos, comments, issues, work logs, forms, signatures and work instructions;
- location information attached to project records or media, including precise coordinates where your organisation collects them;
- activity, audit and technical information, such as actions taken, device and browser details, IP address, timestamps, diagnostics and security logs; and
- support messages and feedback that you choose to send, including a quote from your conversation only when you expressly approve its inclusion.
Project content may contain personal or sensitive information entered by your organisation. Your organisation controls what it collects in Trax and is responsible for having an appropriate basis to do so.
2. How we collect information
We collect information directly from you when you create an account, use Trax, connect an AI service, submit project content, or contact us. We also receive information from your organisation, authorised team members, devices and browsers, and service providers that support authentication, hosting, security and delivery.
3. Why we use information
We use personal information to:
- provide, operate and support Trax and its connector;
- authenticate users and enforce project and role permissions;
- store, synchronise, search and report on authorised project records;
- secure the Services, investigate incidents and maintain audit trails;
- respond to support requests and approved product feedback;
- improve reliability and functionality using aggregated diagnostics; and
- meet contractual and legal obligations.
4. How the AI connector handles data
A company administrator must actively enable AI connectors before any user can connect a project. The connector then uses OAuth to act as the signed-in Trax user. The user selects the projects it may access and chooses either a read-only or read/write connection. This does not give the AI service tenant-wide access: every request remains limited by the user’s existing Trax project membership, roles and record permissions, as well as the projects selected for that connection.
Depending on the request and access mode, the connector can read records such as assets, cables, defects and issues, forms and data-capture records, documents, work instructions, work logs, comments, photos, video, map layers and features, and precise GPS, GNSS or RTK metadata attached to records or media. A read/write connection can also create or change supported records, including attachments and location data. Trax sends only the data needed to answer the authorised tool request, but that data can include identifiers, project text, files, work history and precise locations.
OAuth access tokens expire after one hour. Refresh tokens use a rolling 30-day expiry, so an actively used connection can remain connected; Trax stores cryptographic token hashes rather than the bearer tokens themselves. The user can remove or disconnect Trax in the AI service. A company administrator can disable AI connectors for the company in Trax, which blocks OAuth-backed MCP access to all of its projects and prevents an old session from becoming valid again if access is later re-enabled. Removing a user’s underlying Trax access also prevents the connector from bypassing that change.
RES logs MCP call metadata for security, support and audit, including the user and session identifiers, tool name, project identifier where supplied, timestamp, outcome and duration. Those audit events do not include the tool arguments or returned project content. The connected AI provider separately receives and processes request context and Trax results under its own product terms, privacy policy, account plan and settings.
We do not silently submit conversation content as product feedback. The connector asks for your approval before sending feedback and separately asks before including a verbatim quote.
5. Who we disclose information to
We may disclose information to:
- your organisation and users it authorises;
- providers that host, secure and support Trax, including Google Cloud and Firebase;
- an AI provider you or your organisation connects, such as OpenAI or Anthropic, when it makes an authorised connector request;
- professional advisers and business service providers where necessary;
- authorities or other parties where required by law or reasonably necessary to protect rights, safety or security; and
- a successor in a merger, acquisition or reorganisation, subject to appropriate safeguards.
We do not sell personal information.
6. Overseas processing
Some service providers and connected AI providers process information outside Australia. In particular, connector data may be disclosed to and processed in the United States by a connected provider such as OpenAI or Anthropic, and may also be processed in other countries where that provider or its subprocessors operate. Those locations may change with the provider’s infrastructure and subprocessor list. In accordance with Australian Privacy Principle 8, we take reasonable steps to use providers and contractual protections appropriate to the information and service involved. Your organisation should also assess whether its contract, project or government requirements permit the selected provider and processing locations.
7. Storage, security and retention
We use access controls, encryption in transit, security monitoring and other technical and organisational safeguards designed to protect information. No system is completely secure.
We retain account and project information for as long as needed to provide Trax to your organisation, satisfy its configured records requirements, and meet contractual, security and legal obligations. Temporary authorisation records, operational logs and support records are retained only as long as reasonably needed for their purpose, then deleted or de-identified where practicable.
AI-provider training and retention are not described as “no training” or “no retention” because they depend on the provider product, commercial terms, account settings, feedback choices and legal or safety exceptions. As at this policy’s effective date, OpenAI states that business and API data is not used to train models by default unless the customer opts in, while consumer product settings may differ; its API abuse-monitoring logs may retain prompts and responses for up to 30 days, and some features keep application state for longer according to their settings. Anthropic states that commercial API and Claude for Work data is not used to train models by default unless the customer participates in an opt-in programme or submits feedback; Anthropic API inputs and outputs are generally deleted from its backend within 30 days, subject to legal, safety, feedback, product and contractual exceptions, while Claude for Work retention depends on the product and organisation settings. Review the currentOpenAI data controls andAnthropic commercial training guidance andAnthropic retention guidance, together with the terms and settings that apply to your account, before connecting.
Deleting, changing or disabling a record in Trax stops or changes future connector retrieval, but does not retract a copy that was already sent to an AI conversation, provider log or other authorised destination. Deletion from those destinations is governed by the provider’s controls and retention terms.
8. Access, correction and choices
You can update some information in Trax or ask your organisation’s Trax administrator to do so. You may also ask RES to access or correct personal information we hold about you. We may need to verify your identity and may decline a request where permitted by law, explaining why.
You can disconnect Trax in the AI service, re-authorise with fewer projects, choose read-only access, and decline optional feedback or quote collection. A company administrator can disable AI connectors for the whole company in Trax. Contact your company administrator or RES if you cannot access the relevant control or need help investigating connector audit events.
9. Privacy questions and complaints
Contact us through our contact form with “Privacy” in the message. Please include enough detail for us to investigate. We will acknowledge and respond within a reasonable period. If you are not satisfied, you may contact the Office of the Australian Information Commissioner atoaic.gov.au.
10. Changes to this policy
We may update this policy as Trax, our providers or legal requirements change. We will publish the current version here and update the effective date. We will give additional notice of material changes where appropriate.