Privacy Policy
Last updated October 23, 2026
Tracewell is a counter system that stores use to run coin-operated amusement machine (COAM) game rooms, provided by Tracewell (“we”). This policy explains what information Tracewell holds, why, and what choices people have. Questions go to admin@tracewellpos.com.
Who decides what is collected
Stores use Tracewell to keep their own records. A store decides which players to register and what to enter about them, and we hold that information on the store’s behalf. Each store’s players and records are kept separate from every other store’s.
What Tracewell holds
About players, entered by store staff at the counter:
- Full name, mobile phone number, date of birth, and email address if given
- A photo taken at the counter, if the store takes one
- The wallet card number, wallet balance, and the history of credits and redemptions
- Photos and codes of win slips, and which machine a player was using
About stores:
- Store name, license number, time zone and billing email
- The store login (the password is stored only as a one-way hash) and the names of the store’s counters
- Machine reports, daily reports and their photos, period and drawer records
- A record of actions taken in Tracewell, with the time and the IP address they came from
- Subscription status. Card details are entered on Stripe’s payment page; we never see or store card numbers.
On this website: no cookies, no analytics and no advertising. Our hosting provider keeps standard server logs, such as the IP address and time of a request, for security and troubleshooting.
How it is used
- To run Tracewell for the store: player wallets, win slips, redemptions, reports and the ledger
- To keep accurate, tamper-evident records that the store may need for compliance reviews
- To keep Tracewell secure and to investigate misuse
- To bill stores for their subscription and to answer support requests
We do not sell personal information, use it for advertising, or share it with other stores.
Who else handles it
We use these service providers, who handle information only to provide their service to us:
- Render: hosting of the Tracewell server and database, in the United States
- Cloudflare: storage of photos and backups, and our website’s domain
- Stripe: store subscription payments
- Zoho: our business email
We may disclose information when the law requires it, or to protect against fraud or misuse. Stores may share their own records with regulators, such as the Georgia Lottery Corporation, under their own obligations.
How long it is kept
Information is kept while the store uses Tracewell. Ledger and audit records can’t be edited or removed, because they are the store’s financial and compliance record. Backups are made every night and each one is kept for 30 days. When a store stops using Tracewell, it can ask for a copy of its data and for its players’ personal details to be deleted.
Players’ choices
A player can ask to see, correct or delete their personal information, through the store or by emailing us. When personal details are deleted, the name, phone number, date of birth, email and photo are removed; the money records stay, so the store’s books still balance, but they no longer identify the player. The deleted details drop out of our backups within 30 days. We respond to requests within 30 days.
Age
Tracewell is for adults. It doesn’t accept players under 18.
Security
Tracewell uses encrypted connections, private storage for photos, one-way hashing for passwords, and 2-step sign-in for our own access. Every action is recorded in an audit log. No system is perfectly secure; if a breach affects a store’s information, we will tell the store as the law requires.
Changes
We’ll post any changes here with a new date, and email stores about significant ones.
Contact
Tracewell · admin@tracewellpos.com