Security & Data Protection

Data Security #

Trackberry’s security measures include:

• Encryption in transit — All connections use TLS/SSL encryption
• Encryption at rest — All stored data and backups are encrypted
• Passwordless authentication — No passwords to steal or leak. Sign-in links expire after 20 minutes, and one address can request at most 5 every 15 minutes
• Role-based access — Granular permissions (owner, admin, member, viewer) control what users can see and do. Viewers see everything a Member sees but can’t change anything. Changing settings, billing, invitations and webhooks is admin-only. Members can create their own API tokens; Viewers can’t
• Upload security checks — Every uploaded or emailed file is checked, including a virus scan, before Trackberry reads it. Files that fail are blocked (see below)

Your Account #

Your email address is how you sign in, so changing it needs a confirmation link sent to the new address, valid for 24 hours. A notice goes to your old address once the change goes through. You can see the phones signed in to the Trackberry app and sign out a lost one, and you can delete your account yourself. See Your Account.

Uploaded Files #

Before Trackberry reads a document, it checks the file’s type, size and name, and whether its contents match the type it claims. Then it scans the file for viruses.

A file that fails any of these checks is blocked. It is never read or sent for data extraction, and Trackberry won’t serve it for download, in the app or on a public tracking page. Hover the document’s label to see the reason. The label is one of these:

• Blocked — failed security checks
• Infected — quarantined

If a scan can’t run, for example because the virus scanner is unavailable, the file is not blocked. It is processed as normal, so an outage on our side doesn’t stop your documents being read, but it has no virus scan result.

API Tokens and Connected Apps #

API tokens give a script or another system access to one organization. A token reads by default. One created as “Read and write” can also make and revoke customer tracking links and upload documents for Trackberry to read. Nothing in the API can approve or edit a shipment.

• A token starts with tb_, and it is shown once, when you create it. Trackberry stores only a fingerprint of it (a hash), so nobody can show it to you again.
• It expires when you choose (30 days, 90 days, 1 year, or never). Click Revoke under Organization settings → API & webhooks to stop it immediately.
• Each member can hold up to 10 live tokens per organization.
• A token stops working when its owner leaves the organization or is removed.

AI assistants connected through Connect to Trackberry (see Connect Trackberry to your AI assistant) are listed under Connected apps on the same page. Each connection reads one organization and can’t change anything. Click Disconnect to end it. Members see their own tokens and apps; admins and owners see and can revoke everyone’s in the organization. Token creation and revocation, and app approvals and disconnections, are recorded in the organization’s Activity Log, which admins can open from Organization settings → Team & activity.

Webhooks #

Webhooks let Trackberry call your own system when something changes.

• Every request is signed with an HMAC-SHA256 signature, following the Standard Webhooks specification, using a secret that belongs to that endpoint alone. Choose Roll secret to replace it; the old one stops working immediately.
• Endpoints must use HTTPS. Addresses that resolve to private or internal networks are refused, when you save the endpoint and before every delivery.
• Trackberry never follows redirects, so a delivery can’t be bounced somewhere you didn’t choose.

Verified Senders #

Anyone can write any From address on an email, so an admin can make Trackberry check it. Under Organization settings → Email intake → Security, the Require verified senders switch holds mail from a known sender (a team member or an approved sender) unless it proves it came from that sender’s domain, with a DKIM signature or an SPF pass. The page lists the senders whose recent mail failed that check and why, and an admin can add an exception for an approved sender whose mail can’t be signed, which makes Trackberry accept their unsigned mail. Held emails wait in the shipment’s messages with a Trust this email action. See Receiving Documents by Email.

Public Tracking Links #

A public tracking link identifies the shipment by a long random token, not a sequential number. Someone holding one link can’t guess the links to your other shipments.

You can also make a separate customer link for each customer. Each can be revoked on its own, and revoking it also unsubscribes the people who signed up for updates through it. Customer links show no documents unless an admin picks the document types under Documents on customer links. An admin can reset a shipment’s general public link, which stops the old one working. In Organization settings → Public tracking you can also list the websites allowed to embed the tracking page; every other site is blocked. See Public tracking pages.

Data Residency #

All data is stored in the European Union:

• Files (packing lists, documents, certificates) are stored on Hetzner Object Storage in Germany
• Database is hosted on a dedicated server in the EU
• Backups are stored on Hetzner Object Storage in Germany

This ensures compliance with EU data protection regulations (GDPR).

Backups #

Trackberry runs automated daily backups to protect your data:

• Database backups run every day at 3:00 AM UTC
• Backups are encrypted using AES-256 encryption before being stored
• Redundant storage — uploaded documents are held in object storage with redundancy, so the loss of any single disk doesn’t lose a document

Retention Policy #

Automated Monitoring #

Backup integrity is verified automatically every day. If a backup is missing or appears corrupted, our team is alerted immediately.

File Storage #

All documents you upload to Trackberry (packing lists, quality certificates, invoices, and other files) are stored securely on Hetzner Object Storage, an S3-compatible cloud storage service hosted in Germany.

Files are stored redundantly. Any file that passed the security checks can be downloaded at any time from your shipment pages.

Data Export #

You can download any document you’ve uploaded directly from the shipment detail page. You can also export shipment data for your ERP system using the Export button, or set up a direct API or UI automation integration. See the Exporting Data & ERP Integration guide for details.

To take many documents at once, download them as a zip from the Document Library. To read shipment data and extracted document fields from your own systems, use the Trackberry API.