Cookie Policy
This policy explains what cookies are, which ones we use, why we use them, and how you can control them.
Summary: We use strictly necessary cookies to make the platform work, and optional analytics cookies to improve it. We do not use advertising or tracking cookies. You can manage your preferences at any time.
1. What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They allow the site to remember your actions and preferences over time, so you don't have to re-enter information each time you visit or navigate between pages.
Similar technologies include:
- Local storage: Browser-side key-value store used for session tokens and user preferences.
- Session storage: Like local storage, but cleared when the browser tab closes.
- Pixels / web beacons: Tiny image files that detect whether an email has been opened or a page has been visited.
This policy covers cookies and all similar technologies collectively.
2. Cookies We Use
2.1 Strictly Necessary Cookies
These cookies are essential for the platform to function. Without them, you cannot log in, access your workspace, or use secure features. They cannot be disabled.
| Name | Purpose | Duration |
|---|---|---|
ventrace_access_token | Authenticates your session with the API (stored in localStorage) | Session / 1 hour |
ventrace_tenant_token | Identifies which tenant workspace you are accessing | Session / 1 hour |
csrf_token | Prevents cross-site request forgery attacks on form submissions | Session |
__Secure-next-auth.session-token | Next.js session cookie for SSO authentication flows | 30 days |
2.2 Functional Cookies
These cookies remember your preferences and settings so you don't have to reconfigure them on each visit.
| Name | Purpose | Duration |
|---|---|---|
ventrace_theme | Stores your UI theme preference (dark/light mode) | 1 year |
ventrace_sidebar | Remembers sidebar collapsed/expanded state | 1 year |
ventrace_lang | Stores your language/locale preference | 1 year |
ventrace_cookie_consent | Records your cookie consent preferences | 1 year |
2.3 Analytics Cookies
With your consent, we use analytics cookies to understand how users interact with the platform, which features are most used, and where we can improve. This data is aggregated and anonymised — we cannot identify individual users from analytics data.
| Provider | Cookie Name | Purpose | Duration |
|---|---|---|---|
| PostHog | ph_* | Product analytics: page views, feature usage, funnel analysis | 1 year |
| PostHog | ph_session_* | Session replay for UX debugging (no sensitive fields recorded) | Session |
Analytics cookies are only set after you provide consent via the cookie banner. You may withdraw consent at any time — see Your Choices.
2.4 Marketing Cookies
We do not use advertising cookies, remarketing cookies, or any technology that tracks you across third-party websites for advertising purposes.
3. Third-Party Cookies
Some features on the Ventrace platform embed content from or communicate with third-party services. These services may set their own cookies subject to their own privacy policies.
| Service | Purpose | Privacy Policy |
|---|---|---|
| Stripe | Payment processing — billing and subscription management | stripe.com/privacy |
| Intercom | In-app support chat widget (if enabled for your account) | intercom.com/legal/privacy |
| Google (Fonts/APIs) | Serving web fonts — no tracking cookies are set by Google Fonts | policies.google.com/privacy |
We do not control these third-party cookies. Please refer to the respective privacy policies listed above to understand how they are used.
4. Your Choices
4.1 Cookie Consent Banner
When you first visit the Ventrace website or platform, a cookie consent banner will appear. You can accept all cookies, reject optional cookies, or customise your preferences by category. Your choice is stored in the ventrace_cookie_consent cookie and applied on subsequent visits.
To change your preferences at any time, click the Cookie Settings link in the footer of any page, or contact privacy@ventracehq.com.
4.2 Browser Controls
All major browsers allow you to control cookies through their settings. Common options include blocking all cookies, blocking third-party cookies only, or clearing cookies on browser close. Note that blocking strictly necessary cookies will prevent you from logging into the Ventrace platform.
- Chrome: Settings → Privacy and security → Cookies and other site data
- Firefox: Settings → Privacy & Security → Cookies and Site Data
- Safari: Preferences → Privacy → Manage Website Data
- Edge: Settings → Cookies and site permissions → Manage and delete cookies
4.3 Opt Out of Analytics
You can opt out of PostHog analytics at any time by:
- Withdrawing analytics consent via the Cookie Settings panel
- Installing a browser extension such as uBlock Origin or Privacy Badger
- Contacting us at privacy@ventracehq.com
5. Do Not Track
Some browsers offer a "Do Not Track" (DNT) signal that instructs websites not to track your browsing activity. Currently, there is no universally accepted standard for how websites should respond to DNT signals. Ventrace does not currently respond to DNT signals, but does not use advertising tracking regardless.
6. Policy Changes
We may update this Cookie Policy from time to time to reflect changes in our use of cookies or applicable law. Material changes will be communicated via the cookie consent banner, email, or in-platform notification at least 30 days before they take effect. The "Last Updated" date at the top reflects the most recent revision.
7. Contact
For questions about this Cookie Policy or to exercise your cookie preferences:
- Email: privacy@ventracehq.com
- Data subject requests: ventracehq.com/gdpr
If you are in the UK or EEA and are unhappy with how we handle your data or cookies, you have the right to lodge a complaint with the relevant supervisory authority. In the UK, that is the ICO (ico.org.uk).