Privacy policy

This privacy policy describes how Trak Solutions Ltd ("the Company", "we", "us" or "our") collects, uses and discloses your information when you use the Trak mobile application and website ("the Service").

By using the Service, you agree to the collection and use of information in accordance with this policy.

Definitions

• Account means a unique account created for you to access the Service.
• Application refers to the Trak mobile application and companion website.
• Company refers to Trak Solutions Ltd, 10 Moor Hall Lane, Stourport-on-Severn, England, DY13 8RA.
• Device means any device that can access the Service, such as a mobile phone, tablet or computer.
• Personal data is any information that relates to an identified or identifiable individual.
• Service provider means any third-party company or individual engaged by the Company to facilitate or provide the Service.
• Usage data refers to data collected automatically, either generated by use of the Service or from the Service infrastructure itself.

Data we collect

Personal data

While using the Service, we may ask you to provide certain personally identifiable information, including but not limited to:

• Email address
• First name and last name
• Company
• Optionally your phone number
• Usage data

Usage data

Usage data is collected automatically when using the Service. This may include your device's Internet Protocol address, browser type, the pages you visit, the time and date of your visit, unique device identifiers and other diagnostic data.

When you access the Service through a mobile device, we may automatically collect information including the type of mobile device, your mobile device unique ID, the IP address of your mobile device, your mobile operating system and other diagnostic data.

Location data

With your prior permission, the Service may collect your device's location when you submit an access request or interact with key bunches. Location data is used solely to record where events happen and is attached to the relevant event record. You can enable or disable location access at any time through your device settings.

Camera and photos

The Service may request access to your device camera in the following situations:

• Photo capture: where required by your organisation's processes, you may be asked to take photographs (for example, evidence photos for NoWs or support tickets). These images are uploaded to the Service and stored securely.

An option to upload media in place of a photo capture exists. You can enable or disable camera access at any time through your device settings.

NFC and Bluetooth

The Service may use your device's NFC (near-field communication) and Bluetooth capabilities to communicate with TRAK bunch hardware. This is used solely for the purpose of programming and interacting with these bunches. Interacting with bunches will always record the interaction alongside your personal data & optionally capture the location.

Monitoring and analytics

To maintain and improve the performance, stability and usability of the Service, we use monitoring and analytics services. These services automatically collect information such as crash reports, app responsiveness and general usage patterns.

This data collection uses a unique, app-generated identifier that allows us to distinguish between users for diagnostic purposes. We do not store personally identifiable information for analytics. This information is used solely for internal analysis and is not shared in a way that could personally identify you.

How we use your data

The Company may use personal data for the following purposes:

• To provide and maintain the Service, including monitoring usage.
• To manage your account and registration.
• To fulfil contractual obligations for products or services you have purchased.
• To contact you regarding updates, security notifications or informative communications related to the Service.
• To manage your requests to us.
• For internal analysis, identifying usage trends and improving the Service.

Sharing your data

We may share your personal information in the following situations:

• With service providers: to monitor and analyse use of the Service, or to contact you.
• For business transfers: in connection with any merger, sale of assets, financing or acquisition of all or part of our business.
• With affiliates: we may share your information with our affiliates, who will honour this policy.
• With your consent: we may disclose your personal information for any other purpose with your consent.

Data retention

We retain your personal data only for as long as is necessary for the purposes set out in this policy. We will retain and use your data to the extent necessary to comply with our legal obligations, resolve disputes and enforce our agreements.

Usage data is generally retained for a shorter period, except when used to strengthen the security or improve the functionality of the Service, or where we are legally obligated to retain it for longer.

Data transfers and hosting

Your personal data is processed and stored on cloud infrastructure hosted by Hetzner Online GmbH within the European Union. A backup copy of database data is maintained on secure on-premises hardware at the Company's registered office in the United Kingdom.

Your data is not routinely transferred outside of the European Economic Area or the United Kingdom. If such a transfer becomes necessary in the future, we will ensure that adequate safeguards are in place in accordance with applicable data protection law.

Your rights

You have the right to delete or request that we assist in deleting the personal data we have collected about you. You may contact us to request access to, correct or delete any personal information you have provided.

Please note that we may need to retain certain information where we have a legal obligation or lawful basis to do so.

Disclosure of your data

The Company may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities. We may also disclose your data in good faith where necessary to:

• Comply with a legal obligation
• Protect and defend the rights or property of the Company
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of users of the Service or the public
• Protect against legal liability

Security

The security of your personal data is important to us. We strive to use commercially acceptable means to protect your data, but no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Minimum age

The Service is provided to businesses and their employees. Access is provisioned by your employer or organisation; there is no public registration. Users must be at least 16 years of age. In practice, users under 18 would only access the Service as part of an apprenticeship or similar employment arrangement supervised by their employer.

Links to other websites

The Service may contain links to other websites not operated by us. We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Changes to this policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. You are advised to review this policy periodically.

Contact us

If you have any questions about this privacy policy, you can contact us by email at [email protected].