What is the purpose of this notice?
This Privacy Notice describes how we collect and use personal data about you in accordance with the General Data Protection Regulation (GDPR). It explains the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
When do we collect your personal data?
- When you visit our website.
- When you engage with us on social media.
- When you fill in our enquiry form on our website.
- When you engage with us and request information about our products.
- When you make a purchase and become a customer including use of the Trackplot Portal and Trackplot Mobile App.
The type of personal data we collect
Trackplot Ltd will be what’s known as the “Controller” of the personal data you provide to us. If you interact with us we will collect basic personal data about you which does not include any special categories of personal information about you (known as Special Category Data). This does include name, email address and telephone numbers.
If you become a Trackplot customer we will collect personal data including name, email address and telephone numbers and additional data so that you can use the Trackplot Portal and Trackplot Mobile App. This additional data will include device location data to enable the Trackplot lone worker monitoring system to work and App activity if you report a problem to us.
Why do we need your personal data?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- So we can tell you about our products.
- So we can provide the Trackplot lone worker monitoring system and service to you.
We will not collect any personal data from you we do not need to provide and oversee this service to you.
Here’s how we’ll use your personal data
We only ever use your personal data with your consent, or where it is necessary:
- To respond to your queries.
- To enter into, or perform, a contract with you.
- To process payments, protect our business and you from fraud and other illegal activities.
- To provide the Trackplot lone worker monitoring system to you.
- To keep you informed by email, web, text and telephone about relevant products and services including updates, offers, discounts, promotions, events, and so on.
- To send you relevant, personalised communications by post in relation to updates, offers, and products.
We may process personal information for certain legitimate business purposes, which include some or all of the following:
- Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customers.
- To enhance the security of our network and information systems.
- To better understand how people interact with our websites.
- To determine the effectiveness of promotional campaigns and advertising.
We’ll only use your information for the purpose or purposes it was collected for (or for closely related purposes). Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times.
When we process your personal data for our legitimate interests, we will make sure that we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You have the right to object to this processing if you wish, and if you wish to do so please contact us (see section below). Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.
How we store your personal data
We are based in the UK and we store our data within the UK. Some of our suppliers are based outside of the EU and if you are a customer we transfer personal data to them in order to provide our service to you. We allow this as we are certain your personal data will be adequately protected.
If you are a customer, access to your personal data is password-protected and we use 2 Factor Authentication (2FA) to ensure it is protected. We regularly monitor our system for possible vulnerabilities and attacks and we are Cyber Essentials Plus accredited.
How long we store your personal data
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored depends on the information in question and what it is being used for.
For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed). For example, as a customer we will archive personal data for five years.
We continually review what information we hold and delete what is no longer required.
What are your data protection rights?
We want to ensure that you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- Your right of access – you have the right to ask us for copies of your personal information (this is known as a data subject access request).
- Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances (though this will not apply where it is necessary for us to continue to use the data for a lawful reason).
- Your right to restriction of processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances, for example for marketing purposes.
- Your right to object to processing – you have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
How to contact us
If you wish to request to exercise these rights, withdraw consent or raise a complaint on how we have handled your personal data, you can contact us at:
Data Protection Officer
17B Graham Street
T: 0131 513 9571
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office
Helpline number: 0303 123 1113
This notice was reviewed on 8/2/24