The Trakm8 Group are committed to respecting and protecting your privacy

This privacy policy tells you what to expect when the Trakm8 Group collects and processes your personal data.

By using our website and services, you’re agreeing to be bound by this Privacy Policy.

In this privacy statement, the terms “Trakm8”, “we”, “us”, “our” refers to Trakm8 Limited (company number 04415597) who may be acting both as a Data Controller in relation to the data we collect or hold about you and/or as a Data Processor.

Trakm8’s registered office is at 4 Roman Park, Roman Way, Coleshill, West Midlands, B46 1HG.

As our products and services develop, there may need to be revisions to this Privacy Policy. You should refer back to this website (https://www.trakm8.com/privacy-policy) from time to time to view the latest Privacy Policy.

When you use Trakm8 Products and Services

For full details of the data we process as part of our Dashcam, Telematics, Optimisation and ePOD services please refer to our Driver Privacy Policy

If you engage us or one of our Resellers or Agents to provide you with any of our services, we will collect your name; contact details such as email address and telephone numbers; delivery and billing address details; and other relevant payment details.

We will also collect transactional details such as orders placed, details of services you have subscribed to, payment history and similar.

We may also collect your job title, company details and information relating to your fleet such as Driver information, number of vehicles; make and model; vehicle registration details and journey or routing information.

When you visit Trakm8’s website

When you use our Chat function

If you use our Chat service, we will place cookies onto your device and will collect your contact details and any other information you provide during the Chat session such as details of your enquiry, the name of your company or organisation, email address, job title, telephone number, fleet size etc.

We will use your personal information to respond to directly to your chat and to follow up on enquiries.

Details of the cookies set by the chat function are detailed within our Cookie Policy

When you make an enquiry online

If you fill in forms on our website such as enquiry forms, we will collect your contact details and any other information you provide such as your name, the name of your company or organisation (if any), email address, job title, telephone number, fleet size etc.

We will use your personal information to respond to directly to your enquiries made via our websites or social media.

We will use your personal information to respond to directly to your enquiries made via our websites or social media.

If you consent to be added to our marketing database, we will collect your name contact details the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size  and your preferences as to the types of marketing information you would like to receive from us.

When you register online for webinars, online demonstrations or similar

If you register on our website for a webinar, online demonstration or similar, we will collect your contact details and any other information you provide as part of the registration process (name, company, email etc.)

If you consent to be added to our marketing database, we will collect your name contact details the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size  and your preferences as to the types of marketing information you would like to receive from us.

We currently use a number of different providers (Zoom, Cisco Webex, MS Teams, eWebinar) to deliver our webinars and we may share limited information with these providers

For all providers, we will utilise Standard Contractual Clauses whenever personal data is transferred via the Services from the UK to a country outside of the UK/EEA.

For more information, please refer to:

When you use online Calculators / Interactive Content

When you use one of the interactive tools on our website such as ROI or Savings Calculators, we may share some basic elements of your data with Outgrow such as your email address.

If you consent to be added to our marketing database, we will collect your name contact details the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size  and your preferences as to the types of marketing information you would like to receive from us.

For more information please refer to: https://outgrow.co/privacy-policy/

When you enter a competition online

We use your personal information to administer any of our prize draws or competitions which you enter based on your consent given at the time of entering.

If you fill in forms on our website such as enquiry forms, we will collect your contact details and any other information you provide such as the name of your company or organisation (if any), email address, job title, telephone number(s), fleet size etc.

If you consent to be added to our marketing database, we will collect your name contact details the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size  and your preferences as to the types of marketing information you would like to receive from us.

When you subscribe to Regulatory News Alerts

The Regulatory News Alerts are provided by EQS on our behalf.  When you enter your email address, this information will be passed to EQS in order that they can send you updates as they happen. 

It is possible to unsubscribe from these updates at any point using the Unsubscribe feature on our website or by contacting EQS directly.

Full details of how EQS use this data can be found on their website: https://www.eqs.com/en-GB/footer/legals/data-protection/

When you subscribe to our Server Status Updates

The Server Status updates are provided by Statuspage, an Atlassian owned company. 

When you enter your email address or other details, this information will be passed to Atlassian so they can send you updates as they happen.

Full details of how Atlassian use this data can be found on their website: https://www.atlassian.com/legal/privacy-policy

When you subscribe to our Driver Privacy Notice updates

When you subscribe to our Driver Privacy Policy updates, we will notify you via email each time the policy is updated.

When you place an Online Order

After you place an order on our website you will need to make payment for the goods or services you have ordered. In order to process your payment we use Stripe, a third party payment processor.

Your payment will be processed by Stripe, who collect, use and process your information, including payment information, in accordance with their privacy policies.

You can access their privacy policy via the following link: https://stripe.com/gb/privacy

Stripe’s services in Europe are provided by a Stripe affiliate -Stripe Payments Europe Limited (“Stripe Payments Europe”) – an entity located in Ireland. In providing Stripe Services, Stripe Payments Europe transfers personal data to Stripe, Inc. in the US.

These transfers are compliant with applicable laws to provide an adequate level of data protection for the transfer of your Personal Data to the US. Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to Stripe in the US.

Website Analytics / Targeted Advertising

When you visit one of our websites, we use the following 3rd party analytics services to track and analyse both individualized usage and volume statistical information and details of visitor behaviour patterns.

  • Google Analytics
  • Lucky Orange
  • Pardot
  • Bing
  • Facebook
  • LinkedIn

We also partner with one or more third parties (such as advertisers and ad networks) to serve advertising on other sites.

These third parties use cookies, web beacons, pixel tags and similar tracking technologies to collect and use certain information about your online activities, either on our Websites and/or other sites or mobile apps, to infer your interests and deliver you targeted advertisements that are more tailored to you based on your browsing activities and inferred interests (“Interest Based Advertising”). For more information about this practice, click here: http://www.aboutads.info/choices/

Our third party service providers may also use cookies or web beacons to collect information about your visits to other sites to measure and track the effectiveness of advertisements and our online marketing activities (for example, by collecting data on how many times you click on one of our ads).

Details of the cookies set by our analytics providers are detailed within our Cookie Policy

Google Analytics

We make use of Google Analytics, a web analytics service provided by Google, Inc (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will generally be transmitted to and stored by Google on servers in the United States.

In case of activation of the IP anonymisation, Google will truncate / anonymise the last octet of your IP address for Member States of the European Union as well as for other parties to the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA, where it will be abbreviated. At the request of the website provider, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage to the website provider. Your IP address will not be associated with other Google data.

You may refuse the use of cookies by selecting the appropriate settings on your browser; however, please note that if you do this, you may not be able to use the full functionality of this website. In addition, you can prevent Google’s collection and use of the data (cookies and IP address), as well as the processing of this data by Google, by downloading and installing the browser plug-in available from the following link:

https://tools.google.com/dlpage/gaoptout?hl=en-GB

Please note that on this website, Google Analytics code is supplemented by “anonymizeIp” to ensure an anonymized collection of IP addresses (so called IP-masking). Further information concerning the terms and conditions of use and data privacy can be found at

http://www.google.com/analytics/terms/gb.html or at https://policies.google.com/?hl=gb&gl=de

Pardot

Pardot cookies track visitor and prospect activities on our website and landing pages by setting cookies on users’ web browsers. Cookies are configured to remember preferences, such as form fields, when a visitor returns to our site.

Pardot also sets a cookie for logged-in users to maintain the session and to remember table filters.

Pardot sets first-party cookies for tracking purposes and sets third-party cookies for redundancy. Using first-party and third-party cookies together is standard in the marketing automation industry.

Pardot cookies do not store personally identifying information, but rather a unique identifier only.

For more information, please refer to:

https://help.salesforce.com/articleView?id=pardot_basics_cookies.htm&type=5

Lucky Orange

Lucky Orange is a tool used by website owners to help identify problems customers are having on their site and improve your experience. We go to great lengths to provide tools that help limit sensitive data about you from being transmitted and stored on our servers.

https://help.luckyorange.com/article/173-what-cookies-does-lucky-orange-set

Tracking via Lucky Orange can be disabled via their website:

https://www.luckyorange.com/privacy.php

Note that this will disable Lucky Orange tracking across ALL websites which means that for some sites, functions such as chat may stop functioning

Microsoft / Bing

You can also make choices about the collection and use of your data by Microsoft. You can control your personal data that Microsoft has obtained, and exercise your data protection rights, by contacting Microsoft or using various tools they provide. In some cases, your ability to access or control your personal data will be limited, as required or permitted by applicable law. How you can access or control your personal data will also depend on which products you use. For example, you can:

  • Control the use of your data for interest-based advertising from Microsoft by visiting their opt-out page.
  • Choose whether you wish to receive promotional emails, SMS messages, telephone calls and post/mail from Microsoft.
  • Access and clear some of your data through the Microsoft privacy dashboard.

Not all personal data processed by Microsoft can be accessed or controlled via the tools above. If you want to access or control personal data processed by Microsoft that is not available via the tools above or directly through the Microsoft products you use, you can always contact Microsoft at the address in the  How to contact us section or by using their web form.

Facebook

We use Facebook Page Insights to monitor our Facebook Pages and to unlock additional insights about Facebook members who visit or interact with our Page

We use the Facebook pixel on our website to track conversions, retarget website visitors, and unlock additional insights about Facebook members interacting with our website, Facebook Page and advertisements.

We also use the Facebook pixel to ensure our Facebook ads are displayed to Facebook users who have shown an interest in our website or who have specific characteristics (e. g. interests in certain topics or products determined by the websites visited) that indicate our products and services will be of potential interest to them.  By taking this approach, we aim to ensure that ads are only displayed to users who are interested in our information and services.

Using the Facebook pixel, we can also track the effectiveness of Facebook ads for statistical and market research purposes by seeing whether users have been redirected to our website after clicking on a Facebook ad (so-called “conversion tracking”).

By using the Facebook pixel on our website, Facebook is informed of your visit to our website when you log in or visit Facebook itself.

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to Facebook.

The data collected about you is anonymous and Trakm8 are not provided with the identity of the users at any stage. However, the data is stored and processed by Facebook so that it can be linked to the respective user profile and used by Facebook for its own market research and advertising purposes.

Facebook’s processing of the data is governed by Facebooks Data Usage Policy. Accordingly, general instructions on how to display Facebook ads, in the Facebook Data Usage Policy: https://www.facebook.com/policy.php

For specific information and details about the Facebook pixel and how it works, please visit the Facebook Help Centre: https://www.facebook.com/business/help/651294705016616

You may object to the collection by the Facebook pixel and use of your data to display Facebook ads. To set what kind of ads you see on Facebook, you can go to the page set up by Facebook and follow the instructions on how to set up use-based advertising: https://www.facebook.com/settings?tab=ads

The settings are platform-independent, i. e. they are applied to all devices, such as desktop computers or mobile devices.

You may also object to the use of cookies for measuring range and advertising purposes via the Network Advertising Initiative’s deactivation page ( https://optout.networkadvertising.org/ ) and additionally via the US website ( https://www.aboutads.info/choices ) or the European website ( https://www.youronlinechoices.com/uk/your-ad-choices/ ).

LinkedIn Insight Tag

We use the LinkedIn tag on our website to track conversions, retarget website visitors, and unlock additional insights about members of LinkedIn who interact with our advertisements.

The LinkedIn Insight Tag is a piece of lightweight JavaScript code that we have added to our website to enable in-depth campaign reporting and to help us unlock valuable insights about our website visitors. We use the LinkedIn Insight Tag to track conversions, retarget website visitors, and unlock additional insights about members interacting with our LinkedIn adverts. The LinkedIn Insight Tag enables the collection of metadata such as IP address information, timestamp, and events such as page views. All data is encrypted. The LinkedIn browser cookie is stored in a visitor’s browser until they delete the cookie or the cookie expires.

Each time you access one of our pages that use LinkedIn’s features; a connection is established to a LinkedIn server. LinkedIn is informed that you have visited our website with your IP address. With the help of the LinkedIn Insight Tag we are able to analyse the success of our campaigns within the LinkedIn platform or determine target groups for them based on the interaction of the users with our website.

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to LinkedIn.

If you are registered with LinkedIn, it is possible for LinkedIn to associate your interaction with our online services with your user account.

You can permanently opt out via this link: https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out

For more information on the LinkedIn Privacy Policy, go to https://www.linkedin.com/legal/privacy-policy

LinkedIn advertising cookies and tags are used on the basis of our legitimate interest in analysing user behaviour to optimise our website and advertising.

When you visit Trakm8’s social media pages

If you contact us through Social Media, we may keep a record of that contact and the information you provide us with at that time.

Where an individual submits an enquiry we collect and store some or all of the following information:

  • Name
  • Email address
  • Telephone number(s)
  • Job Title
  • Company/organisation name
  • Fleet Size

If you consent to be added to our marketing database, we will collect your name, the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size and your preferences as to the types of marketing information you would like to receive from us.

Where you are a member of a social media platform such as Facebook, LinkedIn, Twitter etc., the platform is generally able to analyse your online behaviour when you visit Trakm8’s social media content and when you interact with any website that includes a social media plugin.

Under certain circumstances, your personal data may also be recorded if you are not logged in or do not have an account with the respective social media portal. In this case, this data is collected, for example, via cookies stored on your device or by recording your IP address.

Facebook

We operate a Facebook Page. The provider is Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2 Ireland.

We have signed a joint processing agreement (Controller Addendum) with Facebook. This agreement specifies which data processing operations we or Facebook are responsible for when you visit our Facebook page. You can view this agreement at the following link: https://www.facebook.com/legal/terms/page_controller_addendum

You can customise your advertising settings independently in your user account. Click on the following link and log in: https://www.facebook.com/settings?tab=ads

Details can be found in the Facebook privacy policy: https://www.facebook.com/about/privacy/

LinkedIn

We have a company profile on LinkedIn. The provider is the LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland.

If you want to disable LinkedIn advertising cookies, please use the following link: https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out.

For details on how they handle your personal information, please refer to LinkedIn’s privacy policy: https://www.linkedin.com/legal/privacy-policy.

Twitter

We have a company account on Twitter. The provider is Twitter International Company, 1 Cumberland Place, Fenian Street Dublin 2, D02 AX07 Ireland.

You can customize your Twitter privacy settings in your user account. Click on the following link and log in: https://twitter.com/personalization For details, see the Twitter Privacy Policy: https://twitter.com/privacy

Other data collection

As well as visiting our website, there may be other interactions during which we may collect data as outlined below.

When you use Trakm8 products or services

For full details of the data we process as part of our Dashcam, Telematics, Optimisation and ePOD services please refer to our Driver Privacy Policy

When you contact Trakm8 via telephone or email to make an enquiry, create an account or place an order

If you contact us in writing, via email or telephone, we may keep a record of that contact and the information you provide us with at that time.  Where you contact Trakm8 via telephone, we may also keep a call recording of that call for the following purposes:

  • training and quality control;
  • as evidence of conversations; and/or
  • for the prevention or detection of crime.

Where an individual submits an enquiry, creates an account or places an order, we collect and store some or all of the following information:

  • Name
  • Email address
  • Telephone number(s)
  • Job Title
  • Company/organisation name
  • Fleet Size
  • Banking Information
  • Enquiry, Account or Order Details

We will use your personal information to satisfy your order or to respond to directly to your enquiries.

If you consent to be added to our marketing database, we will collect your name, the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size and your preferences as to the types of marketing information you would like to receive from us.

When you meet us at Trade Shows / Exhibitions / Events or similar

If we meet you at a networking event, exhibition or trade show, we may collect your contact details and any other information you provide to us at these events.

If you consent to be added to our marketing database, we will collect your name, the name of your company/organisation (if any), email address, job title, telephone number(s), fleet size and your preferences as to the types of marketing information you would like to receive from us.

When we send you Email Marketing, Surveys or similar

When we send you any email marketing messages, we provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time.

We may use a number of processors to assist with sending these messages including Pardot, SendGrid or Survey Monkey which may involve the transfer of personal data to a country outside of the UK or EEA.  Where this is the case, these transfers utilise the approved Standard Contractual Clauses

Email marketing messages, surveys or similar that we send you may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages.

Where used, such tracking technology may record a range of data such as: times, dates, I.P addresses, email-opens, email-clicks, email-forwards, geographic and demographic data. Such data, within its limitations, will show the activity each subscriber made for that email campaign.

Where used alongside cookies, such tracking may also record activity on our websites such as pages visited, number of visits etc. For more details on our use of cookies, including how to disable cookies, please refer to our Cookie Policy.

When you take part in a Webinar, Online Demonstration, Online Meeting or similar

We use your personal information when hosting and to administer webinars, demonstrations, telephone conferences or similar (online meetings) based on your consent (through acceptance and participation in the online meeting) or on the basis of our legitimate interests (to grow our business, develop our products/services, to study how customers use our products/services and to keep our marketing strategy current).

When you apply for a job with us

If you submit job applications to us or if we receive your job application via a recruitment company, we will collect your contact details and any other information you provide in the application.

This will include copies of information you provide such as CVs and documents required to prove your identity, Right to Work status or for Information Security screening.

This may include information such as your full name, address, date of birth, proof of residency and/or copies of your passport or driving licence. If you provide a copy of your passport, the data will also include your place of birth, gender and nationality.

If you visit our offices

If you visit our offices we will ask you to sign in/out at reception and may also record your vehicle registration details.

We use CCTV both inside and outside of our building for security purposes and therefore may capture CCTV images of you and your vehicle.

Indirect Sources        

If your personal data is on publicly available sources or has been made publicly available (such as via Companies House, Electoral Roll or the Land Registry etc.) then we may collect your personal data that is available on these sources.

We may also obtain your personal data from event organisers (such as Trade Shows or Exhibitions) and from commercial data suppliers.  We seek to ensure that the supplier of such personal data complies with all relevant privacy laws.

Where we obtain information indirectly, we will, to the extent required by law, provide you with relevant privacy information within 1 month of obtaining your data or when we first contact you.

Special Category Data

Generally speaking, we do not intentionally collect “special category data” (i.e. data relating to racial or ethnic origin, political opinions, religious beliefs, membership of a trade union, physical or mental health and criminal records) about visitors to our website or our customers or suppliers.   The exceptions are during online meetings or where we identify suspected criminal activity such as fraudulent claims or the use of stolen payment card details.

Where we suspect criminal activity, we will record details of the suspected criminal activity and may take appropriate action, including refusing to accept orders, make payments or give refunds. We may also report the incident to the relevant bank or payment card issuer or to the police or other appropriate authorities.

As online meetings provide a live visual connection, race or religion maybe inferred. We rely on your explicit consent for this; if you do not want to disclose this information, you can turn off or mute the camera and/or microphone yourself at any time

We use your information only for the purposes stated below and do not sell your information to 3rd parties for marketing purposes.

To Respond to Enquiries

We will use your personal information to respond to directly to your enquiries made via our websites, social media, email or telephone.

To Provide Trakm8 Products and Services / Manage your Account / Provide Support to your Users

We will use your personal information to provide the products and services that you have ordered, including: managing deliveries, returns, installations, payments, fees and charges and collecting and recovering money owed to us on the basis of our performance of our contract with you.

We will use your personal information to manage your account and (where applicable, credit limit) including carrying out identity and financial checks.

We will also use your personal information to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) on the basis that it is necessary to comply with a legal obligation and that we have a legitimate interest to do so (for running our business, provision of administration and IT services, and overall network security).

To send Service Messages / Necessary Communications

We may your personal information to send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, these might include updates to this Privacy Notice, changes to Terms, product recall notices and legally required information relating to your orders.

These service messages will not include any promotional content.

We may use a number of processors to assist with sending these messages including Pardot, SendGrid or Survey Monkey which may involve the transfer of personal data to a country outside of the UK or EEA.  Where this is the case, these transfers utilise the approved Standard Contractual Clauses

For Marketing

Where we believe it will be of interest, we may contact you via telephone to market our products and services

We may also send you emails containing marketing information where you have consented or where it is in our legitimate interests to do so.

NOTE that you can always stop receiving marketing information from us at any time as these communications provide easy ways to unsubscribe or update your preferences.

For Market Research and Surveys

We use your personal information to carry out market research, such as asking you to leave a review or take a survey on the basis on the basis of our legitimate interests (in order to study how customers use our products/services, to develop them and to grow our business).

We may place single pixel gifs, also known as web beacons, in emails that enable us to recognise when an email is opened or certain links are clicked. These technologies record email address, IP address, date, and time associated with each open and click for a campaign. For more information on how we use pixels, please refer to our Cookie Policy

We may use a number of processors to assist with sending these messages including Pardot, SendGrid or Survey Monkey which may involve the transfer of personal data to a country outside of the UK or EEA.  Where this is the case, these transfers utilise the approved Standard Contractual Clauses

For Administering Competitions

We use your personal information to administer any of our prize draws or competitions which you enter based on your consent given at the time of entering.

To Host Webinars, online demonstrations and/or online meetings

We use your personal information when hosting and to administer webinars, demonstrations, telephone conferences or similar (online meetings) based on your consent (through acceptance and participation in the online meeting) or on the basis of our legitimate interests (to grow our business, develop our products/services, to study how customers use our products/services and to keep our marketing strategy current).

Job Applications

We use your personal information when processing job applications and CVs submitted to us on the basis that we have a legitimate interests to do so (to fill vacancies and to grow our business). If you would like further details on how we treat personal information submitted to use via job applications and CVs, then please contact us at privacy@trakm8.com to request these details.

Targeted Advertising

We have partnered with one or more third parties (such as advertisers and ad networks) to serve advertising on other sites.

These third parties use cookies, web beacons, pixel tags and similar tracking technologies to collect and use certain information about your online activities, either on our Websites and/or other sites or mobile apps, to infer your interests and deliver you targeted advertisements that are more tailored to you based on your browsing activities and inferred interests (“Interest Based Advertising”). For more information about this practice, click here: http://www.aboutads.info/choices/  

Details of the cookies set by our analytics providers are detailed within our Cookie Policy

Legal and Related Purposes

We use your personal information for other generally expected purposes, such as legally record keeping such as HMRC records, product liability and claims management and insurance purposes.

For Fraud and Crime Prevention

We use your personal information to protect our business and your account from fraud and other illegal activities and to protect and defend our rights. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

There are several ways you can stop direct marketing communications from us:

  • Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further marketing emails.
  • Inform us via telephone, email or social media.
  • Contact our Data Protection Officer via email at Privacy@trakm8.com or in writing using the address shown below

Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent.

For example, when you enter your personal details on an enquiry form we will use your data to respond to the enquiry; when you tick a box to receive email newsletters we will use your data to send you those newsletters; or when you enter a competition we will use your data to tell you if you have won.

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service and which is optional.

Necessary for Contract

In certain circumstances, we need your personal data to comply with our contractual obligations.

For example, if you order an item from us for home delivery, we’ll collect your address details and pass them to our courier in order for them to deliver your purchase.

Legal Compliance

If the law requires us to, we may need to collect and process your data.  

For example, we can pass on details where required to do so under a court order.

Legitimate Interests

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, we may send you direct marketing information informing you about products and services that we think might interest you (as long as we comply with other legal requirements in doing so).

We know how much data security and privacy matters to visitors to our website and to our customers, suppliers and partners.  With this in mind, we will treat your data with the utmost care and take all necessary steps to protect it once we receive it.

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we process.

Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of information you submit via our website and any transmission is at your own risk.

Where you are using our websites to access an account or any online services, it is your responsibility to keep your passwords confidential and sign out once you have finished browsing.

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

For example, we will keep personal information about you and any related financial transactions for a period of 7 years (by reference to closure of your account or the last purchase or sale you made) to comply with HMRC requirements to keep accurate records that can be audited.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning. There are exceptions, such as where your information needs to be retained for longer where there are valid legal grounds for us to do so, for example, where required by law, court orders or to defend or pursue legal claims.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over those other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the websites in question.

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

For example, we will keep personal information about you and any related financial transactions for a period of 7 years (by reference to closure of your account or the last purchase or sale you made) to comply with HMRC requirements to keep accurate records that can be audited.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.  There are exceptions, such as where your information needs to be retained for longer where there are valid legal grounds for us to do so, for example, where required by law, court orders or to defend or pursue legal claims.

We may disclose some or all of your personal information to 3rd party service providers in the course of their service provision to Trakm8 Group companies. 

We will only provide these companies with the information they need to deliver the service we have engaged them for and they are prohibited from using that information for any other purpose.

Whenever we share personal information with our service providers, we will put in place contracts which require the service provider to protect the information and keep it secure.

We may also provide aggregate statistics about our customers, sales traffic patterns and related site information to reputable third-party vendors and relevant affiliate partners, but these statistics will include no personally identifying information.

We may also release information where we believe in good faith that this release is reasonably necessary to comply with the law, to enforce or apply our contractual rights, or to otherwise protect and defend our rights, property or the safety of our customers and other users of the website, and/or where there is an applicable legal exemption in force. 

Salesforce

We use a CRM system provided by Salesforce for managing business and marketing contacts and for processing installation and support related information. 

These services are hosted from within the UK / EEA

For more information please refer to: https://www.salesforce.com/company/privacy/

Pardot

We may use Pardot for sending service related emails necessary for the set-up and operation of our services.  We may also use SendGrid for sending marketing related emails.

We provide your name, email address and the email content and Pardot sends the email to you on our behalf.

The information is stored on Salesforce/Pardot servers based in the US.

For more information please refer to: https://www.salesforce.com/company/privacy/

Hosting Providers

AWS

Trakm8’s operational telematics systems and internal IT networks are hosted on AWS infrastructure within the UK / EEA. 

For more information please refer to: https://aws.amazon.com/privacy/

Daisy

Trakm8’s operational telematics systems and internal IT networks are also hosted on Daisy infrastructure within the UK. 

For more information please refer to: https://daisyuk.tech/privacy/

SendGrid (Twilio)

We use SendGrid for sending service related emails necessary for the set-up and operation of our services.  We may also use SendGrid for sending marketing related emails.

We provide your name, email address and the email content and SendGrid sends the email to you on our behalf.

The information is stored on SendGrid servers based in the US.

In addition to simply sending e-mail, SendGrid provides different analysis options to inform us of whether, when and where the distributed emails are opened, used or rejected. To achieve this, SendGrid uses cookies and similar technologies.

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to SendGrid in the US.

For more information, please refer to: https://www.twilio.com/legal/privacy

Installation Partners

We may also share your Personal Information with our installation partners in order to deliver and support our goods and services.

A full list of current installation partners can be found here:  Trakm8 Installation Partners

Out of Hours Support Provider

Where you contact us for support outside of core hours, we will share your personal data with our Out of Hours service provider.

Stripe

When you place an order we may use Stripe who act as a third party payment provider. In this case, your payment will be processed by Stripe, who will collect, use and process your information, including payment information, in accordance with their privacy policies.

You can access their privacy policy via the following link: https://stripe.com/gb/privacy

Crisp

Our websites use the Chat functionality provided by Crisp

This allows us to quickly connect customers to our agents and to respond to customers enquiries during and outside of office hours.

Further information can be found at: https://crisp.chat/en/privacy/

Outgrow

We use features from Outgrow to deliver interactive content such as Savings or ROI Calculators and quizzes.

Outgrow sets a single cookie related to compliance with data protection legislation

For more information please refer to: https://outgrow.co/privacy-policy/

Google ReCAPTCHA

We use reCAPTCHA when you subscribe to our Operational Status or Driver Privacy Policy notifications.  reCAPTCHA is a service from Google that protects websites from spam software and misuse by non-human visitors by use of advanced risk analysis techniques.

For more information, please see: https://policies.google.com/terms and Google’s Privacy Policy: https://policies.google.com/privacy

Webinar or meeting platform providers

We use a number of service providers to deliver webinars, online meetings or similar.  By registering and accepting an invitation to such an ‘online meeting’, you are providing your explicit consent to the collection, processing and sharing of specific personal information in accordance with the details below.  If you do not wish for this information to be processed, you should not accept the invitation.

MS Teams

We may use Microsoft Teams to provide our ‘online meetings’ (webinars, conference calls, online demonstrations etc.)

A Teams account is not required if you are simply joining as a participant.

Where the online meeting is conducted using MS Teams, various types of data are processed depending on the information you provide before or during participation in an “online meeting”

  • Content – meetings, conversations, voicemails, shared files, recordings and transcriptions
  • Profile data such as name, email and phone number
  • Diagnostic and service data Diagnostic data related to service usage. This personal data allows Microsoft to deliver the service (troubleshoot, secure and update the product and monitor performance) as well as perform some internal business operations, such as:
    • Determine revenue
    • Develop metrics
    • Determine service usage
    • Conduct product and capacity planning

For more information, please refer: Microsoft Privacy Statement – Microsoft privacy

Zoom

We may use Zoom to provide our ‘online meetings’ (webinars, conference calls, online demonstrations etc.)

A Zoom account is not required if you are simply joining Zoom Meetings as a participant.

Where the online meeting is conducted using Zoom, various types of data are processed depending on the information you provide before or during participation in an “online meeting”

  • User details: first name, last name, telephone (optional), e-mail address, password (if “Single-Sign-On” is not used), profile picture (optional), Department (optional)
  • Meeting metadata: Topic, description (optional), participant IP addresses, device/hardware information
  • For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.
    When dialing in by phone: information on incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be saved.
    • Text, audio and video data: You may be able to use the chat, question or survey functions in an “online meeting”. To this extent, the text entries you make are processed in order to display and, if necessary, log them in the “online meeting”. In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera of the terminal device are processed for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the “Zoom” applications.
    • In order to participate in an “online meeting” or to enter the “meeting room”, you must at least provide information about your name.

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to Zoom in the US.

For more information, please refer to: https://zoom.us/privacy/

Cisco Webex

We may use Cisco Webex to provide our ‘online meetings’ (webinars, conference calls, online demonstrations etc.)

Where the online meeting is conducted using Cisco Webex, various types of data are processed depending on the information you provide before or during participation in an “online meeting”

  • Registration Data:
    • Name, email, password, public IP address, browser, phone number (optional), mailing address (optional), Avatar (optional)
  • User Generated Data:
    • Meeting and call recordings, uploaded files
  • Hosting and Usage data:
    • IP address, user agent ID, hardware type, operating system, client version, IP addresses along network path, MAC address, Service Version, Actions taken, meeting session information (title, date, time, duration, quantity, quality, network activity, network connectivity), number of meetings, number of screen sharing sessions/non screen sharing sessions, number of participants, host name, join method, performance/troubleshooting

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to Cisco in the US.

For more information, please refer to: https://www.cisco.com/c/en_uk/about/legal/privacy-full.html

eWebinar

We may use eWebinar to provide our ‘online meetings’ (webinars, conference calls, online demonstrations etc.)

Where the online meeting is conducted using eWebinar, various types of data are processed depending on the information you provide before or during participation in an “online meeting”

  • Demographic information such as gender, age, and location of residence (city/province/state/county/country);
  • Contact information such as name, email address, mailing and delivery address, and phone number;
  • Unique identifiers such as username, account number, and password;
  • Professional information such as name of employer, occupation, and location of occupation

This information is stored on eWebinar servers in Canada and the US.

By accepting the invitation and participating in the ‘online meeting’ you are deemed to have consented to the transfer of data via the services to eWebinar.

For more information, please refer to: https://ewebinar.com/terms/#PrivacyPolicy

Survey Monkey

We may use Survey Monkey to send you surveys or similar.  We provide your name, email address and the survey content to Survey Monkey and Survey Monkey may contact you on our behalf.

This information and your response are stored on Survey Monkey servers based in the US.

Standard Contractual Clauses will apply to personal data that is transferred via the Services from the UK to Survey Monkey in the US.

For more information, please refer to: https://www.surveymonkey.com/mp/legal/privacy/

Other Parties

We will also share your personal information with third parties in the following circumstances:

  • companies assisting us in our support activities;
  • companies assisting us in our marketing, advertising and promotional activities;
  • third party payment processors in relation to credit/debit card payments;
  • fraud prevention agencies if false or inaccurate information is provided to us as part of your use of our services or otherwise, and fraud is identified or suspected;
  • credit reference agencies, fraud prevention agencies, payment processors, suppliers of technical and support services, insurers, logistics providers, manufacturers and cloud service providers, debt collectors, our legal and other professional advisors, including auditors;
  • if we are under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and customers; and
  • when we restructure or sell our business or its assets or are subject to a merger or re-organisation.

As our business develops, members of the Trakm8 Group may have the majority of its shares bought by another company, may enter into mergers; acquisitions; consolidations; restructuring/reorganisation; or it may sell some or all of its assets or business.  Where such a transaction occurs, we may disclose and/or transfer your personal information as part of that transaction.  Any acquirer may continue to use your personal information as set out in this Privacy Policy.

This website is not designed for, or intentionally targeted at children. If you are under 16 years’ old, please do not send us your personal data (for example, your name, address and email address). We do not intentionally collect or maintain data about anyone under the age of 16, through this website. If we discover that we have unintentionally collected personal data from a child below 16, we will remove that child’s personal data from our records promptly.

Our primary processing facilities are all based within the UK or EEA (which includes all EU Member countries as well as Iceland, Liechtenstein and Norway).

We may transfer personal data that we collect from you to 3rd party data processors in countries that are outside the UK and/or EEA.

If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the UK/EEA.

For example, our contracts with 3rd parties stipulate the standards they must follow at all times. If you wish for more information please contact our Data Protection Officer.

International Transfers

A number of the service providers that we use are based outside of the UK or European Economic Area (EEA).  As such your personal information may be accessed from or transferred to countries that are outside of the UK/EEA.

Wherever personal information is transferred or made available outside of the UK/EEA, we undertake due diligence on the entity accessing or receiving your data to ensure that they have the appropriate technical and organisational measures in place to protect and secure your personal information.

If we do transfer your information outside the UK / EEA, we will take appropriate steps to protect that information, which include:

  • transferring your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK and/or European Commission
  • entering into an agreement with the recipient, which includes the UK International Data Transfer Agreement or a version of the EU’s standard contractual clauses that the UK Information Commissioners Office has determined offers adequate protection for your information
  • entering into an agreement with the recipient who have Binding Corporate Rules (BCR) in place that have been approved by the UK and/or an EU competent Supervisory authority
  • obtaining your consent for any transfer of personal information

Under data protection legislation, you have certain rights, including (subject to certain legal restrictions and parameters) the right to:

  • Access the personal data we hold about you and related information such as who we share that data with.
  • Correction of your personal data when incorrect, out of date or incomplete.  Often, the easiest way to do this is to contact our Customer Services team on: +44 (0) 330 333 4120 or where possible update your details directly online.
  • Deletion of the data we hold about you, in specific circumstances, including: when you withdraw consent or object to our processing of your data, and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (such as the end of service provision). 
  • Restriction of the use of your personal data, in specific circumstances, generally while we are deciding on an objection you have made. 
  • Request that we stop processing your personal data, in specific circumstances, for example, when you have withdrawn consent, or object for reasons related to your individual circumstances.
  • Request that we stop using your personal data for direct marketing (either through specific channels, or all channels).
  • Request that we stop any consent-based processing of your personal data after you withdraw that consent. 
  • In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe there is a legitimate overriding reason to continue processing your personal data, such as continuation of service provision or administration of an extended warranty.
  • In certain circumstances, the right to receive a copy of the personal information which you have provided to us, in a structured, commonly used and machine-readable format or to request that we transfer that information to another party (known as “data portability”).
  • Complain to a Data Protection Authority (see further below).

To exercise any of your personal data rights, please contact our Data Protection Officer via email at Privacy@trakm8.com ; or by writing to:

Data Protection Officer
Trakm8 Limited
4 Roman Park
Roman Way
Coleshill
West Midlands
B46 1HG

To protect the confidentiality of your information, we may ask you to verify your identity before proceeding with any request you make under this Privacy Policy.

If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

If we choose not to action your request we will explain to you the reasons for our refusal.

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

The Information Commissioner’s Office can be contacted at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545745 (national rate)

Email: casework@ico.org.uk

or online at www.ico.org.uk/concerns

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

We hope this Privacy Policy has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions, please contact our Data Protection Officer who will be pleased to help you:
Email us at: Privacy@trakm8.com

Or write to us at:
Data Protection Officer
Trakm8 Limited
4 Roman Park
Roman Way
Coleshill
West Midlands
B46 1HG

Trakm8 Limited and Route Monkey Limited are wholly owned subsidiaries of Trakm8 (Holdings) PLC.

Trakm8 (Holdings) PLC: Registration: Incorporated and registered in England and Wales; company registration number 05452547.

Registered Office: 4 Roman Park, Roman Way, Coleshill, Birmingham, West Midlands B46 1HG.

Trakm8 Limited: Incorporated and registered in England and Wales; company registration number 04415597.

Route Monkey Limited:  Incorporated and registered in Scotland; company registration number SC353016.

Adopted Jun 2022

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