Privacy Policy | Trakm8

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Privacy Policy

Privacy Policy

Trakm8 Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this Privacy Statement.
Trakm8 Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
This Privacy Policy sets out how Trakm8 Ltd. uses and protects any information that you provide when you use this website or when you enter into a service contract with us for telematics devices or services.
Trakm8 Ltd. is part of the wider Trakm8 (Holdings) PLC Group.

This policy is effective from 30th November 2017

It is very important that you read this in full so that you understand what information we collect from you and from the Telematics device fitted to your vehicle(s) and how we and our partners then process this information as part of the Service we provide to the Contracting Entity (normally the vehicle owner, your employer or your insurer).
Data is collected under the legitimate business interests of the Contracting Entity to enable them to monitor aspects such as: Vehicle Location, Fleet Optimisation, Traffic Flow, Road and Driver Safety, Environmental Impact, Fuel Usage.
Where you have any concerns about the information collected or how your information may be used, you should discuss in the first instance with the relevant individual within your organisation.
Trakm8 will collect information about you when you do any of the following:

1) Request information about our services
2) Register to become a customer
3) Use any of our services
4) Use any of our websites
5) Participate in any of our promotions, surveys or questionnaires

By undertaking any of the above actions, you consent to the terms of this Privacy Notice.
If you do not agree with the terms of this policy, you should not engage in any of the above activities and should discuss with the relevant individual within your organisation.

Definitions

Contracting Entity – the entity entering into the contract with Trakm8 and on whose instructions the Service is provided.
Data – information we collect from you including personal details such as your name, date of birth, email address and the driving behaviour of anyone who drives the vehicle. This will include the date, time, location, duration, speed, distance, start, finish and direction of travel, for each journey where the telematics device is active.
OBD (On-board Diagnostics Port) – the socket in your vehicle which is used to interact with the vehicle’s on-board management system. Plug-In Telematics devices will be connected to this port.
Service – the full range of tracking and fleet management services provided by Trakm8 and the Trakm8 Group and its subsidiary companies.
Telematics Device (Plug-in) – the unit which is fitted into the OBD port of your vehicle that collects and transmits data to us.
Telematics Device (Fitted to Vehicle) – the unit which has been fitted to your vehicle by an installation engineer (as opposed to the Plug-in) and that collects and transmits data to us.
Tracking Information – any information collected by the device fitted to the vehicle

What data do we collect when you register for our Service?

When registering for our Service, we will typically collect such information as may be required to set up and deliver the Service. This information may include such items as:

• Contact Name
• Company Name
• Vehicle Registration(s)
• Billing Information such as bank account and sort code
• Billing Address
• Work Address
• Driver Names

What data do we collect on our website?

Our website employs Cookies.

A cookie is a small file which is placed on your computer’s hard drive which allows web applications to respond to you as an individual. This enables the web application to tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
For more details on our use of cookies, including how to disable Cookies, please refer to our Cookie Policy.

In addition to Cookies, we may also collect the following information from our websites:

• Name
• Company name
• Job Title
• User Name
• Password
• Contact information including: postal address, email address, telephone/mobile number, fax number
• Demographic information such as postcode, preferences and interests
• Geo-fencing information
• Other information relevant to customer surveys and/or offers (such as number of vehicles)

What data do we collect from the telematics device?

Once the telematics device has been installed and activated, it will record and analyse data relating to the vehicle.
Trakm8 and our partners will collect, process and store this information securely ensuring that it is protected in line with commercially reasonable security practices as well as any legal and regulatory requirements.
Depending on the specific unit fitted and the instructions from the vehicle owner, the telematics device will collect driver behaviour related information such as:

• Specific location
• Direction
• Speed
• Acceleration/deceleration rates
• Vehicle diagnostics

We will maintain a database of all location and driving information and may keep this information indefinitely. We use this location and driving behaviour to provide and maintain the Service. We also use this information to determine where we can improve our Service.
Trakm8 may aggregate and anonymise location and/or driving behaviour for statistical or business purposes. All aggregated and anonymised data is the property of Trakm8 and the Trakm8 Group.

How we will use your information

Trakm8 may use your name and billing address for the purpose of invoicing you for the Service.
Trakm8 may use your email address to contact you with regard to your account, such as to communicate that it is about to expire or to confirm any change to your phone number, and to respond to any inquiry you submit via our website or by email.
Trakm8 may also use your email address from time to time to inform you about our products and services that we think will interest you.
As a customer of Trakm8, you may also create a username and password, which we store in our database, for the purpose of you logging into your account.
You also have the option of providing us with your home and work addresses, which we will store, to enable you to access other features on the Trakm8 Service.
On some versions of the Trakm8 Service, you can also create a list of geo-fencing co-ordinates and/or addresses that you may edit on our website, or on your mobile device. We store these addresses in our database so that you can access them when using our Service.
The information collected by the telematics unit may be used by us and our partners for research and analytics purposes. Information will be gathered and used whilst the telematics unit is active; information may still be used after your use of the telematics unit has ceased.
Unless you stop using the telematics device, we will continue to use any ongoing data collected for the purposes below.

• Road and vehicle usage including for road safety issues and real time traffic flow;
• Driving behaviour analysis and profiling including determining what constitutes safe and dangerous driving and the typical behaviours of various segments of the UK population;
• Environmental impacts such as idle time at junctions, journey times, distances and speeds;
• Analysis of junctions and the risk they represent;
• Analysis of the causes of, and forces involved in, collisions and other road incidents; and,
• Researching and refining techniques for analysing motor vehicle telematics data.
In addition to any Trakm8 use of the information, the Contracting Entity may use the data for their own purposes without reference to Trakm8.
Where you have any concerns about how your information may be used, you should in the first instance contact your employer/insurer to discuss.

Third Parties

Unless we have your express consent, we will only disclose your personal data to third parties if this is required for the purpose of completing your transaction with us. This is subject to the proviso that we may disclose or transfer your data to a partner company where you have supplied information via a site which is co-branded with that partner company or to members of our own group. If personally identifying data about you may be shared with a partner company, we will tell you before we collect or transfer the data so that you may opt out of this transfer if you wish.
We use your information only as set out in this Policy and will not sell, rent or pass your information on to others for marketing or other purposes without your express consent.
Trakm8 may however 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 account information where we believe in good faith that this release is reasonably necessary to comply with the law.
Trakm8 are not responsible for any transfer of data undertaken by the Contracting Entity. Where you as the Driver have any concerns about how your data is used or may be transferred, you should discuss in the first instance with the individual responsible for vehicles within your organisation.

Links to other websites

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 that other website. 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 website in question.

Security

We are committed to ensuring that your information is secure. 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 collect online.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• Adjusting your PC settings to restrict the way in which cookies are used
• By notifying us that you no longer wish to receive marketing communications via email at info@trakm8.com or sales@boxtelematics.com or in writing at:

Trakm8
Roman Park
Roman Way
Coleshill
West Midlands
B46 1HG

Subject Access Requests

You may also request details of personal information that is held about you under the Data Protection Act 1998.
Enquiries relating to Tracking information should be directed to relevant the Contracting Entity in the first instance.
Note that any subject access requests made directly to Trakm8 or Trakm8 may be disclosed to the Contracting Entity. Where this relates to Tracking Information, the request will be handled jointly between Trakm8 and the Contracting Entity.

If you would like a copy of the information held on you or if you have an enquiry relating to the information entered via our websites please contact us:

By post at:

Trakm8
Roman Park
Roman Way
Coleshill
West Midlands
B46 1HG
By telephone: +44 (0) 1675 434 200
By email: info@trakm8.com

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Trakm8 Ltd. is a wholly owned subsidiary of Trakm8 (Holdings) PLC

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

Registration: Incorporated and registered in England and Wales; company registration number 05452547