TrackFleet Privacy Policy
Last updated: June 2026
1. Introduction
TRACKFLEET LTD, trading as TrackFleet (“we”, “us”, “our”), is committed to protecting your privacy and handling personal data responsibly. This policy explains how we collect, use, store and share personal information when you use our website, contact us, purchase digital products, access TrackFleet Hub or use TrackFleet modules.
This policy is intended to support compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
TRACKFLEET LTD is a company registered in England and Wales under company number 17270562. Our registered office is 9 Ashby Mews, Swanwick, Southampton, SO31 7QD. TrackFleet provides transport software, compliance resources and operational tools. TrackFleet Hub is the main customer area for company profile, users, product access and module access.
TrackFleet Central is the compliance module for vehicles, drivers, maintenance, walkaround checks, tachograph, Working Time, defects, fuel and fleet records. TrackFleet Dispatch is the operations module for jobs, day book control, driver workflow, PODs, waste notes, invoicing, timesheets and reports.
3. Our Role Under Data Protection Law
For website enquiries, direct contact, sales, billing, digital product purchases and TrackFleet account administration, TrackFleet will usually act as the data controller.
Where a customer uses TrackFleet Hub or TrackFleet modules to manage information about its own employees, drivers, customers, vehicles, jobs, PODs, compliance records, waste notes or operational records, the customer may be the data controller and TrackFleet may act as a processor or service provider for that customer data.
4. Information We Collect
We may collect the following categories of personal information:
- Contact details: name, email address, telephone number and information you include in messages sent via our contact form or email.
- Business information: company name, address, fleet size, job volume, module interest, billing details and operational information you provide voluntarily.
- Account information: user names, email addresses, roles, access permissions, login information and module access settings.
- Central compliance data: vehicle records, driver or employee records, maintenance records, defects, walkaround checks, fuel entries, tachograph-related information, Working Time records and supporting compliance evidence.
- Dispatch operations data: customer details, job details, driver workflow data, POD information, receiver names, waste note records, EWC details, receiving site information, invoice support data, timesheet data and reports.
- Digital product data: purchase details, download information, support requests and payment confirmation details.
- Technical and usage data: device or browser information, approximate location, pages visited, IP address, log data and analytics information.
5. How We Use Your Information
We use personal information to:
- respond to enquiries and provide support
- set up, manage and administer TrackFleet Hub customer accounts
- provide access to Central, Dispatch and any enabled TrackFleet modules
- manage users, product access and module access
- provide software functionality, dashboards, records, reports and operational tools
- process payments, subscriptions, invoices and digital product purchases
- provide access to downloads and resources, including purchased digital products
- send relevant service communications, account messages and support updates
- maintain website, system and account security
- understand how the website and services are used and improve content, performance and user experience
- comply with legal, accounting, tax or regulatory obligations where applicable
6. Legal Basis for Processing
We process personal data using one or more of the following legal bases:
- Consent — where you choose to contact us, submit information or agree to optional communications.
- Contract / pre-contract steps — where processing is necessary to provide requested services, trials, subscriptions, downloads, purchases or support.
- Legitimate interests — to operate, secure, improve and support our website, software, products and services.
- Legal obligation — where we must retain, process or disclose information to comply with law.
7. Cookies and Analytics
We use cookies and similar technologies to help the website function and to understand usage. We use analytics tools, such as Google Analytics, to measure traffic and improve the site. Analytics may collect information such as pages visited, time on page, device or browser type, and IP-based signals for security and measurement.
You can manage cookies through your browser settings. Restricting some cookies may affect website or system functionality.
8. Sharing Your Information
We do not sell, rent or trade your personal data. We may share limited information with trusted third-party providers who help us operate the website, provide TrackFleet services or deliver digital products.
- website hosting and infrastructure providers
- database, storage and software hosting providers
- analytics providers, for example Google Analytics
- email and communications providers
- payment providers, including Stripe where relevant
- support, development or security providers where required to operate and protect the service
These providers are expected to protect your information and use it only for the services they provide to us.
9. International Transfers
Some service providers may process data outside the UK. Where this occurs, we take steps intended to ensure appropriate safeguards are in place, such as contractual protections or other lawful transfer mechanisms in line with applicable data protection requirements.
10. Data Storage, Security and Retention
We use appropriate technical and organisational measures designed to protect personal data from unauthorised access, disclosure, alteration or destruction. No method of transmission or storage is 100% secure, but we work to protect information using reasonable safeguards.
We retain personal data only for as long as necessary for the purposes set out in this policy, including account administration, service provision, support, legal, accounting, tax or reporting requirements.
Customer data held inside TrackFleet Hub or TrackFleet modules may be retained while the customer account remains active, and for a reasonable period afterwards where required for backup, support, legal or operational reasons.
11. Customer Responsibilities
Customers are responsible for ensuring they have a lawful basis for entering, uploading or processing personal data relating to their employees, drivers, customers, suppliers or other individuals in TrackFleet systems.
Customers are also responsible for ensuring user access is appropriate, login details are protected, and information entered into TrackFleet is accurate and kept up to date.
12. Your Rights
Under UK GDPR, you may have the right to:
- request access to your personal data
- request correction of inaccurate or incomplete data
- request deletion of your data where applicable
- object to processing or request restriction where applicable
- withdraw consent at any time where processing relies on consent
- request data portability in certain circumstances
- complain to the Information Commissioner’s Office (ICO)
To exercise a right, contact us using the details below. We may need to verify your identity before responding. If your request relates to data entered by a TrackFleet customer into its own account, we may need to refer the request to that customer where they are the relevant data controller.
13. Children’s Privacy
TrackFleet is not intended for children and we do not knowingly collect personal data from children.
14. Changes to This Privacy Policy
We may update this privacy policy from time to time. Updated versions will be published on this page. Continued use of the website, TrackFleet Hub, TrackFleet modules or digital products after an update means the updated policy applies.
15. Contact Us
If you have any questions or requests about this privacy policy, please contact:
TRACKFLEET LTD
Company Number: 17270562
Registered in England and Wales
Registered Office: 9 Ashby Mews, Swanwick, Southampton, SO31 7QD
Email:
support@trackfleet.uk
Website:
www.trackfleet.uk