Privacy Policy

TrackFleet Privacy Policy

Last updated: 22 August 2026

1. Introduction

TRACKFLEET LTD, trading as TrackFleet (“TrackFleet”, “we”, “us” or “our”), is committed to handling personal data responsibly. This policy explains how we process personal information when you visit our website, create or use a TrackFleet account, use Central, Dispatch or Connect, buy digital products, or contact us.

This policy is intended to support compliance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable UK data protection and privacy laws.

2. Who We Are

TRACKFLEET LTD is registered in England and Wales under company number 17270562. Our registered office is 9 Ashby Mews, Swanwick, Southampton, SO31 7QD.

TrackFleet provides:

• TrackFleet Central — fleet, driver and transport compliance software;
• TrackFleet Dispatch — job, driver, delivery, POD and invoicing workflow software;
• TrackFleet Connect — a transport marketplace and funded-job workflow for posters and carriers;
• ETM / consultant tools — authorised multi-customer management features; and
• Compliance Packs and resources — downloadable digital documents and templates.

3. Our Role Under Data Protection Law

TrackFleet may act as a data controller or a data processor depending on the context.

We generally act as a controller for our own website visitors, account holders, billing contacts, business contacts, Connect users, carrier onboarding, payment and payout administration, digital-product customers, support requests, security records and our own service communications.

Where a transport operator uses Central or Dispatch to manage personal data about its own drivers, employees, customers, recipients or other individuals, that customer will commonly be the controller and TrackFleet will commonly process the information on the customer's behalf in order to provide the software service.

The exact legal role can depend on the processing activity and any applicable customer or partner agreement.

4. Personal Data We May Collect

Depending on how you use TrackFleet, we may process:

• Identity and contact data: names, email addresses, telephone numbers, business addresses and contact details.
• Account data: login email, user role, permissions, company membership, access settings and authentication/security records.
• Business data: company name, organisation type, fleet information, operating details and product selections.
• Driver and employee data: names, contact details, employee records and compliance information.
• Driving licence data: licence number, entitlement categories, validity or expiry information and uploaded licence images where provided by the customer.
• Driver CPC and digital tachograph card data: card numbers, expiry information and supporting uploaded documents.
• Vehicle data: registrations, VINs, vehicle records, maintenance history, MOT and inspection evidence.
• Tachograph and Working Time data: driver-card and vehicle-unit data, activity records, infringements and Working Time information.
• Walkaround and defect data: driver checks, defect records, photographs, notes and repair evidence.
• Dispatch data: job details, customers, sites, collections, deliveries, allocated drivers and vehicles, progress stages and job notes.
• POD and recipient data: recipient names, signatures or other delivery evidence, photographs and uploaded paperwork where used.
• Location data: last-known vehicle or device location captured during driver job-progress updates where location permission and the workflow allow it.
• Connect marketplace data: posted jobs, private bids, bid values, job status, carrier profile information, dispute records and marketplace communications.
• Guest booking data: contact, collection, delivery, load and payment-related information submitted for one-off transport jobs.
• Carrier onboarding data: business profile information, supporting documents and payout-account setup information.
• Payment and transaction data: amounts, payment status, billing records, refunds and payout status. Full card or bank credentials are normally handled by the relevant payment provider rather than stored directly by TrackFleet.
• ETM / consultant data: account details, linked customer access, customer-management actions, resale pricing and invoice information.
• Digital-product data: order information, purchased pack, transaction status, delivery/support information and download-related records.
• Support and communications data: emails, messages, enquiries, complaints and support history.
• Technical and usage data: IP address, browser/device information, logs, security events, pages viewed and analytics information.

5. How We Collect Personal Data

We may collect personal data:

• directly from you when you create an account, contact us, post a job, submit a bid, make a purchase or provide information;
• from your employer, transport operator, ETM or other organisation that is authorised to add you to TrackFleet;
• from files and documents uploaded to Central, Dispatch or Connect;
• from driver job-progress actions, including location data where permitted;
• from payment and payout providers when they return transaction or account-status information;
• from website and service logs, cookies and analytics technologies; and
• from other marketplace users where information is required to operate a Connect job, dispute or delivery workflow.

6. Uploaded Documents and Data Extraction

Some TrackFleet workflows can extract or suggest information from uploaded documents such as driving licences, Driver CPC evidence, digital tachograph cards, MOT documents and maintenance records.

The purpose of this processing is to reduce manual data entry and help place information into the correct compliance record. Customers remain responsible for reviewing extracted or suggested information before approving or relying on it.

Original uploaded documents may be retained with the relevant driver, employee or vehicle record according to the customer's use of the service and applicable retention requirements.

7. How We Use Personal Data

We may use personal data to:

• create, administer and secure TrackFleet accounts;
• provide Central, Dispatch and Connect functionality;
• store and present driver, vehicle, compliance, maintenance and document records;
• process tachograph and Working Time data;
• operate job allocation, driver workflow, navigation, status, POD and invoicing features;
• operate the Connect marketplace, including job posting, private bidding, funding, delivery, approval, dispute and payout workflows;
• process guest one-off transport requests;
• review carrier account information and enable or restrict Connect marketplace access;
• process payments, refunds, invoices and carrier payouts;
• provide ETM, consultant and reseller account functionality;
• deliver digital Compliance Packs and provide purchase support;
• respond to enquiries, complaints and support requests;
• detect, investigate and prevent fraud, abuse, security incidents and unauthorised access;
• maintain, diagnose and improve the website and software;
• send necessary service, account, payment, job or security communications; and
• meet legal, accounting, tax, regulatory and dispute-resolution obligations.

8. Legal Bases for Processing

Depending on the activity, we may rely on:

• Contract: where processing is necessary to provide a service, operate a Connect transaction, deliver a purchase or administer an account.
• Steps before a contract: for example when handling sign-up, a transport request or a purchase enquiry.
• Legitimate interests: to operate, secure, support and improve TrackFleet; prevent fraud; manage business relationships; and keep appropriate records, where those interests are not overridden by individual rights.
• Legal obligation: where processing or retention is required by law, taxation, accounting, court order or other binding legal requirement.
• Consent: where consent is the appropriate lawful basis, including certain optional communications, cookies or device/location permissions.

9. Driver Location Information

Dispatch and Connect driver workflows may capture a device's location when a driver updates the operational status of a job and location permission is available.

The purpose is to provide the transport operator or relevant Connect workflow with a last-known vehicle location associated with a job-progress update. TrackFleet does not describe this as continuous background GPS tracking.

The relevant operator should make drivers aware of how location information is used and ensure it has an appropriate lawful basis for workplace or operational location processing.

10. TrackFleet Connect — Sharing Between Marketplace Users

Connect requires some information to be shared between posters and carriers so that transport work can be quoted, awarded, funded and completed.

Information shown may vary according to job stage. This can include relevant job information, business or carrier profile information, progress status, POD evidence and, once operationally required, collection, delivery or contact information needed to perform the job.

Users must use personal information obtained through Connect only for legitimate purposes connected with the relevant transport job, dispute, payment or legal obligation and must not misuse it for unrelated marketing, harassment or unauthorised disclosure.

11. Payments and Carrier Payouts

We use third-party payment services, including Stripe where relevant, to process payments and carrier payout onboarding.

Payment providers may collect identity, business, bank, card or verification information directly under their own privacy terms. TrackFleet may receive transaction references, status information, limited account information and other data needed to operate funding, refund, dispute and payout workflows.

12. ETM, Consultant and Reseller Access

Authorised ETM, consultant or reseller accounts may be given access to linked customer companies. This can include permitted customer management, product access, cross-company tachograph upload workflows, pricing and invoicing functions.

Access is intended to remain limited to customer companies the ETM, consultant or reseller is authorised to manage. Each customer company's operational data remains logically associated with that customer environment.

13. Cookies and Analytics

Our website may use cookies and similar technologies for necessary functionality, security, preferences and analytics. We currently use analytics tools such as Google Analytics to understand website traffic and usage.

Where consent is required by law for non-essential cookies or similar technologies, we rely on the applicable consent or cookie-choice mechanism. You can also manage cookies using your browser settings, although blocking necessary cookies may affect functionality.

14. Who We Share Personal Data With

We do not sell personal data. We may share information where necessary with:

• cloud hosting, database and storage providers;
• payment and payout providers, including Stripe where applicable;
• email and transactional communications providers;
• analytics providers such as Google Analytics;
• mapping and navigation service providers where a user chooses to use those features;
• support, security, development and infrastructure providers acting on our behalf;
• authorised ETMs, consultants or customer administrators where their access is part of the customer's TrackFleet setup;
• Connect posters, carriers and relevant job participants where information is required for the marketplace or transport workflow;
• professional advisers, insurers, auditors or prospective business transaction advisers where reasonably necessary and subject to appropriate confidentiality; and
• regulators, courts, law-enforcement bodies or other authorities where disclosure is legally required or reasonably necessary to protect legal rights.

15. International Data Transfers

Some suppliers may process personal data outside the United Kingdom. Where UK data protection law requires safeguards for an international transfer, we seek to use an appropriate lawful transfer mechanism, such as an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another legally recognised safeguard.

16. Security

We use technical and organisational measures intended to protect personal data against accidental loss, unauthorised access, alteration, disclosure or destruction.

Measures may include access controls, authentication, role-based permissions, encrypted network connections, infrastructure security controls, backups, logging and restricted administrative access.

No internet or information-storage system can be guaranteed completely secure. Users must also protect their credentials, devices and authorised access.

17. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including service delivery, account administration, dispute handling, security, fraud prevention, support, legal, accounting, taxation and regulatory requirements.

Retention periods differ by record type. Operational customer records may be retained while an account is active and for an appropriate period afterwards, subject to customer instructions where TrackFleet acts as processor and subject to legal, backup, security and dispute requirements.

Connect transaction, payment, payout and dispute records may need to be retained after a job is complete where required for financial records, fraud prevention, chargebacks, legal claims or statutory obligations.

18. Customer Responsibilities

Customers that control personal data entered into TrackFleet are responsible for ensuring they have an appropriate lawful basis, privacy information and internal controls for that processing.

This includes ensuring employees and drivers are appropriately informed about the use of Central, Dispatch, driver access, tachograph processing, uploaded documents and any job-related location processing.

19. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights to:

• request access to personal data;
• request correction of inaccurate or incomplete data;
• request erasure where the legal conditions are met;
• request restriction of processing;
• object to certain processing based on legitimate interests;
• withdraw consent where processing relies on consent;
• request data portability where applicable; and
• complain to the Information Commissioner's Office (“ICO”).

To exercise a right, contact us at support@trackfleet.uk. We may need to verify your identity.

If your request relates to information entered by one of our business customers, that customer may be the controller responsible for handling the request. In that case we may refer you to the customer or assist the customer in responding where appropriate.

20. Marketing Communications

We may send service-related communications needed to operate your account, purchase, Connect job or security workflow. These are not the same as optional marketing communications.

Where we send direct marketing, we will use an appropriate lawful basis and provide a way to opt out where required.

21. Children

TrackFleet business software and carrier services are not intended for children. Guest transport requests should be submitted by an adult with legal capacity to enter the relevant transaction.

22. Automated Processing

TrackFleet may use software rules, matching logic and document extraction to support features such as file matching, compliance prompts, marketplace workflows and suggested document fields.

Where a process requires user review or approval, users remain responsible for checking the information before relying on it. If TrackFleet introduces solely automated decision-making that produces legal or similarly significant effects on individuals, we will provide any additional information and safeguards required by law.

23. Changes to This Privacy Policy

We may update this policy when TrackFleet products, suppliers or legal requirements change. The current version will be published on this page with the updated date.

24. Contact and Complaints

Questions, privacy requests or concerns can be sent to:

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

You also have the right to complain to the UK Information Commissioner's Office if you are unhappy with how your personal data has been handled.