OUR PARTNERS
We understand that your privacy is important to you and that you care about how your personal data is used and shared. We respect and value the privacy of everyone who uses our services and will only process information in ways that are consistent with your rights, and our obligations under the law.
Our privacy notice exists to provide you with key information about:
Your acceptance of this notice occurs when you sign up to OnTrack GDPR and you confirm you have read, understood and agree to its provisions. If you do not understand or accept the privacy notice, you must stop using our services immediately. Please contact us if you need assistance.
On Track GDPR is owned and operated by Smarter Data Protection Ltd (SDP), a limited company registered in England and Wales under company number 11024613. Our Data Protection Lead is responsible for handling compliance with data protection law, and for effectively handling all queries from data subjects about their personal data.
OnTrack GDPR c/o Smarter Data Protection Ltd
Unit 15, Riverside Industrial Estate
South Street
Rochford
Essex, SS4 1BS
Tel: 01702 866826
Email: [email protected]
To comply with the GDPR, we are required to have a lawful basis for processing all personal data. The table below lists the different reasons why we collect and process your personal data, and our lawful basis for doing so.
We do not collect any data about you from third parties.
| Processing purpose | Personal data processed | Lawful basis |
| To provide free trials and sign up supportproviding access to free trial accountsbooking and delivering demonstrationshandling enquiries and providing support | NameContact details | Article 6 (b) Contract |
| To deliver paid products and services includingproviding access to paid OnTrack accountsending operational communications (i.e. sign up & forgotten password emails)providing customer support via email and telephone (Helpdesk)processing billing information, invoices and payments | NameContact detailsBilling and payment info (main subscriber only) | Article 6 (b) Contract |
| To protect our services, and to monitor, prevent and detect risks | NameContact detailsIP addressDevices used | Article 6 (b) Contract |
| To enhance our products and services by soliciting your feedback and/or asking you to take part in market research | NameContact details | Article 6 (f) Legitimate interests |
| Publishing your feedback or testimonial | Name | Article 6 (b) Consent |
| To send you direct email marketing | NameEmail address | Article 6 (f) Consent |
| To maintain an email marketing unsubscribe list | Name Email address | Article 6 (c) Legal obligation |
| To manage your data protection rights | NameContact detailsIdentification | Article 6 (c) Legal obligation |
As part of our sign-up process you may set up a free trial account, request a free demo or GDPR consultation.
We will add your information to our customer relationship management system (CRM), and only use it to respond to your enquiry or request in a timely fashion. If you do not take up any of our products and services, we will delete your details from our CRM 6 months after we deem the enquiry closed. If you would like your data deleted before then, please just let us know.
If you set up a free trial but do not subscribe your account will be locked out. We will retain your account for 12 months in case you change your mind and wish to reopen it. If you would like your information deleted before this time, please just let us know.
We must process a limited amount of your personal data to provide our services to you. You can only opt out of this type of processing if you cancel your subscription and cease to use our services.
We will process your personal data for as long as you use our service, and we will retain it for at least 6 years after for taxation and legal purposes.
We use certain tools and systems to protect and secure our online services. From time to time we may also need to use your personal data to investigate, detect and prevent fraudulent or malicious behaviour. We may also monitor service use to ensure that all system users are using the service in accordance with our terms.
In these instances, we will process your personal data for as long as you use our services, or there is an open investigation. We may need to retain the data for legal purposes.
We solicit feedback from our customers so that we may continually improve our services. We view this as a legitimate business interest. If you do not wish to be contacted for such purposes you can opt-out or unsubscribe at any time by clicking the relevant link in the email, or by contacting us directly.
We will retain this information for as long as you remain a customer, or until you opt-out.
If we want to publish your testimonial or feedback, we will ask for your consent to do so in writing. You can revoke your consent at any time by contacting us. We will seek to remove the published information as soon as is reasonably possible.
We will retain this information for as long as you remain a customer or until you revoke consent and ask for it to be deleted.
We operate an email marketing list so that we can keep our customers up to date with company news, promotional offers, and marketing emails. We only do so when we have your consent. You can opt-out or unsubscribe at any time by clicking the relevant link in the email, or by contacting us directly.
Your personal data will be retained until you unsubscribe, or we cease to operate the email marketing list.
We have a duty to uphold your data protection rights. To do this, we will need to process and store some limited information about you.
For example, when you unsubscribe from our email marketing list, we must keep a record to ensure your details are not re-added to the mailing list, in error, at any point in the future.
If you submit a subject access request, we will need to keep a log of your request, and the steps we’ve take to respond to you.
We will retain records of this nature for a period of at least 6 years and maybe longer if we need to retain the data for legal purposes.
We only use cookies and other tracking technologies where it is necessary to the efficient operation and security of our App or where they do not involve the processing of your personal data.
We will never share or sell your data to any other company for commercial gain. We only ever “share” or transfer your data as part of our core processing activities. So, for example, by using a card payment processing provider to take payment for goods or services. These third parties are “data processors”.
Our current list of data processors includes:
We require all data processors to respect the security of your personal data and to treat it in accordance with the law. Data processors are not allowed to use your personal data for their own purposes; we only permit them to process your personal data for specified purposes and in accordance with our instructions.
We also ensure that any international transfers of data are done with the required safeguards in place. When processing takes place in the US, we ensure the Processor participates in, and has certified their compliance, with the EU-US Privacy Shield Framework.
We fully support your rights and will always seek to uphold them. If you ever feel this is not the case, please contact us. At any point you can exercise your:
If you’re unhappy with the way we’re processing your data, please contact us. If we ever refuse to uphold your rights, we will provide you with a reason why. You will then have the right to complain to your data protection authority as detailed below.
To exercise all relevant rights, queries or complaints in relation to this Cookie Policy please contact our Data Protection Lead:
OnTrack GDPR c/o Smarter Data Protection Ltd
Unit 15, Riverside Industrial Estate
South Street
Rochford
Essex, SS4 1BS
Tel: 01702 866826
Email: [email protected]
If this does not resolve your issue to your satisfaction, you have the right to lodge a complaint with the UK’s Supervisory Authority, the Information Commissioner’s Office.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113