We are committed to protecting your privacy. This policy explains how we treat your personal information, including personal data we collect or process through Track and Trace Services’ website.
It is important that you read this privacy notice alongside any other notice, T’s & C’s, offers etc. as this policy is not intended to override other policies, to instead work alongside them.
What data do we collect
We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, communications); payment details (including credit card information), comments, feedback, product reviews, and recommendations.
How do we collect your data?
We collect your data through various methods, including directly through you, interaction with our website, Eshots, Offers, Telephone, Email, Post.
Direct contact can give us your identity and contact data, as well as completing any forms, special offers, feedback, correspondence with us, by post, telephone, email, amongst other methods, such as fax, text, social media platforms. When you purchase our products, create an account, automated technologies/interactions, with our website can automatically collect technical data about your browsing actions for example.
Track and Trace Services Limited collects data from various methods, these include direct interaction with yourself, whether this be in conversation over the phone, in person, form filling, correspondence by post, email, fax, text, social media etc. Further details may be collected when you purchase a product from us, create an account on our website, automated processes and interactions when interacting with our website, including browsing actions and patterns. This data is collected when using cookies, server logs, and other similar technologies.
Ensuring the contract, we are about to enter or have entered is worked correctly, where necessary for both our legitimate interests and your fundamental rights, ensuring we do not override those interests. Complying with a legal or regulatory obligation.
How will we use your data?
Below, is a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Purpose/Activity
To register you as a new customer
To process and deliver your order including:
(1) Manage payments, fees and charges
(2) Collect and recover money owed to us
To manage our relationship with you which will include:
(1) Notifying you about changes to our terms or privacy policy
(2) Asking you to leave a review or take a survey
Administer and protect, our business and this website, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data.
Delivering relevant website content/advertisements/offers to you, while measuring and understanding the effectiveness of the information we provide you with.
Data analytics to improve our website, products/services, marketing, customer relationships and experiences, making suggestions and recommendations about goods or services that may be of interest to you
Type of Data required for the above actions:
Identity – Contact – Transaction – Profile – Technical – Usage
Basis for processing including legitimate interest:
Performance of contract – Legitimate interests for debt recovery – keeping records accurate and up to date – understanding of customer use and requirements of product knowledge – understanding of product/company development – running of business and IT systems, provision of services, prevention of fraudulent activities etc.
Promotional/Marketing Offers:
Track and Trace Services Limited strive to ensure our clients are kept in the loop with new products, offers, savings, news etc. that will enhance/save your company money making your bottom line healthier and improve your business. We would use your collective date to help us form a view on what we believe to be a useful tool to you and your business. You may receive this in a marketing form of communication, if you have signed up for marketing information, newsletters, purchased product from us or have expressed an interest via any other media channel. You can opt out of this service at any time by simply contacting us via email – admin@trackandtrace.ltd – stating you wish to unsubscribe and what you wish to unsubscribe from.
As previously mentioned you can opt out at any time, when you opt out, this is not likely to apply to personal data that is provided to us allowing us to continue to supply you with relevant goods, purchases, guarantees, registration or product/service faults, experiences and transactions.
Changes to and Disclosure of personal data purposes:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose, such as third parties to whom we may have sold/transferred/merged parts of our business or our assets. Should we acquire other businesses or merge with, if a change happens within our current business, new owners may require use of your data but only to be used in the same way as Track and Trace, should it be any different your permission would be sought. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Data Security:
Track and Trace Services has in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. All our computer systems, software, laptops, mobiles are encrypted. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who do not need to have your information to process instructions. They only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Retention:
We only hold your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The law states we must keep accounting information for 7 years, after our clients cease to be customers for tax purposes, on this basis we keep all other records for 7 years also, after that time unless it is for tax purposes we destroy all hard copies using a cross section shredder, so no information is retrievable and/or readable.
In some circumstances we may anonymise your data so that it is no longer be associated with you and then we may use this information for research or statistical purposes, in these cases we do not need your approval.
We may have to share your personal data with the parties set out below:
Service providers who provide IT and system administration services.
Professional advisers including lawyers, bankers, accountants, auditors and insurers.
Government bodies that require us to report processing activities.
Third parties to whom we sell, transfer, or merge parts of our business or our assets. Such as our pallet network partners and distribution partners either inside or outside of the EU who deliver on our behalf.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
The new GDPR/Privacy regulations mean you have the following rights:
The right to be informed
The right of access to data
The right to correct/edit/update
The right to request removal of content/contact/information
The right to restrict processing
The right to object
The right not to be subject to automated decision making including profiling
This policy applies to all our customers and future customers, covering all forms of initial contact, via telephone, email, Eshot, postal, website, all forms of social media.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues – www.ico.org.uk, should a situation occur, that requires such action, we would appreciate the chance to deal with your concerns before you approach the ICO.
It is your responsibility to ensure your data is kept up to date with us, so please keep us informed of any changes during your business relationship with us.
How do we store your data?
Track and Trace Services has in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. All our computer systems, software, laptops, mobiles are encrypted. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who do not need to have your information to process instructions. They only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We only hold your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The law states we must keep accounting information for 7 years, after our clients cease to be customers for tax purposes, on this basis we keep all other records for 7 years also, after that time unless it is for tax purposes we destroy all hard copies using a cross section shredder, so no information is retrievable and/or readable.
In some circumstances we may anonymise your data so that it is no longer be associated with you and then we may use this information for research or statistical purposes, in these cases we do not need your approval.
What are your data protection rights?
Personal data and personal information mean any information about an individual which can identify that individual, it does not include data where the identity has been removed, known as anonymous data.
Groups of information that may be collected, use, stored include:
Identity Data consisting of first name, middle name, last name, maiden name, username or similar identifier, marital status, title, date of birth and gender
Contact Data consisting of billing address, delivery address, email address, contact numbers.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us. Also including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, cookie information, operating system and platform and other technology on the devices you use to access this website.
Please note that we do not collect financial data – including bank account and payment card details. This is collected via WorldPay and no data is retained by the
Company.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is
not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the
percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or
indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual
orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about
criminal convictions and offences.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
We do not collect payment card details; this is collected via PayPal and no data is retained by Track and Trace Services Limited.
We may also collect, use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the % of users accessing a specific website feature. Should we combine or connect Aggregated Data with your personal data, this may directly or indirectly identify you, Track and Trace Services Limited treat the combined data as personal data which will be used in accordance with this privacy notice.
We will not collect any Special Categories of Personal Data about you including your race, ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health, genetic and biometric data. Nor do we collect any information about criminal convictions and offences, unless it is related to CCJ’s, bad debts, insolvency, administration, legal debt recovery or relevant regulators, etc. in relation to having a trade account with Track and Trace Services Limited.
We will not request a fee to access your personal data, unless your request is clearly unfounded, repetitive or excessive. We may refuse to comply with your request in these circumstances.
We are likely to request specific information from you to help us confirm your identity and ensure your right to access your personal data, or any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you for further information in relation to your request to speed up our response.
Should you have any questions about our policies or wish to request a copy of your personal data held on our system to check, update, amend, change, delete or remove, please send your request to Miss Heather Fletcher – Director – Track and Trace Services Limited, 31 West End Terrace or fill out a contact form submission via this website.
Time limit to respond
We will endeavour to respond to your requests within one month. Occasionally it may take us longer than a month if your request is a complex one or you have made several requests at the same time, in this case, we will notify you advising of the time line and keep you updated as the processes take place.
What are cookies?
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.
For further information, visit allaboutcookies.org
How do we use cookies?
Our store is hosted on AWS and we use cookies for many important reasons such as:
To provide a great experience for our visitors and customers
To monitor and analyze the performance, operation and effectiveness of our services.
To ensure our platform is secure and safe to use.
What types of cookies do we use?
There are several different types of cookies our website uses:
Functionality – We use these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
Advertising – We use these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. We sometimes share some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.
Google Analytics. – We use first-party cookies to track your visits to provide us with usage pattern information through the Google Analytics service.
How to manage cookies
You can set your browser not to accept cookies, and website explains further on managing cookies in different browsers. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
Our website contains links to other websites. Our Privacy Policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our Privacy Policy
We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.
How to contact us
If you would like to: access, correct, amend or delete any personal information we have about you, you are invited to contact us by using the form on our ‘Contact us’ page. If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us
