Introduction
Protrax Ltd is committed to protecting and respecting your privacy pursuant to General Data Protection Regulation (GDPR) and the data protection law in force in the UK (“Data Protection Laws”).
This policy (together with our Software as a Service Agreement (SaaS) and any other documents referred to in it) which is available on request, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By providing your personal data to us or by using our services, website or other online or digital platform(s) you are accepting or consenting to the practices as described or referred to in this Privacy Policy.
When we refer to ‘we’, ‘us’ and ‘our’, we mean Protrax Ltd and any of our trading divisions.
Our Contact Details:
Full Name: Protrax Ltd.
Postal address: 35 Whinflower Drive, Stockton on Tees, TS20 1TQ, United Kingdom.
Telephone Number: +44 1642 688827
Email: admin@ptrax.co.uk
P-trax is a trading division of Protrax Ltd.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 04 November 2018. Historic versions are archived and can be obtained by contacting us at admin@ptrax.co.uk
We reserve the right to update this privacy notice at any time. We may also notify you in other ways from time to time about the processing of your personal information.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
How we obtain the data
Most of the data we obtain is provided by you as a user of our software, P-trax. Or, by our customers system administrators on behalf of the user, where the user maybe be an employee, contractor or other representative of our customer.
We may also obtain data when a customer gives us specific instructions to create a user account on their behalf.
If you make a telephone call to us, email us, write a letter to us using postal service or contact us through our website we may record that communication and store your details.
The purpose of the processing
The purpose of the processing is to provide services. All users of our software (P-trax) are required to provide certain personal data to gain access to the software. The software requires certain personal data to function correctly.
The lawful basis of processing
The legal grounds for processing data are where it is in our legitimate interest to do so, considering your interest’s rights and freedoms. This allows us to manage the relationship that exists between you and us.
The categories of personal data obtained
When we refer to personal data in this policy, we mean information that can or has the potential to identify you as an individual.
Types of personal data * First name * Last name * User name * E-mail address * Job title (optional) * Telephone number (optional) * Any other information that the Customer inputs from time to time.
Who else has access to your data
We will not share your information with any third parties for the purposes of direct marketing.
In the usual course of our business we may disclose your personal data (which will be limited to the extent reasonably necessary) to certain third-party organisations that we use to support the delivery of our services. This may include the following:
Business partners, suppliers and sub-contractors for the performance of any contract we enter with you, organisations providing Information technology (IT) systems support and hosting in relation to the IT systems on which your information is stored,
Where a third party is used, we ensure that they operate under contractual restrictions regarding confidentiality and security, in addition to their obligations under Data Protection Laws.
The details of transfers of personal data to third countries
Personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Where we transfer your personal data outside the EEA, we will ensure that there are adequate protections in place for your rights, in accordance with Data Protection Laws. By submitting your personal data, and in providing any personal data to us, you understand the basis for this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Policy.
The retentions period (How long do we keep your data)
Unless we explain otherwise to you, we will retain your personal data based on the following guidelines:
For as long as we have a reasonable business need, such as managing our relationship with you and managing our business.
For as long as we provide services.
In line with legal and regulatory requirements or guidance.
Your rights
The law gives you certain rights in respect of the personal data that we hold about you as well as information about what we do with it, who we share it with and how long we will hold it for. The website of the Information Commissioner’s Office (http://www.ico.org.uk) has a wealth of useful information in respect of your rights in your personal data. Below is a short overview of the most commonly-used rights.
Your Right To Access – With some exceptions designed to protect the rights of others you have the right to a copy of the personal data that we hold about you as well as information about what we do with it, who we share it with and how long we will hold it for. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs.
Your Right to Rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your Right to Erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your Right to Complain – Please note that 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 (http://www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Processes we have in place to protect your personal data
The transmission of information via the internet cannot be guaranteed as completely secure. However, we ensure that any information transferred to our software ‘P-trax’ is via an encrypted connection. Once we have received your information, we use security features to minimise the risk of unauthorised access. Below is a short overview of some of the security features employed.
The system ‘P-trax’ is hosted on a secure server provided by one of the world’s largest cloud providers.
The hosting server sits behind a firewall.
All usesr require a unique username and password to access the system. The passwords are encrypted.
The system itself is running under TLS (Transport Layer Security) so the data going from and to the sever is encrypted.
Our Cookies Policy
This cookie notice applies to our website https://www.ptrax.co.uk , any website or branded pages on third party platforms (e.g. Facebook) and applications accessed or used through such websites or platforms which are operated by or on behalf of Protrax ltd.
By using Protrax Ltd sites, you are consenting to our use of cookies and other tracking technology in accordance with this notice. If you do not agree to our use of cookies and other tracking technology in this way, you should not use our sites.
What are cookies?
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
What cookies do we use?
Strictly necessary cookies. These are cookies that are required for the operation of the Protrax Ltd Sites.
Analytical/performance cookies. Google Analytics.
Please visit Google Analytics webpage for a full explanation of which cookies are used and what data is collected by the cookies. Below is a short overview on what Google Analytics provides to website owners using it.
| Cookie | Name | Purpose | Persistent/ Session |
| Google Analytics | _ga _gat _gid |
These cookies are used to collect anonymous information about how visitors use our website. We use the information to compile analytical reports which help us improve our website. The cookies collect information such as the number of visitors to our website, how they arrived there (e.g. directly from the internet or through linking from another website) and tracking which web pages they visited. | Persistent |
Google Analytics mainly uses first-party cookies to report on visitor (aka. user) interactions on Google Analytics customers’ websites. Users may disable cookies or delete any individual cookie.
In addition, Google Analytics supports an optional browser add-on that – once installed and enabled – disables measurement by Google Analytics for any site a user visits. Note that this add-on only disables Google Analytics measurement. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
Where sites or apps have implemented Google Analytics with other Google Advertising products, like Google Ads, additional advertising identifiers may be collected. Users can opt-out of this feature and manage their settings for this cookie using the Ads Settings.
Google Analytics also collects Internet Protocol (IP) addresses to provide and protect the security of the service, and to give website owners a sense of which country, state, or city in the world their users come from (also known as “IP geolocation”). Google Analytics provides a method to mask IPs that are collected but note that website owners have access to their users’ IP addresses even if the website owners do not use Google Analytics.
Furthermore, to enable us to have YouTube videos played through our website, YouTube places cookies on our sites (for more information about how YouTube uses cookies and what information they collect, visit http://www.google.com/policies/privacy/
How do I delete and manage cookies?
You can enable, disable or delete cookies within the settings on your browser. To do this, follow the instructions provided by your browser (usually located within the “Help”, “Tools” or “Edit” menu). Disabling a cookie or category of cookie does not delete the cookie from your browser; you will need to do this yourself from within your browser by choosing the option to delete cookies.
Cookies and privacy practices of third party
Protrax Ltd sites may contain links to and from the websites of our partner networks, data partners, advertisers and affiliates. It may also contain links to third party social media sites. These third parties may place their own cookies or other technological devices on your Internet browser. We have no control over these third parties and no responsibility for the technologies they employ. To learn how a website collects and uses your information, you should read the privacy policy of that website.
We do not accept any responsibility or liability for third party policies. Please check these policies before you submit any personal data to these websites.
For more information on the new legislation regarding cookies, see the Information Commissioners Office’s website – https://ico.org.uk/.