Privacy

The Privacy Policy was updated in October 2023.

At ComplianceTrak, we are committed to protecting and respecting your privacy.

Your privacy is important to us. ComplianceTrak Ltd would like to keep you informed on how we use your personal information and with whom we share that information. This policy 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 visiting any of our websites, you accept and consent to the practices described in this policy.

We are committed to protecting your privacy and providing transparency in regard to our processes. We will review and update this notice regularly in order to keep you informed of any changes and in accordance with current General Data Protection Regulations (GDPR). We recommend that you review this page from time to time.

What Information (Personal Data) Do We Hold?

The information you provide to us directly via our website and apps or by phone, letter, email or other direct means is provided entirely voluntarily and will only be used for the purposes described in this policy.

We may also process personal data that we receive via our clients and 3rd party partners such as vehicle manufacturers, dealerships, and other enterprises.

The personal data we collect may include: Name, address and contact details; vehicle details; age and date of birth; bank account details; employment and occupation details, and any other personal data specifically required to provide a service or product. We will not collect personal data that is not relevant or required for the purpose intended.

We may, at times, be required to ask for and hold 'special' categories of personal data, which are items of personal data considered to be more sensitive. Where such data is provided, we will make clear to the individual(s): i) the reason for capturing and processing this data and ii) under what specific legal basis and conditions it is held.

How We Use Your Information

The reason we have for using personal data across our business activities and the applicable legal basis is to provide administration services, allowing us to carry out our contractual obligations with our clients and partners.

We do not share personal information with any 3rd party outside of the companies that we contract with and who have an existing relationship with the data subject, or the individual has provided consent.

We may use your personal data and the legal basis for its use to provide you with information on our range of products and services.

Where you have provided us with consent, we will process your data:

To meet our legal and/or regulatory obligations and to safeguard against fraud and financial crime
To notify you about changes to our service
To provide access to systems and for administration purposes
To demonstrate compliance within a regulatory framework
Legal and regulatory requirements
To offer renewal information
To conduct research and testing in order to continually improve our products, services and customer service
For network and information security purposes
In order to pursue our legitimate interests as a business

We May Disclose Your Personal Data to The Following:

Our Service Providers - We may disclose your personal data to our third-party agents, service providers, you or to act on our behalf. We will only share personal data with these third parties that are specifically required for the processing or delivery of a service, and we will ensure that they are contractually obliged to keep that data secure and not to use it for any other purpose than that agreed with us. Instalment credit providers, repairers and subcontractors where they are contracted to provide services to us and to

Legal and Regulatory Bodies - To meet our obligations under a duty or legal obligation. In the event that we sell or purchase a business or the assets of a business, we may be required to disclose relevant personal data to the other parties.

Your Rights and Access

We are committed to ensuring you are confident in the placement of your personal data with us and would like to make you aware of your rights in this regard. We will acknowledge any query concerning your rights at the earliest opportunity and may ask you for further information to enable us to complete your request. We will respond in full, where possible, within 30 days following receipt of your request. Where this is not possible, we will advise you of the reason for this within 30 days.

You have the right to:

withdraw any consent you have previously provided for direct marketing purposes;
request a copy of the personal data we hold on you;
ask us to delete the personal data we hold on you or request us to stop processing your personal data (this is not always possible, but we will advise why not in our response);
ask us to correct any inaccurate personal data;
ask us to transfer your information to another Data Controller
lodge a complaint about us with the data protection regulator Information Commissioners Officer (ICO)

How Long We Keep Your Personal Data

Your personal data will not be kept longer than is necessary. We follow strict protocols to delete information at appropriate times according to the retention period required for its original purpose.

Security

We use technical and organisational security measures to protect the personal information you provide to us from unauthorised use, access or disclosure and from loss or destruction. These measures are under continual review and enhanced when practical and possible.

Where we store your personal data

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Subject to our obligations under the Data Protection Act 1998, we do not accept any responsibility for any loss, disruption or damage to your personal data or your computer system which may occur while using interactive features of the site. As best practice, we also strongly recommend that you regularly run an anti-virus program on all material downloaded from the internet.

Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site. The cookies we use are "analytical" cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily. You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our site.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to customerservices@compliancetrak.io or alternatively using the contact details below.

Data Protection Officer
ComplianceTrak Ltd
5 White Rock Court,

Matlock,

Derbyshire,

DE4 3JY

Changes to this Policy