Privacy Policy

Who We Are

Tracklio ("we", "us", "our") is a comprehensive digital platform that enables UK motorists to automatically track, manage, pay, and appeal Penalty Charge Notices (PCNs) linked to their registered vehicles. We provide real-time notifications, MOT tracking, and car park finder services through our web and mobile applications.

1. What Information We Collect

1.1 Personal Information You Provide

When you register for and use Tracklio, we collect:

• Account Details: Name, email address, phone number, postal address
• Vehicle Information: Vehicle Registration Numbers (VRN), make, model, year
• Payment Details: Processed securely by our payment partners
• Communication Preferences: Email, SMS, and push notification settings
• Support Communications: Information provided when contacting us

1.2 Information We Collect Automatically

• PCN Data: Ticket details automatically linked to your registered vehicles
• MOT Information: Vehicle MOT status from DVLA databases
• Usage Data: How you interact with our app and features used
• Device Information: Device type, operating system, unique identifiers
• Location Data: General location for car park finder (with your consent)
• Log Data: IP addresses, browser type, pages visited, timestamps

1.3 Information from Third Parties

• Council Data: PCN information from local authorities and parking operators
• DVLA Data: MOT status and vehicle verification
• Car Park Data: Availability and pricing from partner services

2. How We Use Your Information

2.1 Service Provision (Legal Basis: Contract Performance)

• Create and manage your account
• Register and track your vehicles automatically
• Detect and log PCNs issued to your registered vehicles
• Send real-time notifications via email, SMS, or push notifications
• Facilitate payments and appeals through secure partner gateways
• Display MOT information for your vehicles
• Show nearby car parks and availability

2.2 Legal Compliance (Legal Basis: Legal Obligation)

• Maintain records as required by UK law
• Cooperate with law enforcement and regulatory authorities
• Meet tax and accounting obligations

2.3 Legitimate Interests (Legal Basis: Legitimate Interest)

• Improve our services and develop new features
• Analyze usage patterns to enhance user experience
• Prevent fraud and ensure platform security
• Provide customer support

2.4 With Your Consent (Legal Basis: Consent)

• Location tracking for enhanced car park finder features
• Marketing communications (where required by law)
• Optional data sharing for service improvements

We do NOT use your data for marketing without your explicit consent.

3. How We Share Your Information

3.1 Service Providers

We work with trusted third-party service providers who help us operate our service:

• Cloud hosting providers for secure data storage
• Payment processors for handling ticket payments securely
• SMS and email providers for sending notifications
• Analytics providers for service improvement
• Customer support platforms

3.2 Legal Authorities

We may share information with:

• Local councils and parking authorities for PCN management
• DVLA for MOT data verification
• Law enforcement agencies, when legally required
• Courts and regulatory bodies, when compelled by law

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new entity, subject to the same privacy protections.

3.4 With Your Consent

We may share information with other parties when you give us specific consent to do so.

We do NOT sell your personal data to third parties.

4. Data Security

We implement robust security measures to protect your personal data:

• Encryption: All data is encrypted in transit and at rest
• Access Controls: Strict access controls limit who can view your data
• Regular Security Audits: We conduct regular security assessments
• Secure Infrastructure: We use reputable cloud providers with strong security practices
• Staff Training: Our team is trained on data protection and security practices

5. Data Retention

We retain your personal data only as long as necessary:

• Account Data: Until you delete your account, plus 12 months for legal compliance
• Vehicle Data: Until you remove vehicles from your account
• PCN Data: For the duration required by local authorities, typically 6 years
• Communication Records: 3 years for customer support purposes
• Usage Analytics: Anonymized after 2 years

6. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

6.1 Right of Access

Request a copy of the personal data we hold about you.

6.2 Right to Rectification

Request correction of inaccurate or incomplete personal data.

6.3 Right to Erasure

Request deletion of your personal data in certain circumstances.

6.4 Right to Restrict Processing

Request that we limit how we use your personal data.

6.5 Right to Data Portability

Request a copy of your data in a portable format.

6.6 Right to Object

Object to our processing of your personal data for certain purposes.

6.7 Right to Withdraw Consent

Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at: info@tracklio.co.uk

7. Cookies and Tracking Technologies

Our website and mobile app use cookies and similar technologies:

7.1 Essential Cookies

Required for basic functionality, such as user authentication and security.

7.2 Analytics Cookies

Help us understand how users interact with our service (used with your consent).

7.3 Preference Cookies

Remember your settings and preferences.

You can manage cookie preferences through your browser settings or our cookie preference center.

8. Third-Party Integrations

Our service integrates with several third-party services:

• Google Maps: For car park location services
• Payment Gateways: For secure payment processing
• Council Systems: For PCN data retrieval
• DVLA Systems: For MOT information
• Cloud Providers: For secure data storage and processing

Each integration is subject to its respective privacy policies and our data processing agreements.

9. International Data Transfers

While we primarily operate within the UK, some of our service providers may process data outside the UK/EEA. When this occurs, we ensure:

• Adequate protection through adequacy decisions
• Appropriate safeguards such as Standard Contractual Clauses
• Your rights remain protected regardless of the processing location

10. Children's Privacy

Tracklio is not intended for users under 17 years of age. We do not knowingly collect personal data from children under 17. If we become aware that we have collected such data, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will:

• Post the updated policy on our website
• Notify users via email or app notification for material changes
• Update the "Effective Date" at the top of this policy

12. Interpretation and Legal Notes

All uses of the word "including" mean "including but not limited to" and the enumerated examples are not intended to limit the terms they illustrate.

Any email addresses provided in this policy may be used solely for their stated purpose, and unrelated correspondence may be ignored. Unless otherwise required by law, we reserve the right not to respond to emails, even if they relate to legitimate matters for which we have provided contact details.

Our staff are not authorised to make binding commitments, waive rights, or make representations on behalf of Tracklio beyond their designated roles. If any email communication contradicts this Privacy Policy, our terms of service, or official announcements, this Privacy Policy and official statements take precedence.

This Privacy Policy is effective as of the date listed above and applies to all users of the Tracklio service.