Our Commitment to GDPR
TradeTrackHQ is fully committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take your privacy seriously and have implemented comprehensive measures to protect your personal data.
Your Rights Under GDPR
As a user of TradeTrackHQ, you have the following rights regarding your personal data:
Right to Access
Request a copy of all personal data we hold about you.
Right to Rectification
Request correction of any inaccurate or incomplete data.
Right to Erasure
Request deletion of your personal data ("right to be forgotten").
Right to Restrict Processing
Request that we limit how we use your data.
Right to Data Portability
Receive your data in a machine-readable format.
Right to Object
Object to processing based on legitimate interests.
How to Exercise Your Rights
To exercise any of these rights, please contact our Data Protection team:
- Email: privacy@tradetrackhq.com
- Subject line: "GDPR Request - [Your Right]"
We will respond to your request within 30 days. In complex cases, we may extend this by an additional 60 days with notice.
Data We Collect
We collect and process the following categories of personal data:
- Identity Data: Name, username, business name
- Contact Data: Email address, phone number, business address
- Financial Data: Payment card details (processed by Stripe)
- Technical Data: IP address, browser type, device information
- Usage Data: How you use our service and features
- Customer Data: Information about your customers that you enter
Legal Basis for Processing
We process your data based on the following legal grounds:
- Performance of Contract: To provide the TradeTrackHQ service to you
- Legitimate Interests: To improve our service and communicate with you
- Consent: For marketing communications (which you can withdraw at any time)
- Legal Obligation: To comply with applicable laws and regulations
Data Security Measures
We implement appropriate technical and organisational measures to protect your data:
- 256-bit SSL/TLS encryption for all data in transit
- AES-256 encryption for data at rest
- Regular security audits and penetration testing
- Access controls and authentication requirements
- Employee training on data protection
- Incident response procedures
Data Storage Location
Your data is stored in secure data centres located in the United Kingdom and European Union. We use Amazon Web Services (AWS) infrastructure with data centres in London (eu-west-2).
Data Retention
We retain your personal data only for as long as necessary:
- Active accounts: Data retained while your account is active
- After cancellation: Data retained for 30 days, then deleted
- Legal requirements: Some data may be retained longer for legal compliance
- Backups: Removed from backups within 90 days of deletion
Third-Party Processors
We use carefully selected third-party services to help provide TradeTrackHQ:
- Amazon Web Services (AWS): Cloud infrastructure (UK/EU)
- Stripe: Payment processing (GDPR compliant)
- Amazon SES: Email delivery (EU region)
All processors are bound by Data Processing Agreements and must meet our security standards.
Data Breach Notification
In the event of a personal data breach that poses a risk to your rights and freedoms, we will:
- Notify the Information Commissioner's Office (ICO) within 72 hours
- Notify affected users without undue delay
- Document the breach and remediation steps taken
Your Responsibilities as a Data Controller
When you store your customers' personal data in TradeTrackHQ, you act as a Data Controller. You are responsible for:
- Obtaining appropriate consent or legal basis to store customer data
- Responding to data subject requests from your customers
- Ensuring the accuracy of customer data you enter
- Using customer data only for legitimate business purposes
Contact Our Data Protection Team
For any GDPR-related queries or to exercise your rights:
- Email: privacy@tradetrackhq.com
- Address: TradeTrackHQ, United Kingdom
Supervisory Authority
You have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113