Effective Date: 1st June 2025
Operator: Essential-Advice.com Ltd
Company Number: 14905128
Website: www.team-trak.com
1. Introduction
This Privacy Policy explains how we collect, use, and protect your personal data when you use the Team-Trak platform (“Service”), including our website, mobile applications, and client dashboard.
Essential-Advice.com Ltd is committed to protecting your privacy and processing data in accordance with the UK GDPR and Data Protection Act 2018.
2. Data We Collect
a. Personal Identification Data
• Name, email address, business name
• Phone number and user role (e.g., admin, employee)
b. Location Data
• Real-time GPS location during check-ins and check-outs via mobile apps
• Location is only collected when the app is in active use and permission is granted
c. Usage & Technical Data
• Device type, IP address, and browser metadata
• Login time, QR scans, and check-in timestamps
• Crash and diagnostic reports
d. Billing & Payment Information
• Stripe processes all payment data securely; we do not store card
3. How We Use Your Data
We use your data to:
• Verify worker attendance and location
• Create timesheets, invoices, and payroll summaries
• Provide access to platform features (based on role)
• Improve service functionality and support
• Fulfil legal and contractual obligations
4. Legal Basis for Processing
We process data on the following legal bases:
• Contractual necessity – to provide the Service you requested
• Legitimate interests – e.g., usage analytics, fraud detection
• Consent – for location tracking (opt-in via device settings)
• Legal obligation – for compliance with applicable law
5. Data Sharing
We may share data with:
• Service providers (e.g., AWS, Stripe, Firebase, Google Maps) under strict agreements
• Law enforcement or regulators where legally required
• Clients/employers, only for authorized users or employees linked to their accounts
6. Data Retention
• Location and timesheet data is stored for a minimum of 12 months for legal and payroll recordkeeping
• User accounts can request data deletion via admin settings or by contacting support
• Logs are retained for 90 days and encrypted backups for 7 days
7. Data Security
• Role-based access controls
• Routine security reviews and incident response planning
8. International Transfers
User data is hosted on GCP servers in the UK and EU. We only transfer personal data outside the EEA with appropriate safeguards.
9. Your Rights
You have the right to:
• Access your personal data• Request correction or deletion
• Object to certain types of processing
• Lodge a complaint with the UK Information Commissioner’s Office (ICO)
To exercise your rights, email: privacy@team-trak.com
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify users via email or the dashboard in case of material changes.
