This policy explains how OnTrack365 Ltd collects, uses and protects personal data when you use this website and the OnTrack365 platform, and the rights you have under UK data protection law. It replaces all earlier versions of this page.
1. Who we are
OnTrack365 Ltd, company number 10600776, Apex House, Caerphilly, CF83 8DP, United Kingdom. We are registered with the Information Commissioner's Office under registration number ZA561612.
We handle personal data in two roles:
As controller for website enquiries, customer account contacts, billing, support and security logs. This policy explains that use.
As processor for the records our customers keep in the platform, such as candidate, worker and screening records. For that data, the organisation that holds your records (our customer) is responsible. Please contact them first; if you contact us, we will pass your request on to them.
2. What we collect and why
Data
Purpose
Lawful basis
Name, email, phone, company and message from enquiry or call-back forms
To answer your enquiry
Legitimate interests
Customer account contacts and user account details
To provide and manage the service
Contract; legitimate interests
Billing details and invoice records
To invoice and keep financial records
Contract; legal obligation
Support requests and correspondence
To resolve support issues
Contract; legitimate interests
Technical data: IP address, browser, device, login times and activity logs
To secure the platform, prevent misuse and keep the service running
Legitimate interests
We do not sell personal data, use it for advertising, or make automated decisions that have legal or similarly significant effects on individuals.
3. Sharing and location
Platform data is hosted and stored in the United Kingdom. We share personal data only with trusted service providers who help us run the service, such as our hosting, email and SMS delivery providers, under written contracts requiring them to protect it. Where a provider processes data outside the UK, the transfer is protected by safeguards required under UK GDPR. The current list of providers is available to customers in our Data Processing Agreement. We may also disclose data where required by law or to protect our legal rights.
4. How long we keep data
Customer platform data: for the life of the subscription; after it ends, available for export for 14 days and permanently deleted within 28 days.
Enquiries that do not become customers: 12 months from last contact.
Account and support records: the life of the subscription plus 12 months.
Invoices and financial records: 6 years, as required by UK law.
Security and access logs: 12 months.
5. Security
We protect data with measures appropriate to its sensitivity, including encrypted connections (HTTPS/TLS), hashed passwords, role-based access controls, firewalled UK hosting, regular backups and restricted, logged administrative access. No online system can be guaranteed completely secure, but we work to keep risks low and respond quickly if something goes wrong.
6. Cookies
This website and the platform use essential cookies only. They are needed to keep you signed in securely, remember your session and protect the platform against misuse. Essential cookies do not require consent and cannot be switched off without stopping the site working. We do not use advertising or tracking cookies.
7. Your rights
You have the right to access, correct or erase your personal data, to restrict or object to its processing, to data portability where it applies, and to withdraw consent where we rely on it. To use these rights, email support@ontrack365.co.uk. We will respond within one month.
If you are unhappy with how we have handled your data, please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
8. Children
Our services are intended for people aged 18 and over.
9. Changes and contact
We may update this policy from time to time and will publish the current version here. Contact: OnTrack365 Ltd, Apex House, Caerphilly, CF83 8DP · support@ontrack365.co.uk · 07445 561011.
The terms that apply to this system are set out in our Terms of Use. Customers can find more detail in the OnTrack365 Privacy & Security Statement and Data Processing Agreement.
