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Privacy Policy

How TrackLink handles your business's and your team's location and account information.

Who we are

TrackLink is a product of Civil Digital, a Bedford-based UK digital consultancy. TrackLink provides live GPS location tracking software for small businesses — couriers, farms, trades and field-service teams — with a mobile app for the people being tracked (Track) and a live map and team management for the business (Hub). This policy explains what personal and location data we collect, why, and how we look after it.

Information we collect

  • Account details — names, email addresses and roles of Hub (admin) and Track (tracked team member) users.
  • Location data — GPS coordinates, accuracy, speed, heading and timestamps uploaded by each Track device while tracking is switched on, plus stored route history for the organisation's configured retention period.
  • Device information — device battery level, app version and last-seen time, used to show device status to Hub users.
  • Organisation data — organisation name, group names, member roster and subscription/billing status.
  • Technical data — basic usage and diagnostic information needed to run and secure the service.
  • Zone (geofence) data — the places your organisation marks on the map, and a record of when each device entered or left one. Zones are created and seen only by Hub users; Track users cannot view the list of places their organisation has marked.

How we use your information

  • To provide and operate the TrackLink service for your business, including the live map and route history.
  • To manage organisation membership, seats and groups.
  • To keep the service secure and to prevent misuse, including keeping each organisation's data isolated from every other organisation's.
  • To process subscription payments via Google Play Billing or Stripe, and to contact you about your account.
  • To notify Hub users when a device arrives at or leaves a place the organisation has marked (a "zone"), where the organisation has set zones up.

Zones and workplace monitoring

An organisation can mark places on the map — a depot, a yard, a customer address — and be notified when a tracked device arrives at or leaves one. We call these zones.

If you are a Track user, you should know that this happens: while your tracking is switched on, your organisation may be notified of your arrivals at and departures from the places they have marked. The TrackLink app tells you this on the tracking screen. Only the person tracking a device can switch that tracking on or off — TrackLink gives no one a remote switch over someone else’s device.

Zone monitoring is a feature we provide to employers, and employers are responsible for using it lawfully — which in the UK generally means telling staff what is monitored and why. If you are an employee with questions about how your employer uses it, please ask them first; they control the settings, not us.

Where your data is processed

TrackLink's database and backend run on Google Firebase/Google Cloud infrastructure. Authentication (sign-in) runs on Google's global infrastructure and is not region-pinned.

Sharing your information

We do not sell your personal or location data. We only share it with trusted service providers who help us run TrackLink (for example, Google Firebase for hosting and data storage, and Google Play or Stripe for payment processing), or where we are required to by law. Your organisation's data is kept within your organisation and is not shared with other TrackLink customers.

Data retention

Live location is overwritten on every update. Stored route history is kept for 30 days by default, or 365 days if your organisation has purchased the history retention add-on; older points are automatically deleted once they expire. Account and organisation data is kept for as long as your organisation remains active, or as required by law.

Your rights

Depending on where you live, you may have the right to access, correct or delete your personal data, or to object to certain processing. To make a request, contact us using the details below. UK users may also complain to the Information Commissioner's Office (ICO).

Security

We take reasonable technical and organisational measures to protect your information against loss, misuse and unauthorised access, including access controls enforced in our database's own security rules that keep every organisation's data separate from every other organisation's. Further technical detail is available on request.

Changes to this policy

We may update this policy as TrackLink develops. When we do, we'll change the "last updated" date below and, where appropriate, let you know directly.

Contact us

Questions about this policy or your data? Get in touch:

Last updated: 5 September 2026