We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes.
For clarity, Road Tech may be both data controller and data processor for your personal data under certain circumstances.
We accept that contact details and contracts will contain personal details of employees of customer organisations and mean therefore that they fall within the GDPR - as a natural person can be identified from the email address provided.
Data is collected during the following broad outlined activities:
1. Advertising, marketing and Public Relations
Contact details provided by companies that express an interest in purchasing products or services from us.
In most cases the data source will be someone working for the company, in the form of
- A business card
- Competing one of our web enquiry forms
- Phone call
- Written request for information
If you do not wish to receive any further information, you have the right to un-subscribe. From future marketing.
2. Accounts and Records
As with any business we are legally obliged to keep records, on what you have purchased, and accounting information.
3. Web services and Cloud Services
Where a customer signs up for one of our cloud services, we collect some information about them. As a minimum this must Include a valid email address. The email address is used to return the authentication credentials to access your subscription details, and the administration pages for the services you have subscribed to.
It will also be used to provide some help and getting started information.
The customer may subscribe to receive various notifications about:
- product updates
- new products
- planned maintenance
Data Protection law
Data protection law is changing and this document is being updated to reflect these changes.
The EU General Data Protection Regulation (GDPR) was passed in the European Parliament in 2016 and will come into effect on May 25th 2018.
Who are we?
Road Tech is a provider of software services, based at Shenley Hall, Shenley, Rectory Lane, Hertfordshire, WD7 9AN.
Road Tech have a registered office at c/o Hillier Hopkins, Radius House, 51 Clarendon Road, WATFORD, WD17 1HP, Company Registration Number 2017435.
ICO Registration Number Z9023540 since 15/04/2005.
For the purposes of the GDPR we are a small company with less than 250 employees.
We do not fall within the groups listed in Article 37.1 of the GDPR and therefore will not be appointing a DPO at this time.
How the law protects you
Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The basis for processing your personal data includes, but is not limited to, your consent, performance of a contract, to enable billing and remittance, and to contact you for customer service purposes.
How do we collect personal data from you?
We receive information about you from you when you use our website, complete forms on our website, if you contact us by phone, email or otherwise in respect of any of our products and services or during the purchasing of any such product. Additionally we also collect information from you when you sign up or when you inform us of any other matter. Your personal data may be automatically collected when you use our services, including but not limited to, your IP address, device-specific information, server logs, device event information and location information.
What type of data do we collect from you?
The personal data that we may collect from you includes your name, address, email address, phone numbers, payment information and IP addresses. We may also keep details of your visits to our site including, but not limited to traffic data, location data and other communication data. We also retain records of your queries and correspondence, in the event you contact us.
How do we use your data?
We use information about you in the following ways:
- To process orders that you have submitted to us
- To provide you with products and services
- To comply with any contractual obligations
- To help us identify you and any accounts you hold with us
- To enable us to review, develop and improve the website and services
- To provide customer care, including responding to your requests if you contact us with a query
- To administer accounts, process payments and keep track of billing and payments
- To carry out marketing and statistical analysis
- To notify you about changes to our website and services
- To provide you with information about products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
- To inform you of service and price changes
- We may share your contact data with a partner to provide communication regarding our products and services. Any partner will need to adhere to the provisions set out in the GDPR.
We will keep your personal data for the duration of the period you are a customer of Road Tech. We shall retain your data only for as long as necessary in accordance with applicable laws. We may keep your data for up to 7 years from the point at which you cease using our products or services. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We assure you that your personal data shall only be used for these purposes stated herein.
What data do we process?
Here is a list of all the ways that we may process your personal data:
We process your data to identify, contact and manage access rights for users and for billing purposes.
We store audit information to report on historical changes. For the purpose of informing the user of who and where changes are made we will store IP addresses.
We process your data to identify workers and drivers to display relevant information.
Tachograph and Working Time Data
We process your data to supply tachograph analysis information and compliance including reports, analytics and profiling.
Tachograph and Working Time data is retained for a period of 3 years.
We process your data containing Drivers Card numbers used for identifying which driver drove your vehicles.
Vehicle data is retained for a period of 3 years.
We process your data to provide crucial service information such as vehicle positions and vehicle position history.
Vehicle Location data is retained for a period of 3 years.
We process your data to identify workers and drivers to display relevant information.
Worker Check Location
We process your data to provide crucial service information such as where a check took place.
We process your data to provide crucial service information including licence classes, licence points and endorsements.
We will temporarily store IP addresses of visits to address any queries or issues with our services.
You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten.
There may be legal or contractual reasons why we need to keep your data for a period, but please do inform us if you think we are retaining or using your personal data incorrectly.
You can view, edit or delete your personal data through the Road Tech online services.
You have the right to ask us not to process your personal data for marketing purposes.
We will not contact you for marketing purposes unless you have given us your prior consent. You can change your marketing preferences at any time within your service settings or by contacting us.
Accessing and updating your data
You have the right to access the information we hold about you and to have any errors or omissions corrected. Please email your requests to firstname.lastname@example.org so that we can obtain this information for you.
Where you are the data subject please contact your data controller. For further assistance you may send queries to email@example.com.
Our cookies policy is available to view here
Links to other sites
Road Tech may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these.
Where we store your personal data
We follow accepted ISO standards to store and protect the personal data we collect, including the use of encryption if appropriate.
Our Server rooms are protected by Access Control, 24Hour CCTV and we also have security personnel with patrol dogs in some periods out of normal working hours. The environment is controlled with Dual Air conditioning units with temperature sensors, and a fully maintained Fire Detection and Suppressant system and the server rooms are integrity tested yearly. We also have Level 1 Lightning protection. We employ server grade machines with SSD and dual power supplies where applicable.
Our Internet connectivity is managed across 2 separate providers with diverse routing, firewalled and load balanced.
Our Server rooms power is fed from N+1 UPS systems with battery extended runtime and generator backed with external extended fuel tanks. We also run regular on-load testing with simulated mains failure in order to test our systems.
Our servers are monitored 24/7/365 by a trained team of our in house engineers and system specialists, using automated checks and remote alerts.
All information you provide to us is stored on our secured servers within the EEA. As the transmission of information via the internet is not completely secure - for example email - , we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. Where we have given you a password or where you have chosen a replacement which enables you to access certain parts of our website, you are responsible for keeping the password confidential. We ask you not to share a password with anyone, ever.
In the event of a data breach, we will use the contact details that were provided at point of sign-up, unless other arrangements have been made.
Road Tech Computer Systems Ltd.
Radlett WD7 9AN
Tel: 01923 460000
This document was last updated on May 21, 2018