Fair Processing Notice

The privacy and security of your information is important to us. This notice explains who we are, the types of information we hold, how we use it, who we share it with and how long we keep it. It also informs you of certain rights you have over your personal information under data protection law. The terms used in this Fair Processing Notice are based on the Information Commissioner’s Office. You can find out more about the ICO here.

Who are we?

trackingThis Ltd is software as a service provider, supplying an internet based asset and inventory portal for clients primarily in the theatre, event and culture sectors. trackingThis Ltd is the Data Controller and Data Processor of the information you provide us and is registered with the Information Commissioner’s Office for the service we provide to you. You can contact us for general data protection queries by email to info@trackingthis.com or in writing to The Data Protection Officer, trackingThis Ltd, 1st Floor, Delmon House, 36-38 Church Rd, Burgess Hill, RH15 9AE. Please advise us of as much detail as possible to comply with your request.

trackingThis Ltd is the Data Processor of the information you store on the service in regard to your clients, staff and contacts. Again, trackingThis Ltd is registered as Data Processor for this with the Information Commissioner’s Office. For this data, you are the Data Controller.

What information do we collect?

To enable us to provide you with a trackingThis Ltd subscription we will collect personal information which may include your name, telephone number, email address, postal address, occupation, date of birth, payment details, and any necessary additional details related to your subscription.

We may collect personal information on your staff, suppliers, clients and other contacts on trackingThis on your behalf. This information must be stored by you either with consent from the contact or under a lawful basis for processing. Please check with the ICO to ensure you may store the information you have on trackingThis here.

We only collect and process sensitive personal data where it is relevant to your subscription with trackingThis. We therefore will not seek your explicit consent to process this information as it is required by us to provide the services you have requested and is legitimised by its criticality to the service provision. If you object to use of this information then we will be unable to offer you a subscription.

How do we use your personal information?

We will use your personal information to:

  • Provide your trackingThis subscription
  • Communicate with you
  • Develop and improve trackingThis
  • Undertake statistical analysis

We may also take the opportunity to:

  • Contact you about features we add to trackingThis
  • Notify you of important functionality changes to our websites

From time to time we may need to call you for a variety of reasons relating to your trackingThis subscription. We are fully committed to, and compliant with Ofcom regulations and have strict processes in place for this.

To ensure confidentiality, and the security of the information we hold, we may need to request further personal information and use security questions to satisfy ourselves of your identity.

Securing your personal information

We follow strict security procedures in both the electronic and paper format storage and disclosure of your personal information in line with industry practices. We store all the information that you provide us, including that provided via forms you may complete on our websites, and information which we may collect from your browsing history (such as clicks and page views on our websites).

Any new information you provide us may be used to update an existing record we hold for you.

When do we share your information?

The data we collect about you may be transferred, and stored at destinations outside of the European Economic Area (“EEA”). It may also be processed outside of the EEA by staff who work for us or for one of our suppliers. Such staff may be engaged in, amongst other things, the provision of the services provided by the TAP scheme.

If we provide your personal information to a third party we will require that third party, to take all reasonably necessary steps to ensure that your data is treated securely and in accordance with this Fair Processing Notice.

We may be obliged by law to pass on your information to the police or other law enforcement body, or statutory or regulatory authority. We may also share your information with anyone you have authorised to deal with us on your behalf.

How long do we keep your information for?

Unless required by law or other legitimate reasons, we will not keep your personal information longer than is necessary for the purpose for which it was provided.

Your rights

Under data protection law you have the right to request details of any personal data that we hold about you. If we have no legitimate reason to continue to hold your information, you have the right to be forgotten.

Further details of your rights can be obtained by visiting the ICO website.