Privacy notice
How TeamTrak Ltd handles personal data, both on this website and inside the TeamTrak platform.
Last updated 18 September 2026
Who we are
TeamTrak Ltd is the data controller for personal data described in this notice. Registered in Scotland, company number SC856909, at Station House, Station Road, Embo, Sutherland, IV25 3PR. For anything to do with data protection, contact tony.ross@teamtrak.uk.
1. Two different relationships
This notice covers two situations, and they work differently.
When you contact us or browse this website, we are the controller. We decide what is collected and why, and this notice explains it.
When your organisation uses the TeamTrak platform, your organisation is the controller of the crew, training, equipment and operational records held in it. We are the processor, acting on your organisation's instructions under a written agreement. If you are a crew member and want to know why your records are held, ask your organisation first; we will always help, but they set the rules.
2. What we collect on this website
Your name, organisation, email address, optional phone number, and whatever you write in the message. Used to answer you and to prepare a quote. Lawful basis: legitimate interests, being our interest in responding to a business enquiry you sent us. Kept for two years from the last contact, then deleted.
Our hosting provider records standard request logs, including IP address, browser type and the page requested, to keep the site running and secure. Lawful basis: legitimate interests in security and availability. Retained short-term by the provider.
This website sets no advertising or analytics cookies and does not track you across other sites. If that changes we will ask for your consent first and update this notice.
3. What the platform holds
Where your organisation subscribes to TeamTrak, the platform holds the records it needs to run an operation: user accounts and contact details, crew availability and attendance, training and competence records, equipment and maintenance records, call-out and incident records, expenses, and documents your organisation uploads. Some of this is special category data, for example medical or welfare information, where your organisation chooses to record it.
We process it only to provide the service, to support and secure it, and as otherwise instructed in writing by your organisation. We do not sell it, and we do not use it to train third-party systems.
4. Who else is involved
We keep the list of suppliers short. Each is bound by a contract that restricts what they may do with the data.
Database and application hosting for the platform, in a UK region.
Hosting and delivery of this website.
Delivers website enquiry forms to our inbox. It relays the message rather than storing a copy for us.
Subscription payments. Card details are handled by Stripe and never reach us.
Service and product email to people who have asked for it. Every message carries an unsubscribe link.
Distribution of the iOS app through the App Store and TestFlight, including crash diagnostics.
We will also disclose data where the law requires it, or to our professional advisers where necessary.
5. Where data is held
Operational records in the TeamTrak platform are held on UK-hosted infrastructure. Some suppliers listed above, notably Stripe, Mailchimp and Apple, operate outside the UK. Where personal data is transferred internationally we rely on the UK International Data Transfer Addendum or an equivalent approved safeguard.
6. Security
Each organisation's data is separated and access is controlled by role. Data is encrypted in transit and at rest, accounts require authentication, and administrative access is limited to those who need it. Operational records can be exported by your organisation at any time, so evidence is never locked inside one system.
7. Your rights
Under UK data protection law you can ask for a copy of your personal data, ask for it to be corrected or deleted, ask us to restrict how it is used, object to processing based on legitimate interests, and ask for your data in a portable format. Where we rely on consent you can withdraw it at any time.
Email tony.ross@teamtrak.uk and we will respond within one month. If the request concerns records held by your organisation in the platform, we will pass it to them and support their response.
8. Complaints
Raise it with us first and we will try to put it right. If you are not satisfied you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9. Changes
If this notice changes materially we will update the date at the top of the page and, where the change affects subscribers, tell them directly.