Privacy policy.

Last updated: 16 July 2026

1. Who controls your information

Track Matz Limited, trading as TrackMatz, is the controller of the personal information described in this notice. Company number 15644756. Registered office: The Glades, Festival Way, Festival Park, Stoke-on-Trent, Staffordshire, United Kingdom, ST1 5SQ.

Questions, rights requests and data protection complaints can be sent to enquiries@trackmatz.co.uk, by telephone on 01785 290390, or by post to the registered office above.

2. Information we collect

• Identity and business details, such as your name, company, role and organisation.
• Contact details, including email address, telephone number and correspondence.
• Project information, including site postcode, route or area dimensions, ground descriptions, dates, vehicle or plant information, photographs and the content of your enquiry.
• TrackSpec inputs and outputs, including the postcode and project answers you submit, the indicative recommendation produced and, where requested, the contact details used to email the result.
• Client, proposal, order, delivery, hire, payment and account records.
• Website and device information collected through cookies or similar technologies, subject to your choices, such as pages viewed, referral source, approximate location, device information and interactions with calls, forms, TrackSpec and WhatsApp links.

Please avoid including unnecessary sensitive personal information in free-text fields, emails or project photographs.

3. How we receive it

We receive information directly from you when you use a website form, request a TrackSpec result, telephone, email, use WhatsApp or work with us. We may also receive business contact and project information from your employer, colleagues, contractors, advisers, publicly available business sources or partners involved in delivering the project.

4. Why we use it and our lawful bases

Where we rely on legitimate interests, we consider whether the use is necessary and balanced against your rights. You can object to this processing as explained below.

5. Website forms, TrackSpec and automated processing

Website enquiry forms and TrackSpec email requests send the information you submit to our email and customer communication provider, Klaviyo, so we can receive the enquiry and send the requested acknowledgement or TrackSpec result. The website does not merely open an email on your device.

TrackSpec combines your answers with mapped postcode-level context and current product rules to produce an indicative product class and quantity. Mapped context is not a measured site CBR. TrackSpec does not make a solely automated decision with legal or similarly significant effects. TrackMatz reviews project information before issuing a proposal or confirming suitability.

6. Who we share information with

We do not sell personal information. Where necessary for the purposes above, we may share it with:

• website hosting, content delivery, email, customer communication, CRM, cloud storage, analytics and advertising providers, including Web Optic, Klaviyo, Airtable and Google;
• postcode and mapped-data services used to provide TrackSpec context;
• delivery, installation, collection and other project partners where they need relevant information to perform the service;
• professional advisers, insurers, payment and accounting providers; and
• regulators, courts, law enforcement or other parties where disclosure is required or permitted by law.

Service providers acting for us are expected to process information only for the agreed purpose and with appropriate security and contractual controls.

7. International transfers

Some technology providers may process information outside the United Kingdom. Where UK adequacy regulations do not apply, we require an appropriate transfer safeguard, such as the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another lawful mechanism, together with proportionate risk and security measures.

8. How long we keep information

We keep information only for as long as reasonably needed for the purpose collected, including legal, accounting, safety and dispute requirements. Our working retention criteria are:

• unsuccessful or inactive enquiries and TrackSpec follow-ups: normally up to 24 months after the last meaningful contact;
• client, contract, transaction and core project records: normally six years after the relevant transaction or relationship, where required for tax, accounting or legal claims;
• safety, incident or dispute records: for the period reasonably required by the applicable legal limitation, insurance or regulatory need;
• analytics and cookie data: according to the configured service retention period and your consent choices; and
• minimal suppression information: where needed to respect an opt-out or objection.

We may delete or anonymise information earlier where it is no longer needed, or retain it longer where law, litigation, fraud prevention or an active dispute requires.

9. Cookies and analytics

We use essential technologies needed for the website to function. Google Analytics and advertising measurement should operate only in line with the consent choices shown on the site where consent is required. See our Cookie Policy for the technologies used and how to change your choices.

10. Your data protection rights

Depending on the circumstances, you may have the right to be informed, obtain a copy of your information, correct inaccurate information, request erasure or restriction, object to processing, receive information you provided in a portable format, and withdraw consent at any time where consent is the basis. These rights can be subject to legal conditions and exemptions.

There is normally no charge. We will usually respond within one month, although we may first need information to verify your identity or locate the relevant records.

Your right to object: you can object to processing based on our legitimate interests. You can object to direct marketing at any time, and we will stop using your information for that purpose.

11. Complaints

Please contact us first so we can investigate and respond. You also have the right to complain to the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or telephone 0303 123 1113.

12. Security and changes to this notice

We use proportionate organisational and technical measures intended to protect personal information. No internet or storage system can be guaranteed completely secure.

We may update this notice when our services, providers or legal obligations change. The date at the top identifies the current version.