H-Track Ltd
Last updated: April 2026
1. Who We Are
H-Track Ltd is a vehicle security specialist company based in Stafford, England. We supply and install Thatcham approved tracking devices, immobilisers and security systems across Staffordshire, the West Midlands, Greater Manchester, Yorkshire, South Yorkshire, Merseyside, Nottinghamshire, Shropshire, Derbyshire, Leicestershire, Gloucestershire, Warwickshire, Powys, Flintshire, Herefordshire, Oxfordshire and Lincolnshire. Through our associated company H-Track Fleet Vehicles we also provide GPS fleet management solutions to business operators.
For the purposes of UK data protection law H-Track Ltd is the data controller responsible for your personal data.
Registered address: H-Track Ltd, Unit 3, Astonfields Industrial Estate, Stafford, ST16 3UF
Company number 14277987
Contact for data protection enquiries: Email: sales@h-track.co.uk Phone: 0345 017 9624
2. The Legal Framework
This policy is written in compliance with:
- The UK General Data Protection Regulation (UK GDPR)
- The Data Protection Act 2018 (DPA 2018)
- The Data (Use and Access) Act 2025, provisions of which came into force on 5 February 2026
- The Privacy and Electronic Communications Regulations 2003 (PECR)
- The Human Rights Act 1998 as it relates to the right to privacy
The Information Commissioner’s Office (ICO) is the UK supervisory authority responsible for data protection. You have the right to lodge a complaint with the ICO at any time at ico.org.uk.
3. What Personal Data We Collect and Why
We collect and process personal data in the following circumstances:
3.1 Website Enquiries and Contact Forms
Data collected: Name, email address, telephone number, vehicle details, message content.
Why we collect it: To respond to your enquiry, provide a quote and book an installation appointment.
Legal basis: Legitimate interests — we have a legitimate business interest in responding to customer enquiries and this does not override your rights.
Retention period: Enquiry data is retained for 24 months from the date of last contact, after which it is securely deleted.
3.2 Installation Customers
Data collected: Name, address, vehicle make, model, registration number, contact telephone number, email address, insurance policy details where provided, payment information.
Why we collect it: To carry out your tracker or immobiliser installation, issue your Thatcham or TASSA installation certificate, process payment and provide aftercare and ongoing support.
Legal basis: Contract performance — processing is necessary to carry out the installation contract you have entered into with us.
Retention period: Customer records including installation certificates are retained for 6 years from the date of installation in line with standard UK business record-keeping requirements and potential insurance or warranty queries.
3.3 Vehicle Location Data — Individual Customers
Data collected: GPS location data generated by the tracking device installed in your vehicle. This data is transmitted to and held by the 24/7 monitoring centre operating your tracker. H-Track as the installer does not directly hold or access your live location data after installation. The monitoring centre acts as a separate data controller under their own privacy policy.
Why we collect it: H-Track installs the device and issues the certificate. All ongoing location data processing is handled by the monitoring centre under their own data controller responsibilities.
What this means for you: On installation we will provide you with the monitoring centre’s privacy policy and contact details. You should read this alongside our own policy to understand the full picture of how your vehicle’s location data is handled.
3.4 Fleet Management Customers — H-Track Fleet Vehicles
Data collected: Business name, contact name, email address, telephone number, vehicle registration numbers, GPS location data for each tracked vehicle, journey history, driver behaviour data including speed, acceleration and braking patterns, idling data, mileage records and geofencing event data.
Why we collect it: To provide the H-Track Fleet Vehicles fleet management platform, including live vehicle tracking, driver behaviour monitoring, journey history, fuel cost analysis, HMRC mileage compliance records and maintenance scheduling.
Legal basis: Contract performance for business account holders. For employee data within fleet systems the legal basis is legitimate interests, specifically the legitimate business interest of the fleet operator in managing their vehicles safely, efficiently and in compliance with HMRC and road traffic legislation. This interest has been assessed as proportionate and does not override employees’ fundamental privacy rights where proper notification and policies are in place.
Retention period: Fleet tracking data is retained for 12 months from the date of recording, after which it is automatically deleted. Mileage compliance records required for HMRC purposes are retained for 6 years.
Important obligation for fleet operators: If you use H-Track Fleet Vehicles to track vehicles driven by employees you are a data controller in your own right for that employee data. You must comply with UK GDPR independently of H-Track, including notifying your employees in writing before tracking begins, providing a clear written vehicle tracking policy, and giving employees the ability to disable tracking during personal use where company vehicles are also used privately. H-Track will provide guidance on your obligations as part of your H-Track Fleet Vehicles onboarding but we recommend you seek independent legal advice to ensure full compliance with your specific circumstances.
3.5 Website Analytics
Data collected: IP address, browser type, pages visited, time on page, referral source, device type.
Why we collect it: To understand how visitors use our website and to improve the content and user experience.
Legal basis: Legitimate interests — we have a legitimate interest in understanding how our website performs. Analytics data is anonymised and aggregated where possible.
Retention period: Analytics data is retained for 26 months in line with standard industry practice.
Cookies: Our website uses cookies. Please see our separate Cookie Policy for full details of what cookies we use and how to manage your preferences.
3.6 Marketing Communications
Data collected: Name and email address.
Why we collect it: To send you information about H-Track products, services and offers where you have given us permission to do so.
Legal basis: Consent — we will only send marketing communications where you have actively opted in. You can withdraw your consent at any time by clicking the unsubscribe link in any email or by contacting us directly.
Retention period: Marketing contact data is retained until you withdraw consent or we have had no contact with you for 24 months, whichever is sooner.
4. Sharing Your Personal Data
H-Track does not sell your personal data to any third party. We share data only in the following limited circumstances:
Monitoring centres: We share vehicle and customer details with the Thatcham approved monitoring centre responsible for your tracker’s 24/7 surveillance. This is necessary to activate your monitoring service.
TASSA: We register Ghost 2 and other TASSA approved immobiliser installations with TASSA and the International Security Register (ISR) as part of the certification process.
Payment processors: Payment data is processed by our payment provider. We do not store card details on our own systems.
HMRC and legal authorities: We may disclose data where required by law, including to HMRC, the police or other regulatory bodies with lawful authority to request it.
IT service providers: We use third-party software providers for business administration, email and fleet platform hosting. These providers act as data processors under written data processing agreements and are not permitted to use your data for any purpose other than providing services to H-Track.
Professional advisers: Accountants and legal advisers may access limited data where necessary for business administration and legal compliance.
All data processors used by H-Track are based in the UK or European Economic Area, or operate under standard contractual clauses ensuring equivalent levels of data protection.
5. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
Right to be informed: You have the right to know what data we hold about you and how we use it. This privacy policy fulfils that obligation.
Right of access: You can request a copy of the personal data we hold about you at any time. We will respond within one calendar month.
Right to rectification: If any data we hold about you is inaccurate or incomplete you have the right to ask us to correct it.
Right to erasure: You have the right to ask us to delete your personal data in certain circumstances, including where we no longer need it or where you withdraw consent. Some data may be exempt from erasure where we have a legal obligation to retain it.
Right to restrict processing: You can ask us to limit how we use your data in certain circumstances, for example while a dispute about accuracy is being resolved.
Right to data portability: Where processing is based on consent or contract you have the right to receive your data in a structured, commonly used and machine-readable format.
Right to object: You have the right to object to processing based on legitimate interests at any time. We will stop processing unless we can demonstrate compelling legitimate grounds that override your rights.
Rights in relation to automated decision making: H-Track does not use your personal data for automated decision making or profiling that produces legal or similarly significant effects.
To exercise any of these rights contact us at sales@h-track.co.uk. We will respond within one calendar month. There is no charge for making a request.
6. Data Security
H-Track takes the security of your personal data seriously. We apply the following measures:
- Access to customer data is restricted to H-Track employees who need it to carry out their role
- All H-Track engineers are directly employed and DBS checked
- We do not use subcontractors who would have access to your data
- Electronic data is stored on password-protected systems
- We review our security practices regularly
- In the event of a data breach that is likely to result in risk to your rights we will notify the ICO within 72 hours and notify affected individuals without undue delay where required
7. Data Retention Summary
| Data type | Retention period |
|---|---|
| Website enquiries | 24 months from last contact |
| Installation customer records | 6 years from installation date |
| Fleet tracking location data | 12 months from date of recording |
| HMRC mileage records | 6 years |
| Website analytics | 26 months |
| Marketing contacts | Until consent withdrawn or 24 months inactivity |
8. Children’s Data
Our services are not directed at children under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data about a child please contact us immediately and we will delete it.
9. Changes to This Policy
We review and update this privacy policy regularly to reflect changes in our business, our services and data protection law. The current version is always available on our website at H-Track.co.uk/privacy-policy. The date at the top of this policy indicates when it was last updated.
10. How to Contact Us or Make a Complaint
For any questions about this policy or how we handle your data contact us at:
Email: sales@h-track.co.uk Phone: 0345 017 9624 Post: H-Track Ltd, Unit 3 Astonfields Industrial Estate, Stafford, Staffordshire
If you are not satisfied with our response you have the right to complain to the Information Commissioner’s Office:
ICO Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113 Website: ico.org.uk