Who is responsible

Diamond Trac 360 is responsible for the personal information processed through this website, for account administration, and for the diagnostic information collected by our apps. Our office is at Office 1 & 2 Buildmain Business Centre, Laburnum Street, Atherton, Manchester, M46 9FP. To ask a privacy question or exercise a data protection right, email diamondtrac360@softwareheads.co.uk or call 0161 850 2477 and say your query is about privacy.

Vehicle tracking records are different. Where an employer or fleet operator subscribes to Diamond Trac360, they decide which vehicles are tracked and why. They are responsible for that information and we handle it on their instructions under our service agreement with them. If you drive a tracked vehicle and have a question about the records, your employer is the right first point of contact, and we will help them answer you.

Information you provide

The demo request form asks for your name, email address and a message, with optional phone number and company fields. Do not use the form to send passwords, credentials or other sensitive information. The form does not accept file uploads.

Why the information is used

The information is used to respond to your demo request, arrange the demo and keep a reasonable record of the resulting business correspondence. The processing is based on taking steps at your request before a possible contract, and on our legitimate interest in handling genuine business enquiries.

Form delivery and email

The website runs on Cloudflare infrastructure. A Cloudflare Pages Function validates form submissions and Cloudflare Turnstile helps detect automated abuse. Accepted requests are sent to our business mailbox through a transactional email provider; the website keeps no separate database of submissions. When a request is accepted, a brief plain-text acknowledgement is emailed to the address you supplied. It is not a marketing subscription.

Website analytics

This website uses cookie-free Cloudflare Web Analytics to understand page visits and referral sources. It sets no cookies and does not identify individual visitors. The site uses no advertising trackers or cross-site identifiers.

The tracking service

The Diamond Trac360 service at system.diamondtrac360.co.uk records positions reported by tracking hardware fitted to subscribed vehicles. Depending on how the customer has configured the service, a record can include location, date and time, speed, direction, distance travelled, odometer readings, the vehicle registration or alias, and a driver name or identifier. Journeys are assembled from these records, and positions are matched to a nearby postal address so they are easier to read.

Where a tracked vehicle is used by an identifiable person, these records are personal information about that person. The subscribing customer decides what is collected and for how long, and is responsible for telling their drivers that tracking is in place and why.

The mobile apps

The Trac360 apps for iOS and Android let signed-in users see their subscribed vehicles, live positions and journey history.

The apps ask for location permission only while the app is open, and only so the map can show your own position alongside your vehicles. Your device's location is not read, recorded or sent to us, and the apps do not track your handset in the background.

So that they remain usable on a poor connection, the apps keep a copy of your vehicle list, recent vehicle events and journeys in a private database on the device. Signing out deletes that copy, together with the app's diagnostic logs. Sign-in tokens are held in the device's secure keystore rather than ordinary app storage.

The apps use Google Firebase for usage analytics and crash reporting. This records which screens and actions are used, the app version, device and operating system details, and your Diamond Trac360 user identifier, so that a fault can be traced to the session it occurred in. Maps are supplied by Google Maps and typefaces are loaded from Google Fonts.

Who receives the information

Website information may be processed by Cloudflare as the hosting and security provider and by the transactional email provider used for the form, and is then held in our business mailbox. The tracking service runs on Amazon Web Services infrastructure in Ireland. App analytics, crash reporting, mapping and fonts are processed by Google. Information is not sold and is not used to build advertising profiles. Where a provider processes information outside the UK, appropriate contractual or legal transfer safeguards are expected to apply.

Retention

Demo requests that do not lead to work are reviewed and deleted when they are no longer useful, normally within 24 months. Records connected to a customer relationship may be kept for longer where needed for contractual, tax, insurance or legal reasons.

Tracking records are retained for the period set out in the subscribing customer's service agreement and are deleted after it. The copy held on a mobile device lasts only until you sign out. Analytics and crash reports held by Google are kept for that provider's standard retention periods.

Your rights

Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction, objection or a portable copy. You may also complain to the UK Information Commissioner's Office. A request may need reasonable identity checks before information is disclosed or changed. If your request concerns tracking records held for an employer or fleet operator, we will pass it to them or help them respond, because they decide how that information is used.

Changes to this notice

This notice will be updated when the actual data flows of the website, the tracking service or the apps change. The effective date above identifies the current version.