Privacy Policy

Purpose of this Privacy Policy

Automatrics Limited are committed to ensuring that the personal data of all our business and consumer customers is handled in accordance with the principles set out in data protection laws.

This privacy notice reflects the requirements of the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 and covers all types of Automatrics work.

It informs you about:

the specifics of the personal data handling practices within Automatrics and what you can expect Automatrics to do with the information we collect
what personal information we collect, how we collect it, use it, store it, share it, and dispose of it
personal information provided as part of all Automatrics work
how Automatrics process any personal information

Automatrics handle a variety of tracking and service subscription service which can be ordered via the websites, by phone, by email, by digital transfer, in person or by post. We also provide information about our processing of personal information when dealing with complaints.

This Privacy Policy may be updated and/or re-issued at any time, and we will provide you with notice via Automatrics Limited’s websites.

Personal Data Definition

The UK GDPR and Data Protection Act 2018 applies to the processing of personal data relating to an individual (data subject) who is the identified or identifiable person to whom the personal data relates:

when the data subject can be directly or indirectly identified from that information in combination with other information
wholly or partly by automated means the processing other than by automated means of personal data which forms part of, or is intended to form part of, a filing system
personal data only includes information relating to natural persons who can be Identified or who are identifiable, directly from the information in question
information about individuals acting as sole traders, employees, partners, and company directors where they are individually identifiable, and the information relates to them as an individual may constitute personal data

It does not include:

where the identity of participants has been removed (anonymised data)
information about a deceased person
companies or Public Authorities

There are “special categories” of personal data (SCD) (this was known as “sensitive personal data” in previous data protection law), these are more sensitive in nature and require specific handling under the legislation.

Policy commitment to openness and transparency

One of the fundamental values of Automatrics is its commitment to openness and transparency in respect of our services role processing all related work.

Data Controller

Automatrics are responsible for deciding how we collect, store, and process your personal information. This Privacy Notice explains in plain English how we collect, use, and share your data.

Automatrics Company Secretary duties include Data Protection Management to oversee our compliance with data protection legislation. If you have any questions about this Privacy Notice or on how we handle your personal information, or believe we have not complied with your rights as a data subject, please contact the Automatrics Company Secretary

By email j.mcmahon@automatrics.co.uk or; In writing addressed to the
The Company Secretary, Automatrics Limited
Merlin House, 4 Meteor Way
Lee-on-the-Solent
Fareham,
Hants,
PO13 9FU

How to make a complaint about the processing of your personal information

When we process your personal information, we will comply with the Data Protection Legislation/Regulations.

If you believe we have not complied with your rights as a data subject, or our obligations, and you are you are unhappy with the way the Automatrics processes your personal information or you have any questions about this Privacy Notice, or how we handle your personal information, please contact us at info@automatrics.co.uk

1. Who are we?

Automatrics Limited and any franchised partner are professional asset tracking service providers, we supply 24/7 system monitoring and theft finding and recovery services.

Automatrics is responsible for deciding how we collect, store, and process your personal information
Automatrics deals with all aspects of providing professional asset tracking and ongoing subscription monitoring services
Automatrics will additionally conduct product and service marketing to promote sales throughout the UK and abroad

2. How do we collect personal information?

you will have directly provided information to us, if you order or subscribe to an Automatrics Tracker purchase or service subscription is transferred to you, as a new Automatrics tracker asset owner
you may also provide us indirectly with special category information where you are providing information regarding your personal circumstance (which may also include personal and special category of other data subjects) that you want to be considered
within the services that we provide
Information we require, can be company or personal information including emergency contact numbers, name and address, email address. Tracking device installed asset information, type, make, model, colour VIN or serial number. You may also share fitment location information

3. Why do we process your personal information?

The information provided to us is used to contact you for order confirmation, an emergency alarm, a system maintenance need, or subscription service payments. We do not share this information outside the company or our agents.

We may also need to process returns, service replacements, to respond to any complaint’s or to update your details when required.

The data used includes information collected in handling your tracking services need and will include personal data. Wherever possible we only use aggregated data which is anonymised so that no individual can be identified from it. Where this is not possible, we will apply data minimisation and pseudonymisation to the processing of this data as appropriate and the data will only be accessible by a restricted number of Automatrics Limited staff.

Audit, Investigations and Legal obligations

We may process your personal data for the purpose of meeting a legal obligation (eg to meet a court order). We may also use your data in certain circumstances for the purpose of audit or other investigations to detect or investigate financial fraud or other crime where applicable. The personal information shared for detection of fraud may include for instance payments made to external creditors.

4. Under what Legal Basis do we process your personal information?

It is necessary for us to process your personal information to enable us to facilitate the tracking services to which you have subscribed (or are being conducted under a test, sale or return type review)

The lawful bases for processing are set out in Article 6 of the UK GDPR. Automatrics uses the lawful basis detailed in:

Article 6(1)(a) Where the customer has given their consent for the processing of their personal data for a specified purpose.

Article 6(1)(c) For the processing of written representations and documents, the lawful basis which relates to processing that is necessary for compliance with a legal obligation to which the Automatrics is subject.

5. What personal data we process?

We collect and process a range of information about you including:

Personal and asset Information you voluntarily provide to us as part of your service subscription or intended subscription (testing)
for service subscriptions to business or companies, Automatrics Limited will receive any personal information included in any documentation sent to us in connection with the company tracking service needs
your name
address
telephone Phone numbers
email address
IP address
asset or self -Image – If shared
electronic and hard copy correspondence
service documents
written notes
hard copies of information
Tracker device fit location (if shared)
Ongoing regular updates of your tracker location, health and battery status
Any special needs written on server platform for our operators
Tracker log, including service, maintenance, alarms and system notes as shared

6. What are the consequences of failing to provide information?

if you fail to provide us with information required to validate your service then we may not be able to deliver our full-service subscription. We will normally let you know if this applies
there is no statutory obligation on interested parties to participate
if you fail to provide the statutory information needed to validate your tracking service be-it personal or for a company within a reasonable time, then we will not be able to provide full tracking subscription services
we do not accept anonymous or confidential representations for any types of Automatrics Limited work

7. Children’s Information

The Automatrics Limited do not provide services directly to children or proactively collect their personal information. However, we are sometimes voluntarily given information about children as part of the service provision that we provide.

8. How long we keep your personal data?

We will retain our personal information only for as long as is necessary to deliver our services and to meet our legal and regulatory obligations. We maintain specific records management and retention policies and procedures, so that personal information is reviewed and deleted after a reasonable time with the following criteria:

temporary suspension of service which can later be reconnected
Service transference to a new owner
whether we have any legal basis under data protection law to continue to process your information (e.g. Public Task)
any relevant agreed sector practices on how long information should be retained
or the purpose of defending against legal and regulatory challenges

9. Who do we share your data with?

In accordance with the statutory rules and relevant guidance, representations can be made

Colleagues within a company
Interested Parties
Law Enforcement
our or other legal representatives
auditors, and
Service review agencies (if you supply us with a named service review)
regulators or to otherwise comply with the law
Service transference parties as and if required

We may use third party service providers to process information on our behalf in respect of our work e.g. subcontractors for installation or finding, accounting services, legal services. Where we do so, contracts will be put in place to ensure that your personal information is processed only as instructed by us (unless otherwise required by law), and that appropriate measures are in place to ensure the security of information.

Who will have access to your data?

We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data e.g. we protect your data using varying levels of encryption, and relevant access controls are in place to effectively manage and handle your personal information.

Where third party service providers are used, contracts and or licences are put in place to ensure that your personal information is processed only as instructed by us (unless otherwise required by law), and that appropriate measures are in place to ensure the security of that information.

When commenting on any of our work, you should keep in mind that in some instances there are statutory requirements on us to make this information more widely available.

This will normally be set out in our guidance, but if you have specific queries or concerns in respect of a particular case then please contact the case officer who, if necessary, will discuss the matter with the Automatrics Limited’s Data Protection Management responsible.

10. Do we use any data processors?

Yes – Microsoft 365 Products

11. Your rights in relation to this processing?

Under data protection law, you have rights regarding the processing of your personal data. The rights available to you depend on our reason for processing your information. You are not required to pay any charge for exercising your rights. We have one month to respond to you.

Your rights under UK GDPR are the right:

to be informed
of access
to rectification
to erasure
to restrict processing
to data portability
to object
rights in relation to automated decision making and profiling. (The Automatrics Limited does not use automated decision making or profiling)

Not all these rights are absolute, which means that they may only apply in certain situations and may be subject to legal exceptions and exemptions.

Further information regarding your rights can be found on the ICO Website.

12. Customer Feedback Surveys, Reviews and Marketing

Periodically Automatrics will conduct customer surveys to seek your feedback on the services we have provided. This is to help improve our services to you and your customer experience.

most survey questions require quantitative responses however, some free text boxes may be included
please DO NOT share identifiable information about yourself in these boxes if you wish to remain anonymous
in instances, where the surveys may not be anonymous this will be clearly articulated in the survey documentation provided to you
the data is only available to the Automatrics staff who are responsible for running and administrating the survey

When appropriate we will also provide a ‘just in time’ privacy notice regarding specific surveys as required.

We may from time to time use your contact details to inform you about new services being made available by the Automatrics to enhance the customer experience and provide a more efficient service. You can exercise your right at any time not to receive any marketing material from us.
However, we will never sell or otherwise pass on your personal data to any other third party for marketing purposes.

12A. Learning and Development

Automatrics may from time to time produce training materials, based on historical work examples, to support the professional learning and development of its staff. This is necessary for the purpose of continuous improvement which will help to deliver more efficient and high-quality services to our customers. Wherever possible pseudonymised or de-identified work material will be used for this purpose unless it is impracticable to do so.

13. Customer Feedback & Media Postings

In instances where we wish to inform the public of successful services, we may post social media postings, typically, YouTube, Facebook, Instagram and X etc, we will obtain your consent prior to any public posting, which means processing your data where we have obtained your freely given, specific, informed, and unambiguous consent. You can withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent

media posts can require comment response
please DO NOT share identifiable information about yourself if you wish to remain anonymous
all user feedback and media posts are carried out by Automatrics staff or by third parties working on behalf of the Automatrics Limited

14. What are Virtual Events (VE) & Blended Events (BE)?

A virtual event (VE) is one where there are no physical attendees. All attendees participate virtually, either through video conferencing or telephone.

A Blended Event (BE) is one where there may be a combination of physical attendees (in one or more locations) as well as a virtual element (where participants can join either through video conferencing or telephone). The two elements need not take place simultaneously but could potentially be staggered in time provided that the proceedings are broadcast and made accessible to those who cannot participate in one of the events.

What personal information could be collected?

How is it collected?

email address requested in event invite
phone numbers – If the participant joins by phone, your phone number would be visible to all participants (this can be masked by the individual by turning off Caller ID, generally known as dialling 141) in which case a random number is displayed
IP address – Connections to Microsoft Teams will capture the IP address of the participant
display Name – This is collected from the participants joining details
self-Image – This is collected when the participant activates their camera

What metadata will be taken from joining?

IP Address, joining account information (email address)
browser Type (If browser is used instead of Teams App)

Where will it be stored?

email address
phone numbers
display Name and Self-Image (will be stored in the virtual meeting room, within Exchange Online, MS Stream (Video Recording)
as appropriate will be transferred to an internal case management system
IP Address and Metadata (Will be stored in the Audit Log)

Cookies

Automatrics Limited will only use cookies internally to monitor website traffic through analytics tools and to ensure security, we do not use any of our own technology or storage for the creation and presentation, or collection of cookies
cookies may be collected by Microsoft, which is covered in their Privacy Statement Recording /Live Streaming of Tracking Events hosted by the Automatrics Limited
Should Automatrics be required to record or live stream any customer interaction or tracking service event, recordings will be used for training and awareness in the first instance as well as for responding to potential challenge
any Live Streams will be using approved software to the Automatrics Limited approved hosting environment (YouTube or other Automatrics media channels)
Automatrics Limited is the sole Data Controller for these recordings/livestreams

Third Party Recordings for Events not hosted by the Automatrics

Automatrics Limited works with Law Enforcement, various media channels & other parties
if these parties record/live stream these tracking and / or theft recovery events then this will be covered within their Privacy Notice
Automatrics may receive a copy of any such recording for processing which will be governed within relevant data sharing agreements for Joint Controllers, however, the third parties will remain responsible for the recordings/live streaming
individuals or organisations other than the Automatrics Limited may undertake recording and/or live streaming of the tracking events
in this instance Automatrics is not involved in any aspect of the recording or live stream
the Automatrics Limited may receive a copy of any output however the data controller will remain the individual or organisation that organised the recording/live stream

Do we use any data processors for video?

we use YouTube and other corporate media channels to publish recordings of some events

15. Communications activities

Collection and use of personal information

We may collect personal information, including contact details (such as email addresses, phone numbers), and any other information relevant to our communication activities. This information is collected for the purposes of communication, engagement, and to provide you with relevant updates and information about our services, news, events, and activities.

Use of personal information

We use the collected information for the following purposes:

To engage with you through social media platforms and respond to your inquiries or comments.
To monitor and analyse social media interactions to improve our services and communications.
To send you marketing communications, newsletters, or information about events or services that might interest you.
To manage and moderate entries on our external website.
To respond to media inquiries and facilitate communication with the press.
To manage and maintain our stakeholder engagement database.

Your rights

You can opt-out of receiving marketing communications at any time by following the unsubscribe link in our emails or by contacting us directly.

16. Registering for an Online Login to monitor your trackers

registering with us will enable you to access your tracking data
we can setup several secure access accounts with your permission
You can enable your login securely and supply a unique user password through a secure email link

17. Cookies

At Automatrics, we value your privacy and strive to offer a seamless browsing experience. This Cookie Policy explains what cookies are, how we use them, and how you can manage them.

What are Cookies?
Cookies are small text files placed on your device that allow websites to remember your actions and preferences over time. They are commonly used to improve website performance and provide a more personalised experience.

Cookies We Use
We use essential third-party cookies for the following purposes:

Google Analytics: To monitor and analyse website traffic and user activity, improving our services and enhancing your experience.
SEMrush: To monitor website performance and gain insights into competitor activity.
ECWID: To enable secure transactions when you shop on our site.

These cookies are essential for website performance and operation, particularly for analytics, payment processing, and website performance analysis. We do not use cookies for targeted advertising or any personal tracking purposes.

Managing Cookies

By using this website, you consent to the use of essential cookies as described above. If you wish to manage or disable cookies, you can do so through your browser settings, though this may affect certain website functionalities.

For more detailed information on how to manage cookies, check your Browser’s Cookie Settings. If you have any questions, feel free to contact us.