Tracking portal

Privacy Policy

Introduction

This Privacy Policy explains how Rental Tracker BV (“we”, “our”, “us”) collects, uses, discloses and protects the personal information of our customers (“you”, “your”) in accordance with the EU’s General Data Protection Regulation (GDPR). By using our service, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our service.

1. Information We Collect

We collect only the information necessary to provide our GPS tracking service to fleet owners:
  • Full name and address: For billing and invoicing purposes, including business registration details (company registration number and VAT number).
  • Username and password: For user authentication. Passwords are stored using encryption methods.
  • Email address: For service and billing notifications and password reset requests.
  • GPS location data: Including GPS coordinates, speed, altitude, angle, current time and various sensor parameters.
  • HTTPS requests: Including IP addresses, requested URLs, referral URLs and browser attributes.

2. Legal Basis for Processing

We process your company’s and personal data on the following legal grounds:
  • Performance of a contract: To provide and manage our service.
  • Legitimate interests: To improve our services and ensure security.
  • Consent: For specific purposes where we ask for your consent (e.g., for cookies).
  • Legal obligations: To comply with legal requirements.

3. How We Use Your Information

We use your information solely to provide and improve our services:

  • We do not sell, share or disclose your data to third parties, except in the following circumstances:
    • Legal obligations: Where we are required to disclose your data in order to comply with legal obligations, such as court orders, requests from law enforcement agencies or regulatory requirements.
    • Protection of rights: Where it is necessary to protect our rights, property or safety, or those of our users or others.

4. Cookies

We use cookies for session management and to analyse website traffic:

  • Session cookies: These expire when you log out or close your browser.
  • Traffic log cookies: Used for statistical analysis to improve our website.

We recommend enabling cookies to ensure our website functions properly. You can manage cookies via your browser settings.

5. Data Security

We implement robust security measures to protect your data:

  • Secure Servers: Sensitive data is primarily stored on secure Microsoft Azure cloud servers in data centres within the European Union (EU), protected by firewalls and kept up to date with security patches.
  • SSL Encryption: All connections are secured using SSL to encrypt data transmitted between your browser and our servers.
  • Encryption: Data collected during account creation, including passwords, is encrypted and stored securely.
  • Tracker-Server Communication: Data transmission between trackers and servers cannot, in itself, be linked to a client or end-user and is therefore not encrypted.

Whilst we do our utmost to protect your data, we cannot guarantee absolute security. If you suspect that your account has been compromised, please contact us immediately.

6. Your Rights

Under the GDPR, our business clients have the following rights in relation to personal data:

  • Access: Request access to data.
  • Rectification: Correct inaccurate data.
  • Erasure: Request for the deletion of data (“right to be forgotten”).
  • Restriction of Processing: Restrict how data is processed.
  • Data Portability: Receive data in a structured, commonly used format.
  • Objection: Object to the processing of data on the grounds of legitimate interests.

To exercise your rights, please contact us at info@rentaltracker.nl. We may require you to provide proof of identity before we can process your request.

7. Data Retention

We retain your information for as long as your account is active or for as long as is necessary to provide our services. Once your data is no longer required, it is automatically deleted. However, to comply with legal obligations, certain financial data (such as full name, address and billing information) will be retained for a minimum period of 7 years in accordance with Dutch tax regulations. GPS data is retained for a period of 2 years.

8. Data Transfers

Data is not transferred outside the EU/EEA; we ensure that it is protected by appropriate safeguards, such as standard contractual clauses or binding corporate rules. If a GPS tracker is located outside this region, it will periodically send its signal to our servers within the EU/EEA.

9. Responsibility of Fleet Owners

Fleet owners using our services must comply with the GDPR and ensure that they have obtained the appropriate consent from their customers, drivers or users (private individuals) for the use of GPS tracking. Rental Tracker BV does not hold any personal data relating to the drivers of the vehicles or the users of the equipment, and is not responsible for any misuse of data by fleet owners.

10. Enquiries from End Consumers

If you are an end-user (private individual) renting a vehicle or using equipment with our GPS tracking service, any questions or concerns regarding your personal data should be addressed to the company from which you rented the vehicle or obtained the equipment. This includes drivers and/or users of the equipment. Rental Tracker BV does not directly manage end-users’ data and is not responsible for handling their enquiries.

11. Changes to this policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated to you by email or via a prominent notice on our website. Please review the policy periodically for updates. The policy was last updated on 25 June 2024.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: info@rentaltracker.nl
Address: Rental Tracker B.V., Machlaan 5, 9761 TK, Eelde, The Netherlands

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