TransComp ("TransComp", "we", "us" or "our") respects your privacy and is committed to protecting the personal information you provide when using our website, software, mobile applications and related services (collectively, the "Service").
This Privacy Policy explains how we collect, use, store and protect personal information when you use TransComp.
TransComp is a transport compliance management platform designed to help Transport Managers, operators and drivers organise and monitor transport compliance activities.
1. Who We Are
The data controller responsible for your personal information is:
Legal company name: Pay To Tech
Trading name: TransComp
Registered address: CONFIGURE-ME
Email: CONFIGURE-ME
Website: https://YOUR-DOMAIN.example
For questions about this Privacy Policy or how we handle personal information, please contact us using the details above.
2. Information We Collect
Depending on how you use TransComp, we may collect different types of information.
2.1 Account Information
When you create an account, we may collect:
- Full name
- Email address
- Telephone number
- Username
- Password or authentication information
- Company/business name
- Job role
- Account type
- Subscription information
- Other information required to create and manage your account
3. Transport Manager Information
Where a Transport Manager uses TransComp, we may process information such as:
- Name
- Contact details
- Professional role
- Operator/client information
- Compliance tasks
- Task completion records
- Notes and actions
- Compliance activity history
- Documents uploaded by the Transport Manager
4. Operator and Business Information
Operators using TransComp may provide information including:
- Business name
- Operator licence information
- Operating centre information
- Company contact information
- Vehicle information
- Driver information
- Maintenance information
- Compliance records
- Documents
- Inspection records
- Defect records
- Other information necessary to manage transport compliance
5. Driver Information
TransComp may allow operators and Transport Managers to create driver records.
Depending on the features used, information may include:
- Driver name
- Contact details
- Driving licence information
- Licence entitlement
- Driver CPC information
- Training records
- Tachograph-related information
- Drivers' hours information
- Rest information
- Infringements
- Walkaround or vehicle-check activity
- Compliance records
- Notes
- Documents and certificates
Users should only provide information that they are legally entitled or authorised to provide.
6. Vehicle Information
TransComp may process vehicle-related information including:
- Registration number
- Vehicle identification information
- Vehicle type
- MOT/annual test information
- Safety inspection information
- Maintenance records
- Defect records
- Tachograph information
- Calibration information
- Compliance records
- Vehicle documents
- Vehicle check information
Some vehicle information may not constitute personal data by itself. However, where information can be associated with an identifiable individual, we may treat it as personal data.
7. Tachograph and Drivers' Hours Information
Where these features are used, TransComp may process information relating to:
- Driving periods
- Breaks
- Rest periods
- Working periods
- Tachograph records
- Tachograph downloads
- Driver card information
- Vehicle unit information
- Drivers' hours calculations
- Potential infringements
- Compliance reviews
- Actions taken in response to infringements
This information is used to help users organise and monitor transport compliance.
TransComp does not make regulatory decisions on behalf of users. Transport Managers and operators remain responsible for reviewing information and taking appropriate action.
8. Documents and Uploaded Information
Users may upload documents and files to TransComp.
These may include:
- Driving licence documents
- CPC certificates
- MOT/annual test documents
- Insurance documents
- Tachograph calibration certificates
- Maintenance records
- Inspection records
- Training certificates
- Compliance documents
- Other transport-related records
You are responsible for ensuring that you have the appropriate authority and legal basis to upload personal information relating to other individuals.
9. Information We Collect Automatically
When you use our website or Service, we may automatically collect certain technical information, such as:
- IP address
- Browser type
- Device type
- Operating system
- Approximate location derived from technical information
- Login information
- Date and time of access
- Pages or features accessed
- Technical logs
- Error and diagnostic information
We use this information to operate, secure and improve the Service.
10. Cookies and Similar Technologies
Our website and Service may use cookies and similar technologies.
Cookies may be used for purposes including:
- Essential website functionality
- Login/session management
- Security
- Performance monitoring
- Analytics
- Remembering user preferences
Where required by law, we will obtain your consent before using non-essential cookies.
Further information is provided in our Cookie Policy.
11. How We Use Personal Information
We may use personal information to:
- Create and manage accounts
- Provide the TransComp Service
- Process subscriptions and payments
- Provide customer support
- Manage Transport Manager accounts
- Manage operator accounts
- Manage driver and vehicle records
- Provide compliance functionality
- Generate compliance reports
- Send reminders and notifications
- Process uploaded documents
- Monitor system performance
- Detect and prevent fraud or misuse
- Protect the security of the Service
- Improve and develop TransComp
- Communicate important service information
- Comply with legal obligations
12. Legal Basis for Processing
Under UK data protection law, we will rely on one or more lawful bases for processing personal information.
These may include:
Contract
Where processing is necessary to provide the Service you have requested.
For example, creating your account and providing access to TransComp.
Legal obligation
Where we are required to process information to comply with a legal obligation.
Legitimate interests
Where processing is necessary for our legitimate business interests and those interests are not overridden by your rights.
Examples may include:
- Maintaining security
- Preventing fraud
- Improving our Service
- Managing customer relationships
- Protecting our systems
Consent
Where we ask for your consent, such as for certain marketing communications or non-essential cookies.
You may withdraw consent at any time.
13. When You Provide Information About Other People
TransComp is designed to allow businesses and Transport Managers to manage information relating to drivers, employees and other individuals.
If you enter information about another person into TransComp, you are responsible for ensuring that:
- You are authorised to provide the information.
- You have an appropriate lawful basis for processing it.
- The information is accurate and appropriate.
- You provide any required privacy information to the relevant person.
Where you use TransComp on behalf of an organisation, that organisation may be the data controller, while TransComp may act as a data processor for certain processing activities.
14. Data Controller and Data Processor
Depending on how TransComp is used, the roles of the parties may differ.
For example, where an operator uses TransComp to manage its employees' or drivers' compliance information, the operator will generally determine why and how that information is processed.
In such circumstances, the operator may act as the data controller and TransComp may process the information on the operator's behalf.
Where applicable, a separate Data Processing Agreement (DPA) may apply.
15. Sharing Personal Information
We do not sell personal information to third parties.
We may share information with trusted service providers where necessary to operate TransComp.
These providers may include:
- Cloud hosting providers
- Database providers
- Email providers
- Payment providers
- Authentication providers
- Analytics providers
- Customer support providers
- Security providers
- Software/API providers
We only share information where there is an appropriate reason and, where required, appropriate contractual and legal safeguards.
16. Legal and Regulatory Disclosures
We may disclose information where we are legally required to do so.
This may include responding to lawful requests from:
- Courts
- Government authorities
- Regulators
- Law enforcement agencies
- Other competent authorities
We will only disclose information where we have a lawful basis to do so.
17. International Data Transfers
Some of our service providers may process information outside the United Kingdom.
Where personal information is transferred outside the UK, we will use appropriate safeguards required by applicable data protection law.
These may include:
- UK adequacy regulations
- International Data Transfer Agreements
- UK Addendums
- Standard Contractual Clauses
- Other legally recognised safeguards
18. How We Protect Your Information
We use reasonable technical and organisational measures designed to protect personal information against:
- Unauthorised access
- Loss
- Misuse
- Alteration
- Disclosure
- Destruction
Security measures may include:
- Access controls
- Authentication
- Encryption where appropriate
- Secure hosting
- Monitoring
- Backups
- Security updates
- User permissions
However, no internet-based system can be guaranteed to be completely secure.
19. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.
Retention periods may depend on:
- The type of information
- The purpose for which it was collected
- Legal or regulatory requirements
- Contractual requirements
- Our legitimate business needs
- Whether the account remains active
Transport compliance records may need to be retained for specific periods depending on the nature of the record and applicable requirements.
Where an account is closed, we may retain certain information for a reasonable period where necessary for legal, regulatory, security, accounting or dispute-resolution purposes.
20. Account Deletion
You may request deletion of your account and personal information, subject to applicable legal requirements.
Some information may need to be retained where we are legally required or have a legitimate reason to retain it.
Where TransComp is being used by an organisation to manage transport compliance records, requests relating to employee or driver information may need to be directed to the relevant organisation/data controller.
21. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you rights including:
- The right to access your personal information.
- The right to correct inaccurate information.
- The right to request deletion.
- The right to restrict processing.
- The right to object to certain processing.
- The right to data portability.
- Rights relating to automated decision-making and profiling where applicable.
- The right to withdraw consent where processing is based on consent.
These rights are subject to certain legal exceptions and limitations.
22. How to Exercise Your Rights
To exercise your data protection rights, contact us:
Email: CONFIGURE-ME
Please provide enough information for us to identify your account and understand your request.
We may need to verify your identity before processing certain requests.
We will normally respond within the time period required by applicable data protection law.
23. Marketing Communications
Where you have provided consent or where otherwise permitted by law, we may send information about:
- TransComp updates
- New features
- Product announcements
- Promotions
- Service information
You can unsubscribe from marketing communications at any time by using the unsubscribe option included in the communication or contacting us.
Service-related communications, such as security notifications, account notifications and important operational messages, may still be sent where necessary.
24. Children's Privacy
TransComp is intended primarily for business and professional use.
The Service is not directed at children.
We do not knowingly collect personal information from children for the purpose of providing the Service.
If you believe that a child has provided personal information to us, please contact us.
25. Third-Party Websites and Services
Our website or Service may contain links to third-party websites or services.
We are not responsible for the privacy practices, security or content of third-party websites.
You should review the privacy policies of third-party services before providing them with personal information.
26. Accuracy of Information
We aim to maintain accurate and reliable systems.
However, information entered into TransComp is provided by users and may contain errors or omissions.
Users are responsible for ensuring that information they enter is accurate and up to date.
Automated reminders, calculations and compliance information may depend on the accuracy and completeness of the information supplied to the Service.
27. Automated Processing
TransComp may use automated rules, calculations or algorithms to assist users with compliance management.
Examples may include:
- Identifying potential drivers' hours infringements
- Calculating relevant periods
- Generating task due dates
- Generating reminders
- Identifying expired or approaching documents
- Monitoring tachograph download dates
These features are intended to assist users and do not replace professional judgement.
Where required by applicable law, we will provide appropriate information regarding automated decision-making.
28. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
When changes are made, we will update the "Last updated" date at the top of this document.
Where appropriate, we may notify users of significant changes through the Service or by email.
29. Complaints
If you have concerns about how we handle your personal information, please contact us first:
Email: CONFIGURE-ME
You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO)
You can find information about making a complaint through the ICO's official website.
30. Contact Us
For questions about this Privacy Policy or your personal information:
TransComp
Legal company name: Pay To Tech
Registered address: CONFIGURE-ME
Privacy email: CONFIGURE-ME
Telephone: CONFIGURE-ME
Website: https://YOUR-DOMAIN.example
Summary
TransComp is committed to:
- Protecting your personal information.
- Using information only for legitimate purposes.
- Not selling personal information.
- Using appropriate security measures.
- Giving users appropriate control over their personal information.
- Complying with applicable UK data protection legislation.
Last updated: CONFIGURE-ME