Introduction
This Privacy Policy describes how Tracer Management Systems Limited ("Joblogic", "we", "us" or "our") collects, uses, discloses, and safeguards your personal data when you: visit our website at joblogic.com; use the Joblogic field service management software platform; interact with our sales, support, or marketing teams; or otherwise engage with us as a customer, prospective customer, or website visitor.
This Policy applies to all personal data we process as a Data Controller — that is, data about visitors to our marketing website, contacts at prospective and existing customer organisations, and individuals who request demos or trials. For data processed within the Platform on behalf of our business customers, Joblogic acts as a Data Processor and processes such data in accordance with our Data Processing Agreement.
We encourage you to read this Policy carefully. If you have any questions, please contact our Data Protection contact at privacy@joblogic.com.
Who We Are (Data Controller)
The Data Controller responsible for your personal data is:
- Company Name: Tracer Management Systems Limited
- Trading As: Joblogic
- Company Number: 03611671
- Registered Address: Birmingham B9 4AA, United Kingdom
- ICO Registration: Registered with the Information Commissioner's Office
- Email: privacy@joblogic.com
- Phone: 0800 326 5561
Where we process personal data as a Data Processor (on behalf of our business customers), our processing is governed by the relevant Data Processing Agreement entered into with that customer. Data subjects wishing to exercise their rights regarding data processed on behalf of a customer should contact that customer directly.
Personal Data We Collect
We collect personal data in the following categories:
Information you provide directly:
- Contact information: name, email address, phone number, job title, company name.
- Account registration details: username, password (stored in hashed form), preferences.
- Billing information: name, billing address, VAT number (payment card data is processed directly by our payment processor and never stored by us).
- Communications: any messages, support requests, feedback, or correspondence you send to us.
- Demo and trial requests: information submitted when booking a demonstration or requesting a trial.
Information collected automatically:
- Usage data: pages visited, features used, click patterns, session duration, and error logs within the Platform.
- Technical data: IP address, browser type and version, operating system, device identifiers, time zone setting, and referring URLs.
- Cookie data: as described in Section 9.
Information from third parties:
- Information from marketing platforms or lead generation partners where you have consented to sharing.
- Publicly available business information such as LinkedIn profiles, Companies House records, or industry directories.
We do not intentionally collect special category data (such as health information, racial or ethnic origin, or biometric data) about you as part of our general marketing and sales activities.
How We Use Your Data & Legal Basis
We process your personal data for the following purposes and on the following legal bases:
- To provide and manage our services (Legal basis: Performance of a Contract) — creating and managing your account, processing payments, providing the Platform, and delivering support.
- To communicate with you about your account (Legal basis: Performance of a Contract) — sending service notifications, billing emails, security alerts, and product updates that are essential to service delivery.
- To improve the Platform (Legal basis: Legitimate Interests) — analysing usage data to identify bugs, improve features, and develop new functionality. We ensure our legitimate interests do not override your rights.
- To conduct marketing and send promotional communications (Legal basis: Consent, or Legitimate Interests for existing customers under PECR soft opt-in rules) — sending newsletters, product updates, case studies, and event invitations. You can opt out at any time.
- To process demo and trial requests (Legal basis: Pre-contractual steps / Legitimate Interests) — responding to requests to evaluate our software.
- To comply with legal obligations (Legal basis: Legal Obligation) — maintaining records for tax and accounting purposes, responding to lawful requests from regulatory authorities.
- To prevent fraud and ensure security (Legal basis: Legitimate Interests / Legal Obligation) — monitoring for suspicious activity, enforcing our Terms of Service, and protecting our systems.
Sharing Your Personal Data
We do not sell your personal data to third parties. We may share your personal data with the following categories of recipients, only where necessary and with appropriate protections in place:
- Service providers and sub-processors: Trusted third-party providers that help us deliver the Platform, including cloud hosting providers, payment processors, email delivery services, customer support tools, and analytics platforms. These parties are bound by contractual data protection obligations.
- Professional advisers: Solicitors, accountants, auditors, and insurers who provide professional services to Joblogic, subject to professional confidentiality obligations.
- Regulatory and law enforcement authorities: Where we are required to do so by law, court order, or regulatory obligation. We will notify you before complying unless prohibited from doing so by law.
- Business transferees: In connection with any merger, acquisition, restructuring, or sale of all or substantially all of Joblogic's assets. We will ensure your data rights are preserved in any such transaction.
We require all third parties to maintain appropriate security and to process your personal data only for specified purposes in accordance with our instructions.
International Data Transfers
Joblogic is based in the United Kingdom and primarily processes your personal data within the UK and European Economic Area (EEA). However, some of our third-party service providers may be located outside the UK/EEA, including in the United States.
Where we transfer personal data outside the UK, we ensure that appropriate safeguards are in place, including:
- Transfer to countries recognised by the UK Government as providing adequate levels of data protection (adequacy decisions).
- Use of the UK's International Data Transfer Agreements (IDTAs) or UK Addendum to EU Standard Contractual Clauses with the receiving organisation.
- Ensuring recipients are certified under recognised frameworks such as the UK Extension to the EU-US Data Privacy Framework, where applicable.
You may request details of the specific safeguards in place for any particular international transfer by contacting us at privacy@joblogic.com.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any legal, accounting, or reporting requirements. Our key retention periods are:
- Customer account data: Retained for the duration of the customer relationship and for 7 years thereafter for legal and accounting compliance purposes.
- Prospective customer data (leads): Retained for up to 3 years from last contact, or until you unsubscribe or request deletion.
- Support and correspondence records: Retained for 3 years from the date of the last interaction.
- Website analytics data: Retained for 26 months in anonymised or aggregated form.
- Financial records: Retained for 7 years in accordance with HMRC requirements.
When retention periods expire, personal data is securely and irreversibly deleted or anonymised. You may request early deletion of your data, subject to our legal obligations (see Section 8).
Your Rights Under UK GDPR
Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights with respect to your personal data:
To exercise any of these rights, please submit a written request to privacy@joblogic.com. We will respond within one month of receiving your request. We may ask you to verify your identity before processing your request.
You have the right to withdraw consent at any time where we rely on consent as the legal basis for processing. Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal.
Cookies & Similar Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse traffic, and support our marketing activities. Cookies are small text files placed on your device when you visit our website.
We use the following categories of cookies:
- Strictly Necessary Cookies: Essential for the website and Platform to function correctly. These cannot be disabled and do not require consent.
- Functional Cookies: Remember your preferences (such as language, timezone, and login state) to improve your experience.
- Analytics Cookies: Collect anonymised information about how visitors use our website, helping us understand traffic patterns and improve content. We use Google Analytics with IP anonymisation enabled.
- Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These are only set with your consent.
When you first visit our website, you will be presented with a cookie consent banner. You can manage your cookie preferences at any time by clicking the "Cookie Settings" link in our website footer. You may also control cookies through your browser settings, though this may affect certain website functionality.
Security Measures
Joblogic takes the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against accidental loss, unauthorised access, disclosure, alteration, or destruction. Our security measures include:
- Encryption of all data in transit using TLS 1.2 or higher.
- Encryption of data at rest within our cloud infrastructure.
- Role-based access controls ensuring staff access only the data necessary for their role.
- Regular security penetration testing and vulnerability assessments.
- Multi-factor authentication (MFA) available for all Platform accounts.
- Incident response procedures and a dedicated security team.
- Regular staff training on data protection and information security.
- Physical security controls for all facilities where data is processed.
In the event of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, as required by UK GDPR. We will also notify affected individuals without undue delay where required.
You must also take responsibility for the security of your account credentials. Please use a strong password, enable MFA, and notify us immediately if you suspect your account has been compromised.
Children's Privacy
The Joblogic Platform and website are designed for use by businesses and their professional staff. We do not knowingly collect personal data from individuals under the age of 16.
If you are a parent or guardian and believe that a person under 16 has provided personal data to us without your consent, please contact us immediately at privacy@joblogic.com and we will promptly delete any such data from our systems.
If you are under 16 years of age, please do not use, register for, or provide any personal information on the Joblogic website or Platform.
Third-Party Links & Services
Our website and Platform may contain links to third-party websites, integrations with third-party services (such as Xero, Sage, QuickBooks), or embedded content. We are not responsible for the privacy practices or content of these third-party services.
When you connect the Platform to a third-party service via an integration, you may be subject to that third party's privacy policy and terms of service. We encourage you to review the privacy policies of any third-party services you use in connection with Joblogic.
Our website may include social media sharing buttons or embedded content from platforms such as LinkedIn, Twitter/X, or YouTube. Your interaction with these features is governed by the privacy policies of those respective platforms.
Marketing Communications
We may send you marketing communications such as newsletters, product updates, industry news, event invitations, and promotional offers. We will only send these communications where:
- You have given us your express consent to receive marketing communications; or
- You are an existing customer and we are contacting you about our own similar products or services, in accordance with the Privacy and Electronic Communications Regulations (PECR) "soft opt-in" rules.
You can opt out of receiving marketing communications at any time by:
- Clicking the "Unsubscribe" link in any marketing email we send you.
- Updating your marketing preferences in your Joblogic account settings.
- Contacting us at marketing@joblogic.com.
Please note that opting out of marketing communications will not affect the delivery of transactional or service-related messages that are necessary for the operation of your account.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our data processing practices, applicable law, or our business operations. We will always post the most current version of this Policy on our website with the "Last Updated" date clearly indicated.
Where changes are material, we will notify you by email or by placing a prominent notice on our website at least 30 days before the changes take effect. Your continued use of our services after the effective date of any changes constitutes your acceptance of the updated Policy.
We encourage you to review this Policy periodically to stay informed about how we are protecting your personal data.
Contact Us & Supervisory Authority
If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact our Data Protection team:
- Email: privacy@joblogic.com
- Phone: 0800 326 5561
- Post: Data Protection, Tracer Management Systems Limited, Birmingham B9 4AA, United Kingdom
We take all privacy requests seriously and aim to respond within 30 days. For Subject Access Requests, we will always confirm receipt within 5 business days.
Right to Lodge a Complaint: If you are not satisfied with our response to any privacy concern, or if you believe we are processing your personal data in a manner that is not compliant with UK GDPR, you have the right to lodge a complaint with the UK's supervisory authority:
- Information Commissioner's Office (ICO)
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO, so please do reach out to us first.