Privacy Policy
Last updated: 24 July 2026 Effective from: 18 May 2026
This policy explains how ProTrack ("we", "us") handles personal data.
It covers two things:
- Personal data we collect through our website and sales channels. This policy is the full notice for that processing.
- Personal data we process on behalf of our customers when their employees use the ProTrack agent. For that, our customer (the employer) is the data controller and we are the processor. The employer must give that data a separate notice to their staff. See our Employee Monitoring Notice template for what that should say.
Who we are
- Operating entity: AK Frames Ltd
- Registered address: Unit 12, Randolph Place, Randolph Industrial Estate, Kirkcaldy, Scotland, KY1 2YX
- Company number: SC617144
- Contact for privacy questions: protrack@akframes.cloud
What we collect via our website
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Name, email, message you submit via the contact form | To reply to your enquiry | Legitimate interest in responding to people who contact us | 24 months from last contact |
| Standard server logs (IP address, user-agent, page) | Site security and debugging | Legitimate interest in keeping the site secure | 30 days |
We do not currently use third-party analytics, advertising trackers, or cookies that require consent. If we add any, this policy will be updated before they go live.
Who we share data with
We use a small number of essential service providers:
- Google Firebase / Google Cloud Platform: hosting, database and authentication.
- SMTP host (cloud519.thundercloud.uk): delivery of contact-form replies.
- Google Gemini API: AI features in the ProTrack product on behalf of customers. Website-form data is not used.
- Stripe: payment processing, subscription management and trial-abuse prevention for paying customers.
We do not sell personal data and we do not share it for advertising or profiling.
International transfers
Some service providers may process data outside the UK or EEA. Where a restricted transfer occurs, we use an applicable lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or UK Addendum, or the European Commission's Standard Contractual Clauses, together with supplementary measures where required. The mechanism depends on the service, contracting entity and destination.
Your rights
Under UK GDPR you can ask us to:
- Provide a copy of the personal data we hold about you (access)
- Correct inaccurate data (rectification)
- Delete the data (erasure)
- Restrict or object to processing
- Provide the data in a structured, machine-readable format (portability)
Email protrack@akframes.cloud and we will respond within one calendar month.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113. You can complain to the ICO at any time without going through us first.
Changes to this policy
We will update this page when our processing changes. The "last updated" date at the top will reflect the change.