Privacy Policy

1. Introduction

Stock Track PRO Ltd ("we", "our", "us") trades as Stock Track PRO. We are committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and your rights when using our website, dashboard, and companion mobile app.

2. Information We Collect

2.1 Information You Provide

• Account information (name, business email, password, company details)
• Team invitations and role assignments (manager or user)
• Company, vehicle, inspection, and defect reporting data
• Optional Plant & Machinery data: machine registers, thorough examination and service inspection records, inspector details, photos, and generated PDF reports

2.2 Automatically Collected Information

• Device and app metadata (model, OS, app version)
• Usage and event data required to operate features
• Security, audit, and service logs

2.3 Camera, Photos, and Notifications

We request access to your device's camera for:

• Taking vehicle inspection photos (6 photos per inspection)
• Plant & Machinery inspection photos where your company uses that module
• Inspection photos and PDF reports are stored securely in our cloud system
• Push notification tokens to deliver operational alerts (for example, defect notifications and, for managers, plant examination due reminders)

3. How We Use Your Information

3.1 Core Platform Services

We use Firebase for:

• Authentication: Managing user accounts and secure sign-in
• Firestore: Storing and managing vehicle fleet data, optional plant machinery records, user profiles, and company data
• All data is stored securely on Google Cloud Infrastructure

3.2 Billing, Email, and Notifications

We use third-party providers to operate billing and communications:

• Stripe for fleet and Plant & Machinery subscription checkout, billing portal, payment processing, and webhook events
• SMTP/email provider for invite and service emails
• Notification services for push alerts and scheduled compliance reminders

4. Data Storage and Security

• All data is encrypted in transit and at rest
• We follow industry best practices for data security
• We regularly review and update our security practices
• Platform access: a small number of authorised Stock Track PRO staff hold elevated platform-level access to customer data solely for the purposes of technical support, security monitoring, and service maintenance. This access is restricted, logged, and subject to internal security controls.

5. Your Rights

You have the right to:

• Access your personal data
• Request corrections to your data
• Request deletion of your data
• Opt-out of marketing communications

6. Subscription Management

• Subscriptions are sold and managed via our website checkout powered by Stripe
• Billing and payment information is handled by Stripe and your selected payment method provider
• You can view and manage subscription details in the billing portal from your dashboard

For billing-specific contractual terms, see our Subscription Terms.

7. Third-Party Services

We use the following third-party services:

• Firebase (Google LLC)
• Stripe Payments Europe Ltd / Stripe, Inc.
• Email delivery provider (for transactional messages)

Each service has its own privacy policy that applies to your data.

8. Data Retention

How long you can access the service, trial periods, billing changes and suspension are described in our Subscription Terms. Company fleet records may be kept for operational and legal reasons while your organisation remains a customer or where the law requires.

• Account data is retained whilst your user account is active.
• Vehicle and inspection data are retained according to your company's needs and applicable legal obligations.
• Where your company uses Plant & Machinery, LOLER-related records are kept for at least two years; service and hire-only records for at least fifteen months; machines that lift persons or require a lifetime examination scheme may be retained indefinitely whilst the machine remains on your register.
• Individual user accounts with no sign-in activity for 90 consecutive days may be deleted together with associated personal data, where this does not conflict with an active company subscription or legal retention duties. Where practicable, we will give reasonable advance notice.
• You may delete your own user account using the in-app account deletion feature described below.

9. How to Delete Your Account and Data

You have control over your personal account and can delete your user account from the Stock Track PRO mobile app:

What Gets Deleted:

When you delete your account, the following data is permanently removed:

• Your user profile, credentials and user-level settings.
• Content you created where deletion is permitted under your role, your employer's policies and applicable law.
• Some records may be retained where the law requires (for example tax, regulatory investigations, security or fraud prevention). Company-wide fleet data may remain under the controller's account after your user profile is deleted.

10. Children's Privacy

Stock Track PRO is a business service and is not aimed at children. We do not knowingly collect personal data from anyone under 13. If you believe we have processed such information in error, please contact us at support@stocktrackpro.co.uk and we will delete it promptly where the law allows. Further safeguards apply to children's data under UK data protection law; seek advice if your organisation processes data about children.

11. Changes to Privacy Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you through the app or by email where we have your contact details.

12. Contact Us

If you have questions about this Privacy Policy, please contact us at:

• Email: support@stocktrackpro.co.uk
• Website: https://www.stocktrackpro.co.uk