Privacy and data protection notice

Whenever you give us your personal data, such as your name, address, or email address, we will only store that data for our legitimate business uses and in accordance with applicable data protection. At Trax, we respect your privacy and seek to protect your personal data. The following information describes how we gather and use data. The amount of information that Trax holds on you and how it uses it, depends on your relationship with the Trax and what Trax products and services you use. Some of the information below may not therefore be relevant to you.

What Trax uses your personal information for

Trax collects and uses your information to administer, support, improve and obtain feedback on our services and to detect and prevent faults, breaches of our network security, the law or our contract terms. We will also use all this information to assess what Trax products and services may be of interest to individuals and to personalise our service and marketing.

If you are registered to use a service, Trax may contact you to obtain feedback on that service and any improvements we could make to it.

Further information/marketing

If you have agreed to such contact, Trax may contact you about those of its other services to which you do not subscribe but which may interest you. We may for example invite you to join a free trial of a service. Such contact may be by post, email, or by telephone from time to time. You have a right to ask us at any time not to contact you by way of direct marketing. Then you will no longer receive invitations for product information or free trials.

Calls to our Client Service team

Calls to Trax telephone help desks may be recorded for quality control, regulatory and monitoring purposes. To contact a memeber of the Client Service team, please call tel: +44 (0)20 3655 3440.

Personal information Trax collects

Trax collects and updates information about users of its services, suppliers, third parties, visitors to its websites and other individuals it deals with in its day-to-day business. It may obtain this information via direct contact with you, from third parties such as your employer or another one of our suppliers and automatically via your use of our services.

* Information you/others give us: This information includes your contact details, registration and payment details, support problems, details around participation in events, prize draws or surveys and certain relevant details of your interests and preferences.

* Information we collect via our services: If you are a registered user of our services then Trax also gathers information about your use of our services, such as generic types of data accessed, times and volume of use of the services and traffic data.

Cookies policy

We also use ‘cookies’ which may be sent to your computer. Cookies enable us to collect information on how our web sites and services are being used and to manage them more efficiently. A cookie is a piece of data that a website can send to your browser, which may then be stored on your computer as an anonymous tag that identifies your computer but not you.

We use the following cookies:

Strictly necessary cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into the secure areas of our website.

Analytical cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our websites when they are using it. This helps us to improve the way that our website works, for example, by ensuring that users are finding what they are looking for easily.

Trax cookies

Some of our cookies are session cookies (these are temporary cookies that remain in the cookie file of your browser until you close your browser) and some are persistent cookies (these are stored on your computer until they expire or you remove them. Please find a table below detailing the cookies used by Trax.

Cookie NamePurposeLifetime
__utmcGoogle Analytics - necessary to track visitor informationBrowser Session
__utmaGoogle Analytics - necessary to track visitor information2 years
__utmbGoogle Analytics - necessary to track visitor information30 minutes
__utmzGoogle Analytics - necessary to track visitor information6 months
ASPNETSESSIONIDDot Net session cookie - mandatory for remembering if a visitor has logged in or notBrowser Session
xtrakter_cookie_flagWebsite Cookies Acceptance - mandatory for displaying Cookie warning24 months

Third party cookies: We work with third parties who may place cookies on your computer to provide web-link access from the Trax website when logging enquiries for support. However these cookies would not contain any personal information that others could read or understand.

Services requiring enabled cookies

Please be aware that restricting cookies may impact on the functionality of our website.

How to disable cookies in your browser

You can set your browser to notify you before you receive a cookie, giving you the chance to decide whether to accept it. You can also set your browser to turn off cookies.

The use of cookies can be prevented by changing your internet browser settings. Each browser has a different procedure for disabling the use of cookies. The ‘Help’ function within your browser should tell you how. Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details of how to delete cookies from your computer as well as more general information about cookies.

Storage methods and duration

Trax may store your information in its databases, for reference. The information may be retained and used by Trax for a reasonable period, reflecting our need to answer queries or resolve problems, provide improved and new services and any data retention requirements of the law.

Passing your information to others in your own organisation

If your employer subscribed for the service on your behalf then we may pass certain information to your employer about your use of the service where your employer has a legitimate reason to receive it. Similarly if you are the contact person in your organisation for a service, we may pass your contact details to those in your organisation for this purpose.

Passing your information to third parties

Trax may sell or rent your personal data to others, for the purpose of marketing their services. In some instances, we may pass information to third parties involved in the relevant Trax service. They may then match it with the data they have for this purpose.

Newsletters and Trax publications

You may be given the opportunity to receive a related newsletter by email. You can at any time choose to stop receiving a service's newsletter by following the instructions with the newsletter.

Interception of mail

Trax may intercept some mail and email addressed to individuals in Trax. The reasons it may do this are related to the security of Trax, its staff and others, for detection and prevention of crime and to identify correct recipients or to make sure mail is dealt with during staff absence. In the case of emails, we may reject, delay or remove content from emails which have a nature, content or attachments which may disrupt our systems or because they may pose security issues such as viruses. We may also filter out emails which contain certain content on the basis that content is offensive or the email is unwanted or spam. In certain circumstances this may unfortunately result in ‘innocent’ emails being affected but we do try and reduce such occurrences.

International transfer of your information

Personal data may be made available internationally, including in countries which do not have data protection laws, or laws which provide as much protection as in the country of origin. We seek to require those to whom we transfer your data to protect it and your privacy. In this way Trax works to protect personal data transferred to countries which do not have data protection laws or whose laws are less strict.

Security and staff awareness

Trax has developed strict corporate policies governing information technology. These cover areas such as access control, authentication, audit, monitoring, alarms, data storage and back up and transmission standards and environment integrity.

© Xtrakter Ltd. 2014. Trax is a trading name of Xtrakter Ltd.