At Tracsis Transport Consultancy, we value your privacy and are committed to protecting your personal information. This Privacy Notice is designed to help you understand how we collect, use, share, and safeguard your data when you participate in our market research surveys. We know and understand that your privacy is important to you, and that you care about how your personal data is used. We respect and value the privacy of everyone who uses our services and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Notice carefully and ensure that you understand it. Responding to any survey is entirely voluntary. By completing any survey, you understand that we will use the information provided as outlined in this Privacy Notice.

Information We Collect

We may collect the following types of information during our market research surveys:

  • Personal Information: This may include your name, contact information (such as email address or phone number), demographic data (such as age, gender, and location), and any other information voluntarily provided by you.
  • Survey Responses: Your responses to survey questions, opinions, and feedback.
  • Special Category data: Occasionally, we may request to collect personal data that is classified as “special categories” of personal data. This includes racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a person’s natural sexual orientation. You will always be able to choose whether or not to provide this data to us to be used as described.

How We Use Your Information

We use the information collected in market research surveys for the following purposes:

  • Research and Analysis: To conduct market research, analyse trends, and gather insights to improve products, services, or customer experiences.
  • Communication: To contact you about your participation in surveys, provide updates, and respond to your enquiries.
  • Aggregate Data: To create aggregated and anonymised data that does not personally identify you, which may be used for research, statistical analysis, and reporting.

Why We Collect Your Data

We collect your data on behalf of our clients who are mainly from the transport sector to provide: origin-destination information; understand your requirements of the service; understand any barriers to using the service; what the benefits are to using the service; to understand the movements of how you use the service; how the service can be improved.

Our legal basis for collecting your data, depending on the client are:

  • Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
  • Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
  • Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

It is important to reiterate that your participation in this survey is completely voluntary and that you can choose which information (if any) you want to share with us.

How We Share Your Personal Data

We collect your data on behalf of our clients whom have a legal basis for collection of the data requested from you and will receive aggregate data. We do not share your personal data with any other third parties or suppliers other than those suppliers that provide technical support to our products and services who have restricted access and are bound within the confines of data protection law.

How We Store and Delete Your Data

We will retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Notice. After this period, we will securely delete or anonymise your data.

What Are Your Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details provided below.
  2. The right to access the personal data we hold about you. The section "How Can You Access Your Personal Data" will tell you how to do this.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in provided below to find out more.
  4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details provided below to find out more.
  5. The right to restrict (i.e. prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  8. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  9. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided below.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves however, so please contact us first, using the details provided below.

How We Secure Your Data

We take all reasonable measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction.

How and Where Do We Store or Transfer Your Personal Data?

We will only store your personal data in the UK or the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

How Can You Access Your Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses provided below.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request at the earliest opportunity and with one month of receipt of the request. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do You Contact Us?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of the data protection office):

  • Email address: dataprotectionoffice@tracsis.com.
  • Telephone number: 0845 125 9162.
  • Postal Address: Tracsis PLC, Nexus, Discovery Way, Leeds, West Yorkshire, LS2 3AA, United Kingdom.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Notice on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Notice was last updated on  8th July 2025.

Complaints

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to the  address details above

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

The Office of the Information Commissioner

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk