Privacy notice
This notice explains how Traktara Limited ("Traktara", "we", "us" or "our") collects and uses personal data when you visit our website at traktara.com, use the Traktara platform at app.traktara.com, or otherwise deal with us. It also explains your rights under UK data protection law and how to exercise them.
We are the controller of the personal data described in this notice. That means we decide how and why it is processed.
Important: the Traktara platform does not provide any facility for you or your organisation to upload your own data, files, or materials. We therefore do not act as a processor of customer content. If we introduce features that allow you or your organisation to upload or input your own data, we will update this notice (and put any additional terms in place, such as a data processing agreement) before that functionality becomes available. This notice concerns only the limited personal data we hold as a controller, principally the account details of the people authorised to use the platform, and information about visitors to our website and people who contact us.
1. Who we are and how to contact us
Traktara Limited is a company registered in England and Wales with company number 17153739. Our registered office is at C/O 3dom.UK Accountants Ltd, Second Floor, 61 Hamilton Square, Birkenhead, Merseyside, CH41 5AT, United Kingdom. We are registered with the Information Commissioner's Office (ICO) under registration number ZC132313.
For any question about this notice or about how we handle your personal data, or to exercise any of your rights, contact us at privacy@traktara.com.
We are not required by law to appoint a Data Protection Officer, and have not done so. The contact above is responsible for data protection matters.
2. Who this notice applies to
This notice applies to:
- visitors to our website at traktara.com;
- Authorised Users of the Traktara platform: the individual employees, contractors, or agents of our clients and design partners whom we have given access to the platform, including during free early-access trials;
- people who contact us, request access, join a waiting list, or otherwise correspond with us about Traktara; and
- individuals whose personal data appears in the information we compile from public, official, and third-party sources, as explained in section 4.
It does not cover any third-party website you reach through a link from our site or platform. Those sites have their own privacy notices.
3. The personal data we collect, and why
We collect personal data in three main situations. The table below summarises what we collect, why, and our lawful basis for doing so. The lawful bases are explained further in section 6. Separately, our platform also contains personal data about other people, compiled from public and third-party sources, which we explain in section 4.
| Who | What we collect | Why we use it | Lawful basis |
|---|---|---|---|
| Authorised Users (platform accounts, including trial users) | Name and job title; work email address and account details; employer / organisation; login credentials; usage and telemetry data (including searches and filters run, pages and features used, saved views, feature interactions, and error and performance data); technical data (IP address, device and browser information, log data, and timestamps) | Create, administer, secure, and support accounts; provide and improve the platform; verify authority and prevent misuse; understand how the platform is used; analyse and improve the Services; administer trials and communicate with you | Performance of our contract with your organisation; our legitimate interests |
| Website visitors | IP address and approximate location; device, browser, and operating system; pages viewed and how you arrived at and move through the site; information collected through cookies and similar technologies (see section 5) | Operate, secure, and maintain the website; measure and improve how it performs; understand which content is useful | Our legitimate interests; your consent (for analytics and other non-essential cookies) |
| Enquiries & business contacts | Name and organisation; email address and any other contact details you give us; the content of your message or correspondence; records of our dealings with you (e.g. demo or design-partner discussions) | Respond to you; manage and develop our relationship; assess suitability as a design partner or customer; keep records of our communications | Our legitimate interests; consent (where we send marketing) |
We collect most of this data directly from you or, in the case of platform usage, automatically as you use the website or platform. Where your employer arranges access to the platform for you, we may receive your name and work email from them. When you sign in using Google, we receive basic account information (such as your name and email address) from Google.
We do not knowingly collect special category data (such as health, ethnicity, or political opinions) about the users, visitors, and contacts this notice covers, and the platform is not designed to process such data about them.
How we use information about your use of the Services. We collect two kinds of information about how the Services are used, and we treat them differently.
- Usage Analytics means information about how you access and interact with the Services: the features, tools, and views you use (for example applying filters or opening the changes view), the actions you take, how often and for how long you use the Services, session, performance, and error data, and device and browser information. Usage Analytics does not include the identity of the specific records or data you search for or view. We use Usage Analytics to operate, secure, support, analyse, develop, and improve the Services, and we may do so in a way that identifies an Authorised User where that is needed for those purposes.
- Search Activity means which specific records, datasets, sites, or other entities you search for, select, or view. We use your Search Activity only to provide, secure, and support the Services to you, not to improve our own data and not for our own commercial purposes.
4. Information about other people in our data
Our platform brings together information from public, official, and third-party sources to provide property, planning, and energy data to business users. Some of that information includes personal data about identifiable people who are not our users, for example named individuals in planning applications and objections, company officers and directors, and landowners.
We obtain this information from public and official registers and other third-party sources, including the electricity and gas network companies, the National Energy System Operator (NESO), planning application data published by local, regional, and national government, and data from Companies House. It is already published in those sources.
We process this personal data under our legitimate interests in compiling, structuring, and providing our data platform to business users. Because we obtain it from those sources rather than from the individuals themselves, and given the number of records involved, contacting each person individually would involve disproportionate effort. We therefore make this information available to those individuals through this notice.
If your personal data appears in our platform, you have the rights set out in "Your rights" below, including the right to object to our processing and to ask us to correct or delete your data. You can contact us at privacy@traktara.com.
Clients who access this data through the platform do so as independent controllers of any personal data they extract or use, and are responsible for their own compliance with data protection law, including any information they need to give to the individuals concerned.
5. Cookies and similar technologies
Our website and platform use cookies and similar technologies. Strictly necessary cookies are needed to run the site and keep you signed in securely, and are always on. We use non-essential cookies (for example analytics that help us understand how the site is used) only with your consent, which you can give or withdraw at any time.
The cookies we use are listed in our Cookie Declaration, which is kept up to date automatically; you can change or withdraw your consent there at any time. You can also control cookies through your browser settings.
6. Our lawful bases for using your data
Under UK data protection law we must have a lawful basis for each use of personal data. We rely on the following:
Performance of a contract. Where we provide platform access to an Authorised User under a trial agreement or the Terms of Service, we process their account data to perform that contract and to take steps at the organisation's request.
Legitimate interests. We rely on our legitimate interests to operate, secure, support, and improve our website and platform, to prevent misuse, to understand how our products are used, to develop and improve the models, algorithms, and analytics used in our Services, and to develop our business and respond to enquiries, save that we do not use Search Activity (as described in section 3) to improve our data or models or to inform our own commercial decisions. We have considered the impact on you and do not believe our interests override your rights. You can object to this processing (see section 12).
Consent. We rely on your consent for non-essential cookies and for any direct marketing by email where consent is required. You can withdraw consent at any time, without affecting processing carried out before you did so.
Legal obligation. Occasionally we process personal data to comply with a legal or regulatory obligation, or to establish, exercise, or defend legal claims.
7. Marketing
We may send you information about Traktara (for example product updates or early-access invitations) where you have asked to hear from us or where we are permitted to do so. Every marketing message includes an unsubscribe link, and you can opt out at any time by contacting us. Opting out of marketing does not stop service messages we need to send you about your account or a trial.
8. Who we share your data with
We do not sell your personal data. We share it only as follows:
- Service providers who help us run our business, for example hosting and infrastructure, security, authentication, support, analytics and product analytics, email delivery, and e-signature providers. They act on our instructions under contract and may only use the data to provide their service to us.
- Professional advisers such as our lawyers, accountants, and insurers, where needed.
- Authorities or other parties where we are required to do so by law, or to protect our rights, property, or safety.
- A buyer or successor if we sell or reorganise our business, or in connection with due diligence for such a transaction, subject to appropriate confidentiality protections.
Our main service providers currently include DigitalOcean (hosting), Rollbar (error monitoring), Google (sign-in and website analytics), PostHog (product analytics), and Cookiebot (cookie consent); a fuller list is available on request.
9. International transfers
Where possible we keep personal data within the UK or the European Economic Area. Some of our service providers (including Google, which we use for sign-in and analytics) process data outside the UK. Where they do, we make sure an appropriate safeguard is in place. For transfers to Google in the United States, we rely on the UK Extension to the EU-US Data Privacy Framework, under which Google is certified. Where a provider is not covered by such a framework, we use another appropriate safeguard, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, so that your data receives an equivalent level of protection. You can ask us for details of the safeguards we use.
10. How long we keep your data
We keep personal data only for as long as we need it for the purposes set out in this notice, including to meet our legal, accounting, and regulatory obligations.
To decide how long to keep personal data, we consider the amount, nature, and sensitivity of the data; the potential risk of harm from its unauthorised use or disclosure; the purposes for which we process it and whether we can achieve those purposes another way; and any applicable legal requirements.
When we no longer need personal data, we delete it or anonymise it so that it no longer identifies you.
11. How we protect your data
We use appropriate technical and organisational measures to protect personal data against loss, misuse, and unauthorised access, including access controls, encryption in transit, and limiting access to those who need it. No system can be completely secure, but we work to keep our measures appropriate to the risk. We have procedures to deal with any suspected personal data breach, and will notify you and the relevant regulator where we are legally required to do so. If you believe your account credentials have been compromised, please tell us without delay.
12. Your rights
Subject to certain conditions and exemptions, you have the following rights under UK data protection law:
- Access: to be told whether we hold personal data about you and to receive a copy.
- Rectification: to have inaccurate or incomplete data corrected.
- Erasure: to ask us to delete your data in certain circumstances.
- Restriction: to ask us to limit how we use your data in certain circumstances.
- Portability: to receive certain data in a portable format, or have it transferred to another controller.
- Objection: to object to processing based on our legitimate interests, and to object to direct marketing at any time.
- Withdraw consent: where we rely on your consent, to withdraw it at any time.
We do not make decisions about you by solely automated means that produce legal or similarly significant effects.
To exercise any of these rights, contact us at privacy@traktara.com. We will respond within the timeframes required by law, normally within one month. We will not charge a fee except where permitted, and we may need to verify your identity first.
13. Complaints
If you have a concern about how we handle your personal data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk or on 0303 123 1113.
14. Children
Traktara is a business-to-business service and is not directed to children. We do not knowingly collect personal data relating to anyone under 18.
15. Changes to this notice
We may update this notice from time to time. The version number and date at the top show when it was last changed. Where changes are significant, we will take reasonable steps to bring them to your attention. The current version is always available at traktara.com/privacy.
16. Contact us
Traktara Limited
Registered in England & Wales, company number 17153739
Registered office: C/O 3dom.UK Accountants Ltd, Second Floor, 61 Hamilton Square, Birkenhead, Merseyside, CH41 5AT, United Kingdom
Email: privacy@traktara.com