1. Who we are
Trackwise Technology Ltd ("Trackwise", "we", "us") is a company registered in England and Wales, company number 15345165, registered office Matrix House, 12-16 Lionel Road, Canvey Island, Essex, SS8 9DE. We are registered with the Information Commissioner's Office (ICO) under registration number ZB690832.
We provide Stats Tracker, a KPI dashboard service for clinics, and related consultancy and AI services. For any question about this policy or your personal data, email [email protected].
2. Our two roles
When we are the controller. We decide how and why we use personal data about visitors to this website, people who contact us or ask for a demo, our customers, and the people our customers give access to our dashboards ("authorised users"). This policy covers that data.
When we are a processor. When a clinic uses our services, we handle data from its practice management system (such as appointment records, which may include patient identifiers) only on that clinic's instructions, under our Standard Terms and Conditions. The clinic is the controller of that data. If you are a patient of a clinic that uses Trackwise, please contact your clinic about your data. We will help the clinic respond.
3. What we collect
Demo requests: the work email address you enter on our website.
Customers: your name, practice or business name, email address and billing address, collected when you buy through our Stripe checkout, plus the onboarding details you give us. Your card details are handled by Stripe. We never see or store your full card number.
Authorised users: the email addresses we add to a dashboard's access list, and records of sign-ins (time and email address) kept by our hosting provider for security.
Communications: emails and messages you send us. Online calls and sessions forming part of our services may be recorded, as our Standard Terms explain.
Technical data: when you visit our website or dashboards, our hosting provider (Cloudflare) processes your IP address and browser details to deliver the pages and protect them from attack. Our website loads fonts from Google Fonts, so Google receives your IP address when the page loads.
4. Why we use it and our lawful basis
To provide our services and manage your account (contract): setting up and running your dashboards, giving your team access, taking payment, providing support and sending service messages.
To reply to enquiries and demo requests (legitimate interests): responding to you and following up about our services.
To keep our services secure and improve them (legitimate interests): preventing misuse, fixing problems and developing our services, including by creating anonymised benchmarks that cannot identify you, your clinic or any patient.
To send you occasional updates about our services (legitimate interests, as a business contact): you can opt out at any time by replying "unsubscribe" or emailing us.
To meet our legal obligations (legal obligation): for example keeping financial records for tax.
5. Who we share it with
We do not sell personal data. We share it only with service providers who help us run our business, under contracts that protect it:
- Stripe (payments)
- Google Workspace (email and file storage)
- Cloudflare (website and dashboard hosting and sign-in security)
- GitLab (code hosting and scheduled data processing)
- Web3Forms (delivering website demo requests to our inbox)
- GoHighLevel (customer relationship management and communications, where used)
- Zoom, Fathom and Slack (calls, call recording and transcription, messaging)
- Anthropic (AI tools we use to build and support our services, where personal data is involved)
- Our accountants and professional advisers, and authorities where the law requires it.
6. International transfers
Some of these providers store or access data outside the UK, mainly in the United States and the European Economic Area. Where this happens we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified) or the UK International Data Transfer Agreement or Addendum, so your data stays protected.
7. How long we keep it
Enquiries that do not become customers: up to 2 years after our last contact.
Customer and billing records: for the length of the contract and 6 years afterwards, as UK tax law requires.
Authorised users' access: removed when the customer asks or when the contract ends. Security sign-in logs are kept for the period our hosting provider retains them.
Clinic data we process as a processor: as set out in our Standard Terms. We return or delete it within 30 days after the contract ends.
8. Cookies
Our website does not use analytics, advertising or tracking cookies. Our hosting provider may set strictly necessary security cookies. Our dashboards use a strictly necessary sign-in cookie so you stay signed in. Our Stripe checkout pages set Stripe's own cookies, which are covered by Stripe's privacy policy.
9. Your rights
You have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to how we use it (including for marketing, at any time), and to have it transferred to you or another organisation. Email [email protected]. We will reply within one month.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
10. Security
We protect personal data with encryption in transit, access limited to people who need it, multi-factor authentication on our systems, and email one-time-code sign-in for dashboards. Only email addresses we have approved can open a dashboard.
11. Changes to this policy
We may update this policy. The date below shows when it last changed. If a change materially affects how we use customer data, we will tell our customers by email.
Last updated: 13 October 2026