Privacy policy

TrailerTrack is developed and operated by Grid North, a company registered in the Netherlands (“Grid North”, “we”, “us”). This policy explains what personal data we collect through the website trailertrack.io and the application at app.trailertrack.io (together, the “Service”), why we collect it, and the choices and rights you have.

We process personal data in line with the EU General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act (Uitvoeringswet AVG).

1. Who is responsible for your data

For the website, demo requests, and the administration of customer accounts, Grid North is the controller of your personal data.

Inside the application, our customers (RoRo carriers and the port agents they invite) upload and manage operational data such as trailer stock, requests, voyages and the names of their users. For that data, the customer is the controller and Grid North acts as a processor on the customer’s instructions, under a data processing agreement. If you are a user invited by a customer, questions about that data are best directed to the customer first. We will help them answer.

2. Data we collect

When you contact us or request a demo: your name, work email address, company, role and anything you choose to include in your message.

When you use the application:

• Account details: name, work email address, employer, role and assigned ports.
• Activity data: actions you take in the Service, such as creating or approving equipment requests, with timestamps, so that customers have an audit trail.
• Technical data: IP address, browser type, device information and server logs, used for security and troubleshooting.

Operational data about trailers, lashings, ports and voyages is generally not personal data. Where it does identify a person, for example the name of an agent who updated a stock count, it is handled as described in this policy.

We do not knowingly collect special categories of personal data, and the Service is not intended for children.

3. Why we use it, and our legal basis

• To provide the Service: creating and managing accounts, authenticating users and running the features your organisation has contracted for. Basis: performance of a contract.
• To respond to enquiries and demo requests. Basis: legitimate interest, or steps taken at your request before entering into a contract.
• To keep the Service secure and reliable: monitoring, preventing abuse, fixing faults. Basis: legitimate interest.
• To tell you about important changes to the Service or this policy. Basis: legitimate interest or contract.
• To send occasional product updates to business contacts. You can opt out at any time using the link in each email. Basis: legitimate interest or consent, as applicable.
• To meet legal obligations, such as tax and accounting records. Basis: legal obligation.

We do not sell personal data, and we do not use customer operational data to train models or for advertising.

4. Cookies

The public website does not use analytics or advertising cookies. It loads fonts and styling from third-party content delivery networks (Google Fonts and jsDelivr). Your browser connects to these services directly, which means they receive your IP address.

The application uses strictly necessary cookies and local storage to keep you signed in and remember your preferences. These do not require consent. If we introduce analytics or other non-essential cookies, we will ask for your consent first and update this section.

5. Transfer of personal data

We store data in the European Economic Area. If you use the Service from outside the EEA, your data will be transferred to and processed in the EEA, under Dutch law and this policy.

We only disclose personal data to third parties where needed for technical reasons, such as hosting, or to protect our legal interests, for example in a merger, acquisition or liquidation. If any of these parties processes data outside the EEA, appropriate safeguards are in place, such as the European Commission’s Standard Contractual Clauses.

If we learn that a third party we have shared data with is using it contrary to this policy or the law, we will take reasonable steps to stop it.

6. How long we keep it

We keep personal data only for as long as needed for the purposes it was collected for, and for as long as the law requires.

7. Security

We use appropriate technical and organisational measures to protect personal data. These include encryption in transit and at rest, role-based access controls and limited access for staff on a need-to-know basis. No system is completely secure. If you believe your account or data has been compromised, contact us immediately at [email protected].

8. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you
• have inaccurate data corrected
• have your data erased
• restrict or object to certain processing, including direct marketing
• receive your data in a portable format
• withdraw consent at any time, where processing is based on consent

To exercise these rights, email [email protected]. We will respond within one month. Where we process data on behalf of a customer, we may pass your request to them.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or the supervisory authority in your country.

9. Changes to this policy

We may update this policy from time to time. If we make significant changes, we will tell customers in advance by email or in the application. The date at the top shows when it was last revised.

10. Dispute resolution

If you believe your personal data has been misused or its security compromised, contact us at [email protected]. We will investigate and try to resolve your complaint in line with this policy. If you are not satisfied with our response, you can contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). This policy is governed by Dutch law.

11. Contact