Privacy Policy

This Privacy Policy explains how Voltrack ("we", "us", or "our") collects, uses, stores, and protects personal data when you use our website at voltrack.co.uk and our software-as-a-service platform (together, the "Service").

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who we are

Voltrack is a CRM platform built for solar installation and electrical businesses in the United Kingdom. If you have questions about this policy or how we handle your data, you can contact us at:

Email: [email protected]

2. What data we collect

When you visit our website

• IP address and browser type (via server logs)
• Pages visited and time spent (via analytics)
• Referral source

When you sign up or contact us

• Name and email address
• Company name
• Phone number (if provided)
• Any information you include in messages sent to us

When you use the Voltrack platform

• Account credentials (email address and hashed password)
• Business data you enter: customer records, job details, quotes, invoices, calendar events
• Usage data: feature interactions, log-in times, error reports
• Integration data: if you connect Google Calendar or lead sources such as Facebook Lead Ads or Bark.com, we process data from those connections only as required to deliver the integration

3. How we use your data

• To provide and operate the Service
• To send transactional emails: account confirmations, password resets, quote notifications, invoice reminders, and job updates
• To respond to support requests
• To improve the platform based on usage patterns
• To comply with legal obligations

We do not sell your personal data. We do not use your data for advertising purposes.

4. Transactional email

When you use Voltrack to send quotes, invoices, job confirmations, or system notifications, these emails are sent as strictly operational, transactional communications. They are triggered by specific actions you or your team take within the platform and are not marketing or bulk communications.

Who receives these emails

Transactional emails are sent to two groups:

• Platform users (your staff): account confirmations, password resets, login alerts, and system notifications relating to their account.
• Your customers (end recipients): quote documents, invoice notifications, job booking confirmations, appointment reminders, and payment receipts. These recipients have a direct, pre-existing business relationship with your company — they have contacted you, requested a quote, or engaged you for solar installation or electrical work.

Nature of these emails

Every email is triggered by a specific user action within the platform (for example, pressing "Send quote" or "Send invoice"). No bulk or scheduled marketing emails are sent through the platform. Voltrack does not send cold outreach, newsletter campaigns, or any unsolicited communications on your behalf.

Opt-out

Platform users can manage their notification preferences within their account settings. Your customers who receive job or invoice emails may contact you directly to opt out of future communications, and you are responsible for honouring those requests within the platform.

5. Legal basis for processing

• Contract: Processing your data is necessary to provide the Service you have signed up for.
• Legitimate interests: We process usage data to maintain and improve the platform.
• Legal obligation: We may process data where required by law.
• Consent: Where we rely on consent (for example, marketing communications), you may withdraw it at any time.

6. Data storage and security

Your data is stored on servers located in the United Kingdom and European Economic Area. We use encryption in transit (TLS) and at rest. Access to production data is restricted to authorised personnel only.

No method of transmission or storage is completely secure. We take reasonable technical and organisational measures to protect your data but cannot guarantee absolute security.

7. Data retention

We retain your account data for as long as your account is active. If you close your account, we will delete your personal data within 90 days unless we are required by law to retain it for longer.

Anonymised, aggregated data (with no ability to identify individuals) may be retained indefinitely for analytical purposes.

8. Third-party services

We use a limited number of third-party services to operate the platform:

• Transactional email provider — operational email delivery
• Google Calendar API — calendar sync (only when you enable this integration)
• Meta / Facebook Lead Ads API — lead import (only when you enable this integration)
• Bark.com webhook — lead import (only when you enable this integration)

Each third party has its own privacy policy. We only share data with these services to the extent necessary to deliver the feature.

9. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing in certain circumstances
• Request a portable copy of your data
• Withdraw consent where processing is based on consent

To exercise any of these rights, email us at [email protected]. We will respond within 30 days.

10. Cookies

We use essential cookies to keep you logged in and maintain your session. We may also use analytics cookies to understand how visitors use our website. You can disable cookies in your browser settings, though this may affect the functionality of the platform.

11. Changes to this policy

We may update this policy from time to time. The date at the top of the page will always reflect the most recent revision. If we make material changes, we will notify active users by email.

12. Contact

If you have any questions about this Privacy Policy or your personal data, please contact us at [email protected].