Privacy Statement

1. Who we are

TraccMates is operated by Crewfellows Limited, a company registered in England and Wales. We are the data controller responsible for the personal information collected through the Services.

2. Information we collect

We collect and process the following types of information:

• Account information: your name, email address, profile picture, and any other details you provide when creating an account or joining the waitlist.
• Trip information: trip names, destinations, dates, activities, places, notes, documents, photos, and expense records that you or your trip members choose to add.
• Device and technical information: device type, operating system, app version, browser type, IP address, device identifiers, and crash or error logs.
• Usage information: how you interact with the Services, including the features you use, the pages you visit, and the actions you take.
• Communications: messages you send to us, such as support requests, feedback, or survey responses.
• Payment information: if you make a purchase, our payment providers collect billing details on our behalf. We do not store your full payment card number.

3. How we use your information

We use your personal information to:

• provide, operate, maintain, and improve the Services;
• create and manage your account;
• enable trip planning, sharing, and collaboration between you and your trip members;
• process payments and manage subscriptions where applicable;
• send you service-related messages, such as security alerts, updates, and support responses;
• send you marketing communications where you have agreed to receive them;
• analyse usage trends and improve the user experience;
• detect, prevent, and address fraud, abuse, and security issues;
• comply with legal obligations and enforce our terms.

Where required by law, we rely on one or more legal grounds for processing, such as performance of a contract, legitimate interests, compliance with legal obligations, or your consent.

4. Cookies and similar technologies

We use cookies and similar technologies to keep our Services secure, understand how users interact with our website, remember your preferences, and improve your experience. You can manage your cookie preferences through your browser settings. Some parts of the Services may not work correctly if you disable certain cookies.

5. Sharing your information

We do not sell your personal information. We may share it in the following circumstances:

• With trip members: when you create or join a trip, the other members may see your profile information and any content you share within that trip, based on your settings.
• With service providers: we use trusted third parties to host our services, analyse usage, send emails, process payments, and provide customer support. They only access your data to perform services for us and are contractually bound to protect it.
• For legal reasons: we may disclose information if required by law, court order, or legal process, or if we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
• Business transfers: if we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to appropriate safeguards.
• With your consent: we may share information for other purposes if you agree.

6. Data retention

We keep your personal information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. When we no longer need your information, we will delete or anonymise it in a secure manner.

If you close your account, we will delete or anonymise your information within a reasonable period, unless we are required to keep it for legal or regulatory reasons.

7. Your choices and rights

Depending on where you live, you may have the right to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• delete your personal information, subject to certain exceptions;
• object to or restrict certain types of processing;
• withdraw your consent at any time;
• request a copy of your information in a structured, machine-readable format;
• lodge a complaint with a data protection authority.

To exercise any of these rights, please contact us using the details at the end of this statement. We will respond within the time required by applicable law.

8. Data security

We take appropriate technical and organisational measures to protect your personal information from loss, misuse, unauthorised access, disclosure, alteration, and destruction. These include encryption, access controls, and regular security reviews.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and you use the Services at your own risk.

9. International transfers

Your personal information may be stored and processed in countries other than your country of residence. Where we transfer data internationally, we use appropriate safeguards, such as standard contractual clauses approved by the UK or EU, to ensure your information remains protected.

10. Children's privacy

The Services are not intended for children under 16 years of age, and we do not knowingly collect personal information from children under 16. If you believe a child under 16 has provided us with personal information, please contact us and we will take steps to delete it.

11. Third-party links and services

The Services may contain links to third-party websites or services. This Privacy Statement does not apply to those third parties. We encourage you to read the privacy statements of any third-party services you use.

12. Changes to this statement

We may update this Privacy Statement from time to time to reflect changes in our practices, legal requirements, or the Services. If we make significant changes, we will notify you by email or by posting a notice on our website. The updated statement takes effect from the date shown at the bottom of the page.

13. Contact us

If you have any questions about this Privacy Statement or how we handle your personal information, please contact us at privacy@traccmates.com.

You can also write to us at: Crewfellows Limited, TraccMates, United Kingdom.

Last updated: 30 August 2026