Privacy Policy

1. Who We Are

thermotrack.io ("we", "us", or "our") operates the website thermotrack.io and the thermotrack.io mobile and web application (together, the "Service"). We provide wireless temperature monitoring solutions for businesses, healthcare providers, logistics operators, and individuals worldwide.

This policy covers the website, the web dashboard at app.thermotrack.io and the thermotrack.io mobile app. The mobile app reads Bluetooth sensors, records precise location (including in the background while monitoring is running), and lets you take photographs and record voice notes; section 3.4 describes that data and the device permissions behind it.

For the purposes of applicable data protection legislation, thermotrack.io is the data controller of the personal data described in this policy.

2. Scope & Jurisdictions

This policy applies globally to all users of the Service, wherever located. We have specifically designed our practices to meet or exceed the requirements of the following frameworks:

If there is a conflict between this policy and a specific regional requirement that grants you stronger rights, the regional requirement prevails in your jurisdiction.

3. Data We Collect

3.1 Data you provide directly

• Account data: your name, email address, and password (hashed) when you register.
• Business data: company name, billing address, and VAT / tax number (for invoicing).
• Payment data: processed by our PCI-DSS-certified payment provider (Stripe). We never store full card numbers.
• Contact form submissions: name, email, and the message content you send us.
• Support communications: emails, chat transcripts, and attachments you share when seeking help.
• Photographs (mobile app): pictures you take in the app — journey photographs, and photographs attached to a form. Each is stamped with the time it was taken and, where a position is available, the GPS coordinates, then uploaded to your account. The camera is also used to read QR codes when an agent phone is set up; those images are not stored.
• Voice notes (mobile app): where a form asks for one, the recording you make is uploaded to your account and kept with that form entry. The microphone is used only while you are recording.
• Form entries (mobile app): the answers you enter in forms your organisation has designed — text, selections, signatures, drawings, barcodes and QR codes, and any photographs or files you attach.

3.2 Data collected automatically

• Sensor telemetry: temperature, humidity, motion (accelerometer), door-state and battery readings, Bluetooth signal strength, the sensor's identifier (Bluetooth MAC address), the time of each reading, and which gateway relayed it — a dedicated BLE gateway or a phone running the mobile app.
• Bluetooth scanning (mobile app): the mobile app scans for nearby Bluetooth Low Energy devices to find your sensors. It records the identifiers and readings of sensors registered to your account; other devices seen during a scan are not stored.
• Device & usage data: on the website and web dashboard — IP address, browser type, operating system, pages visited, feature interactions, and session duration. In the mobile app — device make and model, operating system and app version, language and time zone, Bluetooth and connectivity status, data-usage statistics, and crash and diagnostic reports.
• Log data: server access logs, error logs, and API request logs retained for security and debugging (rolling 30-day window).
• Location data: on the website we infer an approximate location (country / city level) from your IP address, used to show regional pricing. In the mobile app, with your permission, we collect precise GPS location, including while the app runs in the background, so we can map where your sensors and assets are, stamp readings and photographs with the place they were taken, record the journeys a mobile agent makes (start and end address, distance and duration), and enforce the geofence zones you define. See section 3.4.

3.3 Data from third parties

• If you sign in via Google or Apple OAuth, we receive your name and verified email address from that provider. We do not request access to any other account data.
• Fraud-detection signals provided by our payment processor (Stripe Radar).

3.4 Mobile app data & device permissions

The thermotrack.io mobile app turns an Android phone into a gateway for your sensors and lets field staff ("agents") record journeys and fill in forms. To do this it asks for the device permissions below. Each is requested through your device's own permission prompt, is used only for the purpose stated, and can be withdrawn at any time in your device settings — some features will stop working without it.

Background location, plainly: the app collects your phone's precise location while it is monitoring sensors or recording a journey, even when the app is not on screen. This is what lets a delivery driver's readings carry the place they were taken and lets a zone alert fire when a vehicle leaves a site. We do not collect location when monitoring is off. Location, Bluetooth, camera and microphone data are used only to provide the Service to your account — never for advertising, and never sold.

Photographs, voice notes and form entries are stored with the journey or form entry they belong to and are visible to the users of your organisation's account. If you work for an organisation that uses thermotrack.io, that organisation decides which forms you are asked to complete and who in it can see the results.

4. Legal Basis for Processing (GDPR / UK GDPR)

For users in the EU, UK, and other jurisdictions requiring a legal basis, we process your personal data under the following grounds:

• Contract performance (Art. 6(1)(b)): to create and manage your account, deliver temperature monitoring services, process payments, and provide customer support.
• Legitimate interests (Art. 6(1)(f)): to prevent fraud, improve the Service, send transactional emails, maintain security logs, and conduct aggregate analytics. Our interests are balanced against your privacy rights.
• Consent (Art. 6(1)(a)): to collect precise and background location and to use the camera and microphone in the mobile app (each requested through your device's permission prompt), to send marketing emails (opt-in only), place non-essential cookies, and process any sensitive data categories. You may withdraw consent at any time — for device permissions, in your device settings.
• Legal obligation (Art. 6(1)(c)): to comply with tax law, respond to lawful government requests, and meet our obligations under applicable regulations.

5. How We Use Your Data

• Providing, operating, and maintaining the thermotrack.io Service.
• Detecting your Bluetooth sensors and recording their readings.
• Showing where sensors, assets and mobile agents are, recording journeys, and raising alerts when a device enters or leaves a geofence zone you have defined.
• Storing the photographs, voice notes and form entries created in the mobile app with the journey or form entry they belong to.
• Sending real-time temperature alerts and scheduled reports to you.
• Processing payments and issuing invoices.
• Responding to your support requests and enquiries.
• Sending transactional emails (account activation, password reset, billing receipts).
• Sending marketing communications — only where you have opted in, with an unsubscribe link in every message.
• Improving the Service through aggregate, anonymised usage analytics.
• Detecting and preventing fraud, abuse, and security incidents.
• Complying with legal obligations and responding to lawful authority requests.

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

6. Data Sharing & Disclosure

We do not sell, rent, or trade your personal data. We share data only with the following categories of recipients, and only to the extent necessary:

• Cloud infrastructure providers (e.g. Digital Ocean) — hosting and content delivery under data processing agreements.
• Payment processor (Stripe) — billing and fraud prevention.
• Email delivery (e.g., Postmark) — transactional and alert emails.
• Crash & performance diagnostics (Sentry) — receives crash reports from the mobile app and web dashboard: device model, operating system and app version, and the technical details of the error.
• Sign-in provider (Google) — if you choose to sign in with Google, Google tells us your name and verified email address; Google's own privacy policy governs that sign-in.
• Analytics — privacy-respecting, cookieless aggregate analytics only; no personal identifiers shared.
• Legal authorities — where required by applicable law, court order, or to protect the rights, property, or safety of thermotrack.io or our users. We will notify you of such requests unless prohibited from doing so by law.
• Business transfers — if thermotrack.io is acquired or merges, your data may transfer to the successor entity under equivalent or stronger privacy protections. You will be notified in advance.

All third-party processors are bound by data processing agreements (DPAs) requiring them to process data only on our instructions and to maintain appropriate security measures.

7. International Data Transfers

Our primary servers are located within the European Union. When data is transferred to a country not recognised by the European Commission as providing adequate protection (e.g., to our US-based processors), we rely on:

• Standard Contractual Clauses (SCCs) approved by the European Commission (Decision 2021/914).
• UK International Data Transfer Agreements (IDTAs) for transfers from the UK.
• Adequacy decisions where applicable.

A copy of the applicable safeguards is available on request by emailing support@thermotrack.io.

8. Data Retention

• Temperature & sensor readings: kept for 120 days from the time they are recorded, then permanently deleted. If you cancel your subscription, your data is kept for 120 days after cancellation, then permanently and irreversibly deleted.
• Location history, journeys, photographs, voice notes & form entries (mobile app): retained on the same terms as sensor readings — 120 days, including after cancellation, then deleted. Deleting your account deletes them within 30 days (section 10).
• Account data: retained while your account is active. Deleted within 30 days of a verified deletion request or account closure.
• Billing records: retained for 7 years to comply with financial and tax legislation (legal obligation — not subject to right of erasure during this period).
• Security & server logs: rolling 30-day window, then automatically purged.
• Support correspondence: retained for 3 years after the case is closed, then deleted.
• Marketing consent records: retained until you withdraw consent, plus 3 years as evidence of compliance.

9. Your Privacy Rights

Depending on your location, you have some or all of the following rights. We honour all of them regardless of jurisdiction:

California (CCPA / CPRA) additional rights

California residents may also: opt out of the sale or sharing of personal information (we do not sell data); limit the use of sensitive personal information; and appoint an authorised agent to exercise rights on their behalf.

Thai (PDPA) residents

Under Thailand's PDPA you have the right to withdraw consent, object to processing, and request erasure. Requests are processed within 30 days. You may also lodge a complaint with Thailand's Personal Data Protection Committee (PDPC).

Malaysian (PDPA 2010) residents

You have the right to access, correct, and limit the processing of your personal data. Requests are handled within 21 days.

How to exercise your rights

Submit a request by emailing support@thermotrack.io or using the deletion form below. We will respond within 30 days (or within any shorter period required by applicable law). We may ask you to verify your identity before fulfilling your request to protect against unauthorised access.

If you are not satisfied with our response, you have the right to lodge a complaint with your national supervisory authority (e.g., the ICO in the UK, the CNIL in France, the BfDI in Germany, or the relevant DPA in your EU member state).

10. Data Deletion Requests

We will delete your data promptly and permanently on request. This is an unconditional right — you do not need to provide a reason. For step-by-step instructions and a full breakdown of exactly what is deleted versus retained, see our dedicated Account & Data Deletion page.

What happens when you delete your account

• All temperature sensor readings are permanently wiped from our servers within 30 days.
• Location history, journeys, photographs, voice notes and form entries created in the mobile app are deleted within 30 days.
• Your name, email address, and account profile are deleted within 30 days.
• Your data is removed from backups as those backups cycle (within 90 days of deletion).
• Any shared access tokens issued to third parties are immediately revoked.
• Billing records are retained for 7 years as required by financial law, but cannot be linked back to your identity after account deletion.

11. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the Service and (with your consent) to understand how it is used. You can manage your preferences at any time using the Cookie Settings link.

Regional pricing & your IP address. To show the correct currency and prices, on first load we look up your approximate region from your IP address via our region API. Your IP address is processed transiently for this lookup and is not written to your browser's storage. The resulting country code is only saved (as country_code above) once you have allowed Functional storage.

We do not use advertising cookies, third-party tracking pixels, or sell behavioural advertising data. Our analytics are privacy-preserving and do not create individual user profiles.

12. Children's Privacy

The Service is not directed to children under the age of 16 (or 13 in the United States). We do not knowingly collect personal data from children. If you believe we have inadvertently received data from a child under the applicable age, please contact support@thermotrack.io and we will delete it promptly.

13. Security

We implement industry-standard technical and organisational security measures including:

• Encryption in transit: TLS 1.3 for all data between your device and our servers.
• Encryption at rest: AES-256 for all stored data and database backups.
• Access controls: role-based access, multi-factor authentication for staff, principle of least privilege.
• Incident response: we will notify affected users and relevant supervisory authorities of any data breach within 72 hours of discovery, as required by GDPR and equivalent laws.
• Data minimisation: we collect and store only what is necessary to operate the Service.

No transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you discover a security vulnerability, please report it responsibly to support@thermotrack.io.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our business, or our data practices. We will notify you of material changes by:

• Displaying a prominent notice on the thermotrack.io website and in the app.

The "Last updated" date at the top of this page reflects the date of the most recent revision. Continued use of the Service after the effective date constitutes acceptance of the updated policy. If you do not agree with the changes, you may close your account and request deletion of your data.

15. Contact Us & Data Protection Officer

For any questions, concerns, or rights requests relating to this Privacy Policy or your personal data, please contact us:

• Email (general privacy): support@thermotrack.io
• Email (security issues): support@thermotrack.io
• Data Controller: thermotrack.io
• Registered address: Available on request to verified users and supervisory authorities.

If you are located in the EU or UK and wish to escalate an unresolved complaint, you have the right to contact your local data protection supervisory authority. A list of EU DPAs is available at edpb.europa.eu.