Privacy Policy

1Information We Collect

Information you provide directly

When you contact us through our website, request a demo, or engage with our services, we may collect:

• Name and contact details (email address, phone number)
• Company name and job title
• Information submitted through our contact or enquiry forms
• Communications you send us via email or through the TrakIT platform

Information collected automatically

When you visit our website, we may automatically collect certain technical information:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent, and referring URLs
• Device identifiers and session data

TrakIT platform data

If you are a TrakIT customer or user, we process operational data on your behalf as a data processor. This includes shipment records, workflow data, documents, and user activity within the platform, governed separately by your service agreement with us.

2How We Use Your Data

We use the information we collect for the following purposes:

• To respond to your enquiries and provide requested information
• To deliver, maintain, and improve our software and services
• To send you relevant updates, product announcements, or service notifications
• To process and fulfil service agreements and support requests
• To analyse website usage and improve user experience
• To comply with legal and regulatory obligations
• To protect the security and integrity of our systems

We will never sell your personal information to third parties or use it for purposes incompatible with those stated above.

3Legal Basis for Processing

Where applicable under data protection law (including PIPEDA in Canada and GDPR where relevant), we rely on the following legal bases:

• Consent — where you have given explicit permission, such as subscribing to communications
• Contract — where processing is necessary to fulfil a service agreement
• Legitimate interests — for business operations, security, and service improvement, provided these interests are not overridden by your rights
• Legal obligation — where we are required to process data to comply with applicable laws

4Data Sharing

We do not sell, rent, or trade your personal information. We may share data only in the following limited circumstances:

• Service providers — trusted third-party vendors (e.g. cloud hosting, email delivery via Amazon SES) who process data on our behalf under strict contractual obligations
• Legal requirements — if required by law, court order, or governmental authority
• Business transfers — in the event of a merger, acquisition, or sale of assets, with notice provided to you
• With your consent — in any other circumstances, only with your explicit agreement

5Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy, or as required by law. Specifically:

• Contact form submissions are retained for up to 2 years
• Customer account and service data is retained for the duration of the contract plus 7 years for legal and tax purposes
• Website analytics data is retained in aggregated, anonymised form

When data is no longer required, it is securely deleted or anonymised.

6Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Correction — request that inaccurate or incomplete data be corrected
• Deletion — request erasure of your personal data where there is no compelling reason for us to continue processing it
• Restriction — request that we restrict processing of your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests or for direct marketing
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at info@bitmetric.com. We will respond within 30 days.

7Cookies

Our website uses minimal cookies to ensure basic functionality. We do not use advertising or tracking cookies. The cookies we use include:

• Essential cookies — required for the website to function correctly (e.g. session state)
• Analytics cookies — anonymous data to understand how visitors use our site (e.g. Google Analytics, if enabled)

You can control cookie settings through your browser. Disabling cookies may affect certain functionality of the website.

8Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include:

• Encrypted data transmission via HTTPS/TLS
• Restricted access controls and role-based permissions
• Regular security reviews and vulnerability assessments
• Secure cloud infrastructure hosted on AWS

While we take data security seriously, no system is completely infallible. In the event of a data breach affecting your rights, we will notify you as required by applicable law.

9International Data Transfers

Bitmetric is headquartered in Canada. Our services are delivered globally, and data may be processed in countries outside your own. Where data is transferred internationally, we ensure appropriate safeguards are in place, including standard contractual clauses or equivalent mechanisms recognised under applicable law.

10Children's Privacy

Our services are intended for business use and are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately and we will delete it.

11Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of significant changes by posting the updated policy on this page with a revised effective date. We encourage you to review this policy periodically.

12Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: