Privacy Policy

Effective 18 August 2026 · Last updated 18 August 2026

This policy explains what personal data Trakkam collects, why we collect it, who we share it with, and what you can do about it. It covers the Trakkam website, the web dashboard, our API, and the Trakkam WhatsApp service.

1. Who we are

Trakkam is a GPS fleet-management service operated by Tech’N Goodwill (T & G) Limited, a company registered in Sierra Leone with its office at 37 Upper Brook Street, off Naimbana Street, Freetown (“Trakkam”, “we”, “us”). You can reach us about anything in this policy at support@trakkam.com.

2. Two different roles we play

Trakkam is sold to organisations that operate vehicle fleets, so it matters which data we are responsible for and which belongs to our customer:

• For your own account details — your name, email, sign-in credentials and billing information — Trakkam is the controller. We decide how that data is used, and this policy governs it.
• For fleet data — vehicle locations, trips, geofences, driver assignments and alerts — the organisation that subscribes to Trakkam is the controller, and Trakkam acts as a processor on their instructions. We store and process that data to provide the service, and we do not decide what it is used for.

If your employer tracks a vehicle you drive, your relationship about that tracking is with your employer, not with Trakkam. Ask them about their tracking policy first. If you cannot get an answer, contact us and we will route the request to the account owner.

3. What we collect

Account and identity

• Name, email address, and role within your organisation.
• A hashed password — we never store your password in a readable form.
• If you sign in with Google: your Google account identifier, email address, name and profile picture. We do not receive your Google password.
• Invitation and password-reset tokens, and the timestamps and attempt counts we use to rate-limit them.

Vehicle and location data

• Vehicle details you enter: name, licence plate, and the identifier (IMEI) of the GPS device fitted to it.
• Position records reported by that device: latitude/longitude, speed, heading, accuracy and timestamp. This is the core of the service and is collected continuously while a device is powered and reporting.
• Trips derived from those positions, geofences you draw, and alert events (geofence entry/exit, speed, power-cut).

Location data can reveal a great deal about a person’s movements. We treat it as sensitive, keep it strictly separated by organisation, and never use it to build profiles or sell to third parties.

WhatsApp data

• Phone numbers you register to receive alerts, or that a user links to their Trakkam account to use the WhatsApp assistant.
• The content of messages you send to our WhatsApp number, and the replies we send you.
• Delivery and read receipts returned by WhatsApp, and a record of when and how you opted in.

Technical and security data

• Audit logs of significant actions in your account — who did what and when — which exist so that account owners can investigate problems.
• API tokens you generate (stored hashed), and session/refresh tokens.
• Standard server logs and security telemetry, including IP address, for detecting abuse and diagnosing faults.

Payment data

Subscription status, plan tier and billing period. Card and mobile-money details are handled by our payment processor and are never stored on Trakkam servers.

4. Why we use it

• To provide the service — showing vehicles on a map, replaying trips, evaluating geofences, raising alerts, and delivering reports.
• To authenticate you and keep each organisation’s data separated from every other organisation’s.
• To notify you by email or WhatsApp about events you have configured, and about essential service and security matters.
• To bill you and to enforce the limits of your plan.
• To keep the service safe — rate limiting, abuse detection, and investigating security incidents.

We do not sell personal data. We do not use your fleet or location data for advertising, and we do not share it with advertisers.

5. WhatsApp messaging

Trakkam sends notifications and offers a self-service assistant over WhatsApp, using the official WhatsApp Business Platform provided by Meta.

You opt in first

We only message a number after someone has explicitly added it in the Trakkam dashboard and confirmed consent, or after the holder of that number has messaged us first to link it to their account. We do not message numbers obtained any other way.

What we send

• Alerts you have configured — for example, a vehicle entering or leaving a geofence.
• Scheduled reports and trip share links you have asked for.
• Replies to messages you send the assistant.

We do not send marketing messages over WhatsApp.

Stopping messages

Reply STOP to any Trakkam WhatsApp message to unlink your number and end the session, or remove the number from Settings in the dashboard. You can also block the number in WhatsApp itself. Opting out of WhatsApp does not affect your Trakkam account or email notifications.

Meta’s role

Messages to and from Trakkam pass through Meta’s WhatsApp infrastructure and are subject to WhatsApp’s own privacy policy in addition to this one. Only send the assistant what you are comfortable passing through WhatsApp — treat it as you would any other chat.

6. Who we share data with

We share personal data only with the service providers below, only to the extent they need it to do their job, and never for their own purposes:

We may also disclose data where the law requires it, or where it is necessary to establish or defend a legal claim, or to protect someone from serious harm. If Trakkam is ever sold or merged, personal data may transfer with it, and we will tell you before that takes effect.

7. Where your data lives

Trakkam runs on servers hosted in Germany. If you use Trakkam from Sierra Leone or anywhere else, your data is transferred to and stored there. Our providers may process data in other countries; we choose providers that commit to appropriate safeguards.

8. How long we keep it

• Position and trip records are kept for as long as your organisation’s account is active. Note that your plan limits how far back you can view history — 90 days on Starter and Professional, 365 days on Enterprise — but data older than that window is retained rather than deleted, and can be exported or erased on request.
• Account records are kept while your account exists. Accounts that are invited but never activated are removed automatically after a short grace period.
• Audit logs are kept for the life of the account, because their purpose is to provide an account owner with a reliable history.
• WhatsApp messages are kept only as long as needed to handle the conversation and to keep a record of your opt-in.

When an organisation closes its account, we delete or irreversibly anonymise its data within 90 days, except where we must keep records longer to meet a legal or accounting obligation.

9. How we protect it

• All traffic is encrypted in transit with TLS.
• Passwords are hashed with bcrypt; API tokens and reset tokens are stored only as hashes.
• Every query is scoped to a single organisation, so one customer cannot read another customer’s data.
• Access is role-based, and privileged actions are written to an audit log.
• Email we send is signed (SPF, DKIM and DMARC) so that messages claiming to be from Trakkam can be verified.

No system is perfectly secure. If we discover a breach affecting your personal data, we will notify affected account owners promptly and describe what happened and what we are doing about it.

10. Your rights

You can ask us to:

• Give you a copy of the personal data we hold about you.
• Correct anything that is wrong.
• Delete your data, where we are not required to keep it.
• Export your data in a portable format.
• Stop a particular use, such as WhatsApp notifications.

Email support@trakkam.com and we will respond within 30 days. If your request concerns fleet data controlled by an organisation you work for, we will pass it to that organisation and tell you we have done so.

11. Children

Trakkam is a business tool and is not intended for anyone under 18. We do not knowingly collect data from children. If you believe a child has provided us data, contact us and we will delete it.

12. Cookies and similar technologies

We use cookies that are strictly necessary to run the service: keeping you signed in, and protecting forms against cross-site request forgery. We do not use advertising or third-party tracking cookies.

13. Changes to this policy

If we make a material change, we will update the date at the top of this page and notify account owners by email before it takes effect. Continuing to use Trakkam after that means you accept the updated policy.

14. Contact us