Privacy Statement


Updated Jan 2022

Welcome to TrackerRMS, which is owned and operated by TrackerRMS and TrackerRMS LTD (“TrackerRMS,” “We,” or “Us”).  By visiting or accessing or any of its related applications, dashboards, or platforms (individually and collectively, the “Website”), or by signing up for any services (“Services”) or purchasing any products (“Products”) from TrackerRMS, you are agreeing to the following privacy policy (“Privacy Policy”), which, together with the Terms and of Service govern your use of the Website, the Services, and Products.  Terms used in this Privacy Policy have the same meaning as those set forth in the Terms and Conditions, unless otherwise specified. The term “You” in this Agreement means any person or entity who accesses the Website, uses the Services, or purchases any of the Products.

  1. Privacy Policy. This Privacy Policy governs how we use the information you provide to us in connection with the Website, the Services, and the Products. Therefore, it is critical that you review and understand this Privacy Policy.  We may change this Privacy Policy periodically and will notify you by posting the updates on the Website.  You should review this Privacy Policy periodically, as your use of the Website indicates your continuing acceptance of the provisions current at the time of your use.
  2. Applicable Information: This Privacy Policy applies to the information you provide us on the Website.  “Personal Information” consists of your, your client’s, your employees’, or your potential employees’ first and last name, e-mail address, physical address, login information, billing information, credit card number, mobile device type, ads you click on, and any contact information or other personal information about you, your clients,  your employees, or your potential employees, which you provide us.  It also includes information related to your use of the Website, such as the date and time of your visits, IP address, and other information gathered through the use of cookies (see definition of “cookies” below).  Personal Information does not include information you provide for our public use in connection with the Website, such as the information you provide for your personal profile and the items defined in the Terms and Conditions as “Received Materials” and “Uploaded Materials.”  Those items are, by their nature, intended for public use, and they are governed by the license you grant in our Terms and Conditions.
  3. Use of Personal Information: We never sell, rent, lease, or make available your Personal Information for use by any third party.  However, we may internally use your Personal Information to improve the Website, to improve your experience as you use the Website, to customize and communicate informational or product offerings and promotions to you, and to make our Services more helpful or useful to other users. We may use the services of a third party to perform these functions. In addition, we may allow ad exchanges, web analytics vendors, social networking platforms and other third parties to collect certain data and other non-personally identifiable information when you visit our Site. These companies may use non-personally identifiable information (e.g., search and click stream information, browser type, time and date, the identity or type of advertisements clicked or scrolled over) during your visits to this and other web sites in order to provide advertisements about goods and services likely to be of interest to you. By way of example, these companies may use a cookie or web beacon to collect this information.
  4.  Cookies: By using and logging on to TrackerRMS, you are confirming that you are happy to accept our use of Cookies. Cookies are small files placed on your computer’s hard drive or in your browser memory when you visit a Web site. Cookies help to make the interaction between users and Web sites faster and easier. For example, they can remember your preferences, login details or information you supply as you move through an application process. What cookies don’t do is store any personal or confidential information about you.  Cookies are important for things like online shopping – for example they’ll remember the items in your shopping basket and make sure they stay there until you complete your transaction.In a similar way, when you use TrackerRMS, our cookies will help to improve the experience and functionality of the service. When you revisit a Web site, cookies also help the site to remember your preferences or registration details.  We also use cookies to help us understand how our customers use our service, for example the pages customers visit and the links they click on. This helps us make improvements and understand what visitors to our site are interested in.Some of our cookies enable us to learn which advertisements bring customers to our Web site. This helps us manage our advertising spend by only using adverts and Web sites that prove to be effective.  Cookies are safe. They are small text files. They can’t look into your computer or read any personal information or other material on your hard drive. Cookies can’t carry viruses or install anything harmful on your computer.Only your logon username is optionally held on your computer once you have logged off of TrackerRMS. This can also be removed by un-ticking the ‘Remember me on this computer’ option on the main logon page. All other session Cookies are removed as part of the logoff process.   We would like you to keep cookies active on your computer during your visits to TrackerRMS because many areas of the application rely on them to work properly.
  5. Unsubscribing:  If you wish us to stop sending offers and promotions to you, you may unsubscribe or amend your communication preferences at any time by clicking here
  6. Cooperation with Authorities, Consent to United States Processing: TrackerRMS complies with all applicable laws and regulations.  This may require cooperation with governmental authorities with respect to information we receive from you.  If we believe it is necessary, in our sole discretion, to disclose information about you to law enforcement officials or in connection with a court proceeding, you hereby consent to such disclosure.  In addition, if we believe a disclosure of such information is necessary to protect our property and rights, to protect public safety, or to prevent potentially illegal or unethical conduct, we may disclose certain information, and you consent to such disclosure.  If you reside outside the United States, your local laws may afford a higher degree of protection to your Personal Information than provided under United States law.  Your use of the Website constitutes your consent to have your Personal Information transferred to, collected by, and processed by servers in the United States.  For your information, “Personal Information” relative to individuals located in the United Kingdom are stored and processed in servers located within the United Kingdom.
  7. Assignment of Rights to Information: In the event of the sale, acquisition, or merger of TrackerRMS, Inc. or of all or substantially all of its assets, and in the event of any other change of control of TrackerRMS, your Personal Information, Received Materials, and Uploaded Materials, in addition to all other information possessed by TrackerRMS may be transferred, sold, or shared in connection with such transaction.  In that event, your Personal Information will still be subject to the same protections as provided herein.
  8. Child Online Privacy Protection Act: TrackerRMS complies with the Child Online Privacy Protection Act (“COPPA”).  Our Terms of Service govern our activities and your conduct in relation to COPPA.
  9. California Users: California residents are entitled once a year to request and obtain certain information regarding our disclosure, if any, of personal information to third parties for their direct marketing purposes during the immediately prior calendar year (e.g. requests made in 2016 will receive information about 2015 sharing activities). As set forth in this privacy policy, we comply with this law by offering our visitors the ability to tell us not to share your personally identifiable information with third parties for their direct marketing purposes. To make such a request, please send an e-mail to  You must include this Website as the subject line, and your full name, e-mail address, and postal address in your message.
  10. Deleting Your Information: If you have registered with us, you may delete the Personal Information in your account by contacting us. We will make commercially reasonable efforts to delete such information upon request.  We may archive all or some of your Personal Information as we believe may be required by law or for legitimate business purposes.
  11. Community Features: The Website may provide, at its sole discretion, one or more sharing features, review submission features, chat areas, message boards, e-mail functions, messaging services, file communities, polls, surveys, and other services (collectively, the “Community Features”). We provide these Community Features subject to the Terms of Use, and the community guidelines set forth below. Any user who posts content in the Community Features (“Community Content”) is responsible for the reliability, accuracy and truthfulness of such Community Content, and we have no control over the same. In addition, we have no control over whether any such posted material is of a nature that users will find offensive, distasteful or otherwise unacceptable and we expressly disclaim any responsibility for such material.  By using any of the Community Features, you acknowledge and agree that information you post or otherwise make public will be available to the public.
  12. GDPR: The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
    This Policy sets the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.
    TrackerRMS is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.  Full details of the GDPR Data Protection Policy is available upon request.
  13. Right to be forgotten: Data subjects have the right to request that the Company erases the personal data it holds about them in the following circumstances:
    • It is no longer necessary for the Company to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
    • The data subject wishes to withdraw their consent to the Company holding and processing their personal data;
    • The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the Company to continue doing so);
    • The personal data has been processed unlawfully;
    • The personal data needs to be erased in order for the Company to comply with a particular legal obligation

Please review our restrictions on use and guidelines for Community Features. In addition, please note that this Privacy Policy does not apply to any information you may disclose publicly in any Community Feature.  You should keep in mind that whenever you publicly disclose information about yourself online, that information could be collected and used by people that you do not know.  We bear no responsibility for any action or policies of any third parties who collect any information users may disclose in Community Features or other public areas, if any, of this Website.

In consideration for your use of the Website’s Community Features and functionality, you agree to comply with the Community Guidelines set forth below. Users who violate the community guidelines, may, in our sole discretion, be permanently banned from using the Website.

  1. Community Guidelines: Entering any Community Feature will constitute acceptance of the Community Guidelines. If you do not agree to abide by the Community Guidelines, please do not enter any Community Features.

You are entirely responsible and liable for all activities conducted by you within the Community Features, including the transmission, posting, or other provision of Community Content to any portion of the Community Features. listed below are some, though not all, violations that may result in us terminating or suspending your access to Community Features on a temporary or permanent basis, as determined by us in our sole discretion. You agree not to do any of the following actions while using any of the Community Features:

  • Violate these Community Guidelines or abuse the community purpose of the chat areas.
  • Participate in any part of the Site if you are under the age of 18.
  • Use profanity, obscenities, or **asterisks** or other “masking” characters to disguise profane or obscene words.
  • Use obscene, lewd, slanderous, pornographic, abusive, violent, insulting, indecent, threatening and harassing language of any kind.
  • Impersonate other users.
  • Attack (flame or “cyberbully”) individuals, companies or products, although you are otherwise welcome to offer your opinions or comments on the subject at hand.
  • Post topics on message boards, on the Site or within any of the Community Features that are unrelated to the subject of the Website.
  • Advertise or promote other companies or URL’s.
  • Include advertising in communications.
  • Post material that is copyrighted, protected by trade secret or otherwise subject to third party proprietary rights, including privacy and publicity rights, unless you are the owner of such rights or have permission from their rightful owner to post the material and to grant us all of the license rights granted herein.
  • Include advanced fonts, java, tables, html, or other programming codes or commands in messages.
  • Distribute or otherwise publish any Community Content containing any solicitation of funds, promotion, advertising, or solicitation for goods or services. You also hereby acknowledge that you are prohibited from soliciting other guests to join or become members of any commercial online service or other organization.
  • Collect or harvest the information of any user or otherwise access the Website using automated means (including but not limited to harvesting bots, robots, spiders or scrapers).
  1. Safeguarding Your Information. TrackerRMS values very highly the security of your Personal Information.  We have implemented reasonable security measures to ensure that security.  While no system can be guaranteed to be 100% secure all the time, we strive to use the best practices used in the community to protect your Personal information.  We will make any disclosures that are required by the law in the event we discover any breach of the security of your Personal information, including notifying you via e-mail or conspicuous posting on the Website without unreasonable delay.
  2. Use of Google Data.  We receive information about you when you enable third-party apps or integrate or link a third-party service with our Services. For example, if you create an account or log into the Services using your Google credentials, we receive your name and email address as permitted by your Google profile settings in order to authenticate you. You may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services. For example, you may authorize our Services to read, update and compose/send emails on your behalf via your Google Mail account when using our TrackerRMS Gmail Addin to process the information from emails in your inbox for the creation of contacts, candidates, leads and Jobs more easily within TrackerRMS. The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.  We never sell, rent, lease, or make available your Google Data for use by any third party and it’s sole use is in the processing of your email information within your own user record within TrackerRMS for the purposes of productivity.  The need for this Addin to read, modify and compose items in your GMail service is the minimum required in order to effectively process your inbox alongside TrackerRMS.
  3. Office365 and Tracker Outlook Addin. We use  the Outlook API/MS Graph provided by Microsoft, to use your email to connect the add in to your Microsoft account. Furthermore, we use the email and calendar features to send emails and arrange meetings on your behalf.  The Tracker Outlook Addin accesses the Tracker secure API to collect information about the emails you are reading and to send email related data to the relevant place within your Tracker database. We do not access your inbox or calendar to read Outlook data.  We do not store personal data for marketing purposes or for user profiling.