Terms and Conditions
Terms and Conditions For The Hire Of Equipment
The terms and conditions set out below shall be the basis of all Contracts of Hire with Events Tracking Ltd which shall be concluded by a Rental Agreement form by any person, persons or body corporate and the handing over of goods by Events Tracking Ltd on the basis of such Rental Agreement. Track Trail® is a registered trademark and trading name of Events Tracking Ltd.
In these terms and conditions Events Tracking Ltd means Events Tracking Ltd limited whose principal place of business is 10 Newdale Halt, Telford, TF3 5GF. The customer or client shall mean any person, persons or body corporate entering into a rental agreement with Events Tracking Ltd for the hire of goods and equipment. “Goods and equipment” referred to in “The terms and conditions” refer to those set out below and shall be the sole conditions of any contract with Events Tracking Ltd subject to any addition or amendment which shall be in writing and ratified by a Director of Events Tracking Ltd .
The Period of Hire:
1. The period of hire shall commence with the client taking possession of the equipment (whether or not such receipt shall have been from Events Tracking Ltd or courier service ) and shall terminate when equipment is returned.
2. Where equipment is delivered or collected by client, client’s servant or agents such delivery or collection is at the client’s risk and expense and the client shall be liable for physical loss and damage and delay to the equipment from the time the equipment leaves Events Tracking Ltd ’s premises until it is returned to Events Tracking Ltd ’s premises whether or not the equipment is being delivered or collected by Events Tracking Ltd or is in the custody of Events Tracking Ltd , it’s directors, servants or agents.
3. Where collection is provisioned, the client must collect the equipment between 14:00hrs and end of business on the agreed on hire date and return the equipment by 11:00hrs on the agreed off hire date.
4. Where carriage is arranged by the client for return of goods, the goods will be dispatched no later than 24 hours after the event ends unless otherwise agreed
5. Good returned later than 7 days after end of hire date will incur late return fees, charged at the full weekly rate as advertised here. https://www.expedition-tracking.com/prices . Also see Debt Recovery process
1. If a tracker reservation is cancelled within 30 days of the user selected start date, then only 50% of the hire fee will be returned
2. If a tracker reservation is cancelled within 14 days of the user selected start date, then only 25% of the hire fee will be returned
3. If a tracker resservation is cancelled with less than 7 days before the user selected start date, non of the hire fee will be returned
1. The client will satisfy himself on taking possession of all equipment that it is in good working order and in undamaged condition. The client’s signature on the rental agreement will be taken as conclusive evidence that such agreement has been satisfied. Any matters relating to the sub-standard condition or working of the equipment must be referred to Events Tracking Ltd and (if the rental is to proceed) a note endorsed on the Rental Agreement to be countersigned by Events Tracking Ltd.
2. All equipment on hire remains the absolute property of Events Tracking Ltd.
3. The client shall have no authority to transfer or otherwise part with possession of the equipment during the period of hire unless the express written consent of Events Tracking Ltd is first obtained.
4.In the event that the client intends to take equipment on hazardous assignment then consent must first be obtained from Events Tracking Ltd who may at their sole discretion vary the terms of the rental. It is the client responsibility to check if the equipment can legally be used in a country outside the UK. Some countries do not allow Satellite tracking devices to be used.
Damage or Loss to Equipment Hired:
It shall be the absolute responsibility of the client to ensure the safe keeping of equipment and the client will indemnify Events Tracking Ltd in respect of any loss or damage howsoever caused whilst in the client’s possession.
All damage or loss will be notified to Events Tracking Ltd immediately (or as soon as practicable) following which the goods must be returned to Events Tracking Ltd for repair or replacement should repair be uneconomic. The client may carry out repairs to the damaged equipment with the express consent of Events Tracking Ltd and shall otherwise make no attempt to examine, diagnose, repair or remove the outer casing of the equipment hired.
The client shall be liable to pay the full cost of repair and / or replacement of any equipment lost or damaged beyond repair with reference to new equipment of the same or nearest available specification
The client will be responsible for the remaining yearly subscription cost of the device data-subscription, plus any associated cancellation fees levied by the network and or manufacturer. These fees vary from £150 to typically £270.00 per year, depending on the device type.
In the event of loss or damage to equipment the period of hire will without further reference to the client extend until such time as full reimbursement for the cost of replacement of the lost or damaged equipment has been made whether or not such period extends beyond that of the original rental agreement.
1. Events Tracking Ltd shall not be liable under any circumstances whatsoever for losses incurred by the client due to faulty or non-functioning equipment during the period of hire. Events Tracking Ltd will however take all steps to ensure that faulty equipment is replaced as soon as possible with either the same or similar equipment.
2. The client will indemnify Events Tracking Ltd at all times fully against any liabilities, demands, actions, claims or proceedings arising from or in connection with the equipment hired.
3. In the event that the client shall create, use with or in conjunction to any equipment hired any unique or original material or matter Events Tracking Ltd shall have no liability whatsoever in respect of the loss, damage or imperfection of any such material and the client will fully indemnify Events Tracking Ltd in respect of any such claims by a third party.
1. During the Rental agreement the client will pay the rental fee as specified in the Prices page of the website. In the event of the Rental Agreement specifying a 1-3 days, weekly, 2-weekly or monthly rate then such rate will be charged to the end of the day on which the equipment is returned.
2. If cancelled with less than 30 days before the start of the hire, Events Tracking Ltd reserve the right to charge a cancellation fee not exceeding the full rental charge under the Rental Agreement.
3. All fees under the Rental Agreement will be discharged at the time of the client returning the equipment or with the specific consent of Events Tracking Ltd up to thirty days after the date of any invoice subsequently issued.
4. Events Tracking Ltd reserve the right to charge at the weekly rate for any late returned equipment.
5. Events Tracking Ltd reserve the right to determine the contract and recover any equipment hired in the event of bankruptcy, insolvency or liquidation of the client.
6. Where the client is a body of corporate registered in the United Kingdom Events Tracking Ltd may in their sole discretion require a surety to the Rental Agreement. The surety hereby agrees to indemnify Events Tracking Ltd in respect of all sums due under the Contract of Hire in the event of partial or total default by the Client Company.
1. Payment for hire goods ordered can be made in advance, unless the customer shall have been granted a website login for purchase order, implying a credit account. In the absence of any specific credit period the invoice shall be construed to express a maximum period of thirty days. Events Tracking invoice in arrears
2. Events Tracking Ltd reserve the right to add to any overdue balance at the due date an additional sum calculated by reference to 4% per annum above clearing bank base rate for the time being on any outstanding balance accruing on a daily basis.
3. Where an order made by customers is accepted by Events Tracking Ltd and a deposit is paid over by the customer and such sum is agreed between the parties, Events Tracking Ltd reserve the right to retain the full amount of the deposit to set against any costs they incur in fulfilling the customer’s order.
Debt Recovery Process
Events Tracking Ltd operate a debt recovery process aligned with the FSB procedures. We will use the small claims court to seek costs in most instances, and seek a court order for non-payment. We also use court-appointed bailiffs.
Late Return Fees
All hire stock received back later than 7 days after the end of hire period will automatically incur an invoice for an additional one week’s hire at the current standard weekly hire rate to cover loss of business, which is (as of 1st January 2022):
GSM Units £30
SPOT Units £35
Iridium Units £45
Each subsequent week the tracker is not returned, the invoice amount will increase at the same weekly rate to a maximum of 4-weeks at which point an invoice will be issued. Late fees will contimue to accrue each week while goods remain oustanding.
Final Notice - Failure to return goods and pay any late return fee invoices.
The Final Notice sent by recorded post is the last piece of correspondence the client will receive from Events Tracking Ltd before recovery action or legal proceedings begin. The Final Notice will highlight missing stock, and late fees with an invoice total to date. The client will then have 14 days to return goods and make final payment for the late return of goods before legal action is taken.
Advice on seeking legal help can be found at
Data Protection Policy
Why this policy exists. 3
Data protection law.. 3
People, risks and responsibilities /Policy scope. 3
Data protection risks. 4
Data use. 6
Disclosing data for other reasons. 7
Events Tracking Ltd needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
Why this policy exists
This data protection policy ensures Events Tracking Ltd:
· Complies with data protection law and follow good practice.
· Protects the rights of staff, customers and partners
· Is open about how it stores and processes individuals’ data
· Protects itself from the risks of a data breach
Data protection law
The Data Protection Act 1998 and General Data Protection Regulation (GDPR) (EU) 2016/679 is a regulation in EU law on data protection and privacy for all individuals within the European Union. It also addresses the export of personal data outside the EU. They describe how organisations — including Events Tracking Ltd— must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:
1. Be processed fairly and lawfully
2. Be obtained only for specific, lawful purposes
3. Be adequate, relevant and not excessive
4. Be accurate and kept up to date
5. Not be held for any longer than necessary
6. Processed in accordance with the rights of data subjects
7. Be protected in appropriate ways
8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
People, risks and responsibilities /Policy scope
This policy applies to:
• The head office of Events Tracking Ltd
• All branches of Events Tracking Ltd
• All staff and volunteers of Events Tracking Ltd
• All contractors, suppliers and other people working on behalf of Events Tracking Ltd
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include
Names of individuals
• Postal addresses
• Email addresses
• Telephone numbers
• Plus any other information relating to individuals
Data protection risks
This policy helps to protect Events Tracking Ltd from some very real data security risks, including:
• Breaches of confidentiality. For instance, information being given out inappropriately.
• Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
• Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with Events Tracking Ltd has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
The board of directors is ultimately responsible for ensuring that Events Tracking Ltd meets its legal obligations. The data protection officer is responsible for:
• Keeping the board updated about data protection responsibilities, risks and issues
• Reviewing all data protection procedures and related policies, in line with an agreed schedule.
• Arranging data protection training and advice for the people covered by this policy
• Handling data protection questions from staff and anyone else covered by this policy
• Dealing with requests from individuals to see the data Events Tracking Ltd holds about them (also called ‘subject access requests’).
• Checking and approving any contracts or agreements with third
parties that may handle the company’s sensitive data.
The IT manager is responsible for:
• Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
• Performing regular checks and scans to ensure security hardware and software is functioning properly.
• Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
The marketing manager is responsible for:
Approving any data protection statements attached to communications such as emails and letters.
Addressing any data protection queries from journalists or media outlets like newspapers. Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
General staff guidelines
• The only people able to access data covered by this policy should be those who need it for their work.
• Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
• Events Tracking Ltd will provide training to all employees to help them understand their responsibilities when handling data.
• Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
• In particular, strong passwords must be used and they should never be shared.
• Personal data should not be disclosed to unauthorised people, either within the company or externally.
• Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.
• Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
• When not required, the paper or files should be kept in a locked drawer or filing cabinet.
• Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.
• Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access,
accidental deletion and malicious hacking attempts:
• Data should be protected by strong passwords that are changed regularly and never shared between employees.
• If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
• Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
• Servers containing personal data should be sited in a secure location, away from general office space.
• Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
• Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
• All servers and computers containing data should be protected by approved security software and a firewall.
Personal data is of no value to Events Tracking Ltd unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
• When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
• Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
• Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
• Personal data should never be transferred outside of the European Economic Area.
• Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.
The law requires Events Tracking Ltd to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort Events Tracking Ltd should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
• Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
• Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
• Events Tracking ltd will make it easy for data subjects to update the information Events Tracking Ltd holds about them. For instance, via the company website.
• Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.
• It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.
Subject access requests
All individuals who are the subject of personal data held by Events Tracking Ltd are entitled to:
• Ask what information the company holds about them and why.
• Ask how to gain access to it.
• Be informed how to keep it up to date.
• Be informed how the company is meeting its data protection obligations.
If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller at email@example.com te data controller can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Events Tracking Ltd will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Events Tracking Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand:
• How the data is being used
• How to exercise their rights
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.
Events Tracking Ltd capture your company name, contact names, telephone number, email and postal address details, and tracking reservation information. This information is captured by in some cases Jotform.com a cloud-hosted solution provider. Their compliance to EU Data Protection and GDPR can be found here https://www.jotform.com/eu-safe-forms/
with a Privacy Statement here https://www.jotform.com/privacy/
Any data captured on our own platform is subject to the UK IOC. We pay a yearly fee to the https://ico.org.uk/
The GPS Tracking data related to our tracking devices is a temporary mapping between a GPS TrackerID and a Group Name. The database relationship lasts for the duration of the event or expedition only and is subsequently removed. All tracking data is purged usually every 90 days.