Privacy Policy

Who we are

This policy explains how TRACE SYSTEMS LTD (“Trace”, “we”, “us”) handles personal data. Company No. 17445050. Registered office: 66 Paul Street, London EC2A 4NA. Contact: info@tracesystems.uk.

We are a UK company. We process personal data in line with UK GDPR and the Data Protection Act 2018. This page covers the public website and, at a high level, how our products treat workshop data. Product contracts may add more specific terms for a given customer site.

Private AI on your hardware — what buyers look for

• For the Private AI Fault Finding Assistant on customer hardware: workshop manuals and fault logs stay on the customer’s machine for that AI use.
• Trace does not train a shared or public model on customer fault logs.
• Trace staff see website enquiry data to reply; they do not get a back door into a customer’s on-prem fault corpus unless the customer grants support access under contract.

What this website collects

When you use the contact form or email us, we receive what you choose to send — typically your name, company, email address, machine type or fleet notes, and your message.

We use that information only to reply to your enquiry and, if you ask, to discuss a quotation or build. We do not sell contact details.

The contact form is submitted via FormSubmit to our inbox at info@tracesystems.uk. FormSubmit’s own privacy terms apply to that transit.

We do not run advertising trackers on this site. Basic hosting logs (for example IP address, browser type, pages requested) may be processed by our hosting provider (Cloudflare) to serve and secure the site.

Our products and workshop data

Trace products may hold or process catalogue data, manuals, fault logs and related workshop records that a customer chooses to load. That material can include personal data if your organisation puts names, staff notes or similar into those systems.

Private local AI means that, where a deployment runs the Private AI Fault Finding Assistant on the customer’s own hardware, workshop manuals, fault history and related secrets stay on that metal for inference — they are not sent to a public AI service for that purpose. Hosting arrangements for catalogues and portals are agreed per customer; we do not claim every byte of every deployment never leaves your site.

Customers remain responsible for what they upload and for telling their staff how the system is used.

Lawful basis

Website enquiries: legitimate interests in responding to business contact, or steps toward a contract if you ask for a quotation.

Product deployments: processing under the customer’s instructions as set out in the contract, typically as a processor for workshop content the customer controls.

How long we keep website enquiries

We keep enquiry emails for as long as needed to handle the conversation and any follow-on work, then delete or archive them under normal inbox practice. You can ask us to delete an enquiry thread.

Sharing

We do not sell personal data. We may use service providers (email, hosting, form delivery) who process data only to provide that service. We may disclose information if the law requires it.

Your rights

Under UK data protection law you may have rights to access, correct, erase, restrict or object to certain processing, and to complain to the Information Commissioner’s Office (ICO). To exercise rights about data we hold from this website, email info@tracesystems.uk.

Changes

We may update this policy when the site or our practices change. The date at the top will change when we do.