Before registering or signing in to EazyTrax (https://eazytrax.com), please read the following terms and conditions carefully regarding the collection, use, and protection of your personal data. By clicking "I Agree", you confirm that you have read, understood, and accepted this agreement.

1. Purpose of Data Collection

EazyTrax collects your personal data to provide, improve, and secure system operations, including but not limited to:

• Account creation, authentication, and verification.
• User and organization management.
• Asset tracking via BLE and sensor data reporting.
• Communication regarding service updates, system notifications, and support.
• Data analytics, performance optimization, and security compliance.

2. Categories of Personal Data Collected

Depending on your role and usage, EazyTrax may collect the following personal information:

• Identification data: Full name, department, and position.
• Contact information: Email address, phone number, and organization name.
• Account information: Username and encrypted password.
• Usage information: Login time, device information, and IP address.
• BLE or asset linkage data: Device name, MAC address, and latest known location.

3. Legal Basis for Processing

The collection and use of your personal data are based on the following legal grounds:

• Your explicit consent for specific purposes.
• Necessity for the performance of a contract or pre-contractual measures.
• Compliance with legal obligations or requirements by competent authorities.

4. Data Retention and Storage Period

• Your data will be retained as long as necessary to fulfill the purposes outlined above.
• System logs (Login Log, Event Log) are kept for a minimum of 180 days for audit and compliance purposes.
• You may request deletion or anonymization of your data when your relationship with EazyTrax ends.

5. Data Disclosure and Sharing

EazyTrax does not sell or rent personal data to third parties. Data may only be disclosed under the following conditions:

• To authorized administrators within your organization.
• To third-party service providers or contractors under confidentiality agreements for technical or operational support.
• When required by law, regulation, or competent authority.

6. Data Security Measures

EazyTrax employs enterprise-level security controls such as Access Control, Role-based Permissions, and Encryption to prevent unauthorized access, alteration, or disclosure. The system is designed for both On-premises and Cloud-ready deployments with full compliance logging.

7. Data Breach Management

In the event of a personal data breach, intentional or accidental, EazyTrax will:

• Immediately investigate and assess the incident to determine the scope and impact.
• Notify the Personal Data Protection Committee (PDPC) within 72 hours of discovery, as required by law.
• Notify affected individuals directly if the breach poses a risk to their rights or freedoms, along with mitigation guidance.
• Record and document the incident to enhance preventive measures.

8. Data Subject Rights

You are entitled to the following rights under data protection laws:

• Access – Request a copy of your personal data.
• Rectification – Request correction of inaccurate or incomplete data.
• Erasure – Request deletion of your personal data.
• Restriction – Request limitation of processing under certain circumstances.
• Withdrawal – Withdraw consent for non-essential processing.

You can exercise these rights by contacting the Data Protection Officer (DPO) at [email protected].

9. Cross-border Data Transfers

If you access EazyTrax services outside your country, your data may be transferred to and processed in other jurisdictions that may have different data protection laws. EazyTrax ensures adequate safeguards in accordance with international standards.

10. Policy Updates

EazyTrax reserves the right to amend or update this policy at any time. The latest version will be published at https://eazytrax.com/privacy, and renewed consent may be required for significant changes.

11. User Responsibility

Users agree to keep their usernames and passwords confidential and not disclose them to others. EazyTrax shall not be liable for any loss or damage arising from unauthorized access resulting from the user's negligence.

12. Disclaimer

EazyTrax shall not be held responsible for any damages, losses, or impacts resulting from:

• Improper or unauthorized use of the system.
• Inaccurate, incomplete, or misleading information provided by users.
• Force majeure events such as external system failures, disasters, or cyberattacks beyond company control.

13. General Conditions

EazyTrax reserves the right to interpret, modify, or terminate this agreement as deemed necessary to comply with applicable laws or operational requirements. All terms and conditions are subject to company discretion.