About Us

In this Privacy Notice, references to “we” or “us” or “Petrolink” are references to Petrolink International Limited,  a company registered in the Isle of Man with registered number 009213V, whose registered office is at 12 Mount Havelock, Douglas, Isle of Man, IM1 2QG.

We are a “data controller” for any personal information you provide to us:

  • where you use our website at www.petrolink.com; or
  • where you download and use our apps,

and this means that we are responsible for complying with data protection laws. This Privacy Notice describes how we may collect and use your personal information.

Petrolink’s Commitment to Your Privacy

Petrolink respects the privacy of everyone who visits our website or uses our applications and is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use it in line with all applicable laws concerning the protection of personal information, including the UK Data Protection Act 2018, the Isle of Man Data Protection Act 2018 and the General Data Protection Regulation (GDPR) (including any amendments thereto). These laws are referred to collectively in this Privacy Notice as the “data protection laws”.

Collection of Personal Information

Personal information is data that can be used to identify or contact a single person. We collect personal information in two ways:

  • Information you give us
    We receive and store any information that you provide to us when you enter it on our website (for example when you register for single sign on), or contact us by email, post or telephone. We will also receive your personal information when you register for and use our applications. Examples of the personal information that we receive from you include your name and email address.
  • Information we get from your use of our website and applications
    We receive and store certain types of information whenever you interact with us. For example, like many websites, we use “cookies” and we obtain certain types of information when your web browser accesses our website. For more information on our use of cookies, please see the section headed “Cookies and Other Technologies” below.

How We Use Personal Information

  • Information you give us
    We may use the information you give us to respond to your enquiries, to provide you with online support where you request this, and to keep you posted on Petrolink’s latest announcements and upcoming events.
  • Information we get from your use of our website and applications
    We may use the personal information to help us create, develop, operate, deliver and improve our products, services and content including the functionality of our website and applications, and for loss prevention and anti-fraud purposes.

Our Legal Grounds For Processing Personal Information

We may use your personal information for a number of different purposes.  In each case, we must have a “legal ground” to do so. We will rely on the following legal grounds when we process your personal information:

  • We need to use your personal information for a legitimate business need (e.g. to allow you access to our applications, to respond to any queries that you have and to monitor your use of our website). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your right to privacy to ensure we are protecting your rights.
  • You have provided your consent, for example to receive certain marketing communications from us.

Special Categories Of Personal Information

We do not collect special categories of personal information for users of our website or our applications.

Reasons We May Share Your Personal Information

Petrolink shares personal information only as described below:

  • Third Party Service Providers
    We may employ other companies and individuals to perform functions on our behalf – for example to host our website and our applications. They will have access to personal information to the extent that this is needed to perform their functions, but may not use it for other purposes. Further, they must process the personal information in accordance with this Privacy Notice and applicable data protection laws.
  • Petrolink Group Companies
    We may share personal information with Petrolink’s group of companies, which means subsidiaries of Petrolink International Limited, as defined in section 220 of the Isle of Man Companies Act 2006. We will share personal information only to the extent required in order to provide you with support by our group members and to validate you as a user of our services.
  • Others
    We may need to disclose your personal information if we are required by law, legal process, litigation, and/or requests from public and governmental authorities within or outside your country of residence. We may also disclose information about you if we determine that for purposes of national security, law enforcement, or other issues of public importance, disclosure is necessary or appropriate.
    We may also disclose information about you if we believe that such action is necessary to protect and/or defend our rights, property or personal safety and those of our users/customers or other individuals.

Our Marketing Activities

We carry out marketing in the following way: email, post or telephone, along with direct customer contact and/or newsletter advice.

Transfers Of Personal Information Outside Of The EEA or UK

There may be some instances where your personal information is transferred outside of the Isle of Man or UK,  such as when we transfer information to our group companies or to third party suppliers who are based in other countries or when third parties who act on our behalf transfer your personal information to countries outside of the Isle of Man/UK.

Where such a transfer takes place, we will take the appropriate safeguarding measures to ensure that your personal information is adequately protected. We will do so in a number of ways including by entering into data transfer contracts and using specific contractual provisions that have been approved by data protection authorities.

If you would like further information regarding our data transfers please contact us using the contact details provided below.

Storage and Protection of Personal Information

We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Notice unless a longer retention period is required or permitted by law.

Third Party Websites

Our websites contain hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, and are also likely to use cookies, and we therefore urge you to review them. They will govern the use of personal information you submit, which may also be collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Cookies and Other Technologies

To enable our systems to recognise your device and to provide features to you, we use cookies. Cookies are small pieces of information saved by Petrolink servers on your device via your web browser. The cookies record patterns of use and allow us to customise, control or regulate the use of our websites and to adapt the display or appearance according to your preferences or interests.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our website. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms.
  • Analytical or performance cookies. These cookies allow us to count page visits and traffic sources so we can measure and improve the performance of our site, using a service provided by Google Analytics.
  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you. They may be set by us or by third party providers whose services we have added to our pages.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Cookie Title/name Purpose Duration
_pk_cvar short lived cookies used to temporarily store data for the visit 30 minutes
_pk_hsr short lived cookies used to temporarily store data for the visit 30 minutes
_pk_id used to store a few details about the user such as the unique visitor ID 13 months
_pk_ref used to store the attribution information, the referrer initially used to visit the website 6 months
_pk_ses short lived cookies used to temporarily store data for the visit 30 minutes
_pk_testcookie used to check whether the visitor’s browser supports cookies Cookies is created and should be then directly deleted
commId For window communication Valid until the browser is closed
Idp_id Used to store the IDP session id Valid until the browser is closed
matomo_ignore Used to opt out user by Matomo [13 months]
matomo_sessid Used to opt out user by Matomo for preventing CSRF [13 months]
MMAUTHTOKEN Mattermost Session ID Valid until the browser is closed
MMCSRF Mattermost cookie for preventing CSRF attack Valid until the browser is closed
MMUSERID Mattermost User ID Valid until the browser is closed
mtm_consent Used to remember that consent was given by the user [13 months]
mtm_consent_removed Used to remember that consent which was removed by the user [13 months]
mtm_cookie_consent Used to remember that consent for storing and using cookies was given by the user. [13 months]
petrovue cookie [GUID] Used to store the session id Valid until browser is closed
Pvu-connect.sid Session ID for Petrovue (name is configurable in modconfig session.key) Valid until the browser is closed
{PVU_MODULE_ROUTE}_FeedbackTimestamp PVU Module last feedback check timestamp, e.g. for rtv would be rtv_FeedbackTimestamp Valid until the browser is closed


We will store such personal data for the timescales noted in the table above.

You may want to change the settings of your browser to notify you when a cookie is to be used or you can choose to reject cookies automatically. Please note that our website and applications may not function properly if your cookies are disabled.

Your Rights

Under data protection laws you have a number of rights in relation to the personal information that we hold about you which we set out below. These rights might not apply in every circumstance. You can exercise your rights by contacting us at any time using the details set out below. We will not usually charge you in relation to a request.

Please note that although we take your rights seriously, there may be some circumstances where we cannot comply with your request such as where complying with it would mean that we couldn’t comply with our own legal or regulatory requirements. In these instances we will let you know why we cannot comply with your request.

    1. The right to access your personal information
      You are entitled to a copy of the personal information we hold about you and certain details of how we use it.We will usually provide your personal information to you in writing unless you request otherwise. Where your request has been made electronically (e.g. by email), a copy of your personal information will be provided to you by electronic means where possible.Where you would like to do so, you can submit requests by email to Contracts@Petrolink.com.
    2. The right to rectification
      We always take care to ensure that the information we hold about you is accurate and where necessary up to date. If you believe that there are any inaccuracies, discrepancies or gaps in the information we hold about you, you can contact us and ask us to update or amend it.
    3. The right to restriction of processing
      In certain circumstances, you are entitled to ask us to stop using your personal information, for example where you think that the personal information we hold about you may be inaccurate or where you think that we no longer need to use your personal information.
    4. The right to withdraw your consent
      Where we rely on your consent in order to process your personal information, you have the right to withdraw such consent to further use of your personal information.
    5. The right to erasure
      This is sometimes known as the ‘right to be forgotten’. It entitles you, in certain circumstances, to request deletion of your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdrawn consent.Whilst we will assess every request, there are other factors that will need to be taken into consideration. For example we may be unable to erase your information as you have requested because we have a regulatory obligation to keep it.
    6. The right to object to direct marketing
      You have a choice about whether or not you wish to receive marketing information from us and you have the right to request that we stop sending you marketing messages at any time.  You can do this either by clicking on the “unsubscribe” button in an email that we send to you or by contacting us using the details set out below.Please note that, even if you opt out of receiving marketing messages, we may still send you communications which are relevant to the nature of services we offer you.
    7. The right to object to processing
      In certain cases you have the right to object to our processing, This arises in relation to where we process your personal information based on our legitimate business interests. Where we do so, you can object to such processing, unless our purpose outweighs any prejudice to your privacy rights.
    8. The right to data portability
      In certain circumstances, you can request that we transfer personal information that you have provided to us to a third party.
    9. Rights relating to automated decision-making
      We do not carry out any automated decision making. If this changes in the future, we will provide you with an updated notice setting out our decision making process.
    10. The right to make a complaint with the Regulator
      You have a right to complain to the Information Commissioner’s Office (ICO) or any other local Data Protection Regulator if you believe that we have breached data protection laws when using your personal information.

You can visit the ICO’s website at https://ico.org.uk/ for more information.  Please note that lodging a complaint will not affect any other legal rights or remedies that you have.

Updates and Questions

If you have any questions or concerns about privacy of our websites or applications please contact us at Contracts@Petrolink.com with a thorough description and we will try to resolve the issue for you.

Our Privacy Notice may be updated from time to time and to comply with the data protection laws. You are encouraged to check our website frequently to see recent changes.