Introduction

Same Day Dispatch Services Ltd is committed to protecting your privacy and ensuring compliance with data protection regulations. This policy outlines how we collect, use, and protect your personal information in accordance with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) 2018.

1. Who Are We?

Same Day Dispatch Services Ltd

Crown House, 27 Old Gloucester Street,

London, WC1N 3AX

2. How the Law Protects You

Data protection laws (GDPR) state that we are only able to process personal data if we have valid reasons to do so. These reasons include, but are not limited to, your consent, performance of a contract, billing, and customer service purposes.

3. Collection and Use of Personal Information

3.1 Types of Data Collected

- Personal Data: Name, address, business address, email address, phone numbers, payment information.

- Other Information: Records of enquiries and correspondence.

3.2 How We Collect Your Data

We receive information about you when you use our website, complete forms, and contact us by phone, email, or other means.

3.3 Purpose of Data Collection

- To process orders and quotations

- To provide information about products and services

- To comply with contractual obligations

- To improve our website and services

- For customer care and responding to requests

- For account administration, billing, and payments

- For marketing and statistical analysis

- To notify you about changes to our services

3.4 Consent

By submitting information to Same Day Dispatch Services Ltd, you consent to the collection and use of this information by us and our service providers in the fulfilment of your request.

4. Data Security

4.1 Website Security

We employ SSL/TLS encryption and regular security patch updates to protect client data entered on our booking platform.

4.2 Internal Systems Security

Our internal systems are fortified with two-factor authentication, requiring two separate forms of identification for access, ensuring that only authorised personnel have access to sensitive data.

4.3 Employee Training

Office staff undergo annual GDPR training, documented with certificates stored securely, to reinforce the importance of data protection.

4.4 Backup & Recovery

Essential data, including client information and booking records, is backed up periodically to secure cloud storage, ensuring data integrity and swift recovery in case of technical failures.

5. Retention Periods

We will retain your personal data for the duration of your relationship with us and for up to 7 years after your account closure, to comply with legal and accountancy obligations.

6. Who Has Access to Your Personal Data?

Management and staff of Same Day Dispatch Services Ltd may access your data for business-related activities. We do not sell, trade, or rent your personal information to others.

7. Third Parties

7.1 Service Providers

We may share your personal data with third parties for service provision (e.g., payment processing). We ensure these third parties comply with GDPR and use your data only for agreed purposes.

7.2 Business Transfers

In the event of a business acquisition, your data may be shared with the prospective buyer under confidentiality agreements.

7.3 Legal Obligations

We may disclose your data to comply with legal obligations or to protect the rights, property, or safety of Same Day Dispatch Services Ltd, our customers, or others.

8. Your Rights

8.1 Right of Confirmation and Access

You have the right to obtain confirmation about whether your data is being processed and to access your personal data stored by us.

8.2 Right to Rectification and Erasure (Right to be Forgotten)

You can request the correction of inaccurate data or the deletion of your personal data, provided it is not necessary for the processing.

8.3 Right of Restriction of Processing/Right to Object

You can restrict the processing of your data in certain circumstances, and object to its processing based on your particular situation.

8.4 Right to Data Portability

You have the right to receive your data in a structured, commonly used electronic format and to transmit this data to another data controller.

8.5 Automated Decision-Making Including Profiling

You have the right not to be subject to decisions based solely on automated processing, including profiling.

8.6 How to Exercise Your Rights

Contact us at ops@samedaydispatch.co.uk to exercise any of these rights.

8.7 How to Complain About the Use of Your Data

If you have concerns about how we handle your data, you can contact us by email or write to us at the address provided above. You also have the right to complain to the Information Commissioner's Office.

9. Data Collection and Processing

9.1 Digital Communication

We use a transport management application to dispatch job details to drivers and conduct follow-up de-briefs via phone to reinforce instructions.

9.2 Tracking and Analytics

We use Google Analytics and cookies to collect non-identifying data about website usage to improve user experience.

9.3 International Privacy

Our privacy policy complies with UK and EU laws, but may not comply with local laws outside these regions.

10. Website and Online Transaction Security

10.1 Secure Transactions

For online payments, we integrate with Stripe, a globally recognised payment processor, ensuring secure handling of credit card transactions without storing card data on our servers.

11. Marketing Data Protection

11.1 Privacy-Centric Outreach

We design marketing efforts with privacy in mind, obtaining client consent for communications and providing an easy opt-out option.

12. Subcontractor Data Management

12.1 GDPR-Backed Associations

We ensure that subcontractors we collaborate with are GDPR compliant and only share necessary data for service provision.

12.2 Data Transparency

Collaboration with subcontractors is transparent, sharing only necessary information to ensure GDPR compliance.

13. Backup & Recovery

13.1 Data Integrity Assurance

Client information and booking records are periodically backed up to secure cloud storage, ensuring data integrity and enabling swift recovery in case of technical failures.

14. Liability

We agree to take all reasonable measures to protect your data in accordance with applicable laws and our general terms and conditions.

15. Data Breaches

In the event of a data breach, we will comply with our legal obligations, including notifying the relevant supervisory authority where necessary.

16. Contact Us

For any questions or comments about privacy issues, please contact us at ops@samedaydispatch.co.uk.

17. Complaints

You have the right to complain to the Information Commissioner's Office if you are not satisfied with how we process your personal data:

Information Commissioner's Office

Wycliffe House, Water Lane,

Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113

ICO Complaints: https://ico.org.uk/concerns/

This policy was last updated on 25/05/2024. Should any information provided within this policy be subject to change, this page will be updated to reflect changes in the law or our privacy practices. We will not use your personal data in new ways without your prior consent.

Note: The transmission of information via the internet and email is not completely secure. We cannot guarantee the security of your data during transmission; any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.