PRIVACY POLICY

Depending on the service and relationship, we may collect:

• Identity and business-contact information, including name, employer, job title, address, email, telephone number and authorised contacts;
  enquiry, quotation, order, contract, account and correspondence information;
• Transport and consignment information, including consignor, consignee, collection and delivery contacts, cargo descriptions, weights, values, routes, ports, container, seal, vehicle and trailer numbers, booking references, tracking and proof of delivery;
• Driver, owner-driver, carrier, subcontractor and site information, including licences, qualifications, vehicle details, compliance checks, access records, geolocation, telematics, photographs and incident reports;
• Customs, dangerous-goods and regulatory information where relevant, including commodity and EORI details, declarations, licences, ADR records, security instructions and information required by authorities;
• Financial information, including prices, purchase orders, invoices, payment references, credit information and debt-recovery records;
• Complaints, claims, photographs, call notes, evidence and legal or insurance correspondence;
• Website and device information, including IP address, browser, pages viewed, referring page, approximate location, cookie choices, form submissions and security logs; and
• Supplier, contractor, recruitment and workforce information where relevant, which may also be covered by a more specific notice.

Please provide only information that is accurate, lawful and necessary. If you give us information about another person, you must have authority to do so and give them any privacy information required by law.

We obtain information directly from you by website, email, telephone, messaging, quotation, contract, booking, order, visit, service delivery, account administration or complaint. We may also receive it from your employer or authorised contact; customers, suppliers and contractors; professional advisers, insurers and credit sources; public registers and regulators; and service partners involved in the work. Website and device data may be collected automatically, subject to cookie-consent rules.

Our legitimate interests include responding to business enquiries, performing and improving services, coordinating work, keeping proportionate records, protecting people, property and systems, preventing fraud, managing credit and relationships, meeting industry standards and defending legal claims. We consider necessity and balance these interests against individual rights.

We do not normally ask for sensitive personal information through a general website form. Where health, disability, criminal-offence, trade-union or other special-category information is genuinely necessary, we use it only with an applicable Article 6 lawful basis and an additional condition under UK GDPR and the Data Protection Act 2018. We apply extra access and retention controls. Do not send passwords, payment-card details, patient records or unnecessary sensitive information through a general enquiry form.

WordPress and Google Tag Manager are visible. The existing combined terms page also contains generic privacy and cookie wording.

Submitted information may be delivered by email and, depending on configuration, stored in the website, form plugin, hosting environment or business systems. Strictly necessary technologies may operate for security, forms and user choices. Analytics, advertising or similar non-essential technologies will be used only after consent where UK electronic-communications law requires it. You must be able to accept, reject and change non-essential choices. The current Cookie Policy should identify each live provider, purpose and duration.

We do not sell personal information. We may share the minimum necessary information with:

• drivers, owner-drivers, carriers, subcontractors, shipping lines, ports, terminals, depots, warehouses, customers, consignors, consignees, customs agents and overseas transport partners;
• banks, payment and credit providers, accountants, auditors, debt-recovery services, insurers, brokers, solicitors and other professional advisers;
• website, hosting, form, email, telephone, document, accounting, customer-management, analytics, security, backup and IT-support providers; and
• police, courts, HMRC, regulators, emergency services and other public authorities where disclosure is lawful and necessary.

Some recipients act on our instructions as processors. Others act as independent controllers for their own legal duties and decisions. We require appropriate confidentiality, security and data-protection arrangements where applicable.

Some website, communications, cloud, analytics, supplier or operational services may process information outside the United Kingdom. Where a restricted transfer occurs, we use an appropriate mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard clauses or another permitted safeguard or exception. We carry out any assessment required by law and provide further information about relevant safeguards on request.

We use proportionate physical, technical and organisational measures intended to protect information, including access controls, authentication, secure sharing, backups, staff responsibilities, supplier checks and incident procedures. Access is limited to people who need the information. No system is completely secure. We assess suspected breaches, keep required records and notify the ICO and affected people where the law requires.

Actual periods depend on the contract, law, insurance, complaint, safety and claim position. When information is no longer required, we delete, anonymise or restrict it securely.

We may send relevant service information where you have consented or where UK law permits business-to-business marketing based on legitimate interests. Every electronic marketing message will provide a clear opt-out. You can object at any time. We may keep a minimal suppression record to respect your choice.

Depending on the circumstances, you may have rights to be informed; obtain access; correct inaccurate information; request erasure or restriction; object to legitimate-interest processing; object absolutely to direct marketing; receive portable information where applicable; withdraw consent; and complain. Rights can be limited where we must keep legal, safety, contract or claim records. You will not normally pay a fee. We may verify identity and ask for information needed to find records. We normally respond within one calendar month, subject to lawful extensions.

Contact us using traffic@perfectandson.co.uk or 01708 890733 and use “Data protection request” or “Data protection complaint” where possible. We will acknowledge a data-protection complaint within 30 days, investigate without undue delay, keep you appropriately informed and tell you the outcome.

We would appreciate the opportunity to investigate first. You may also complain to the Information Commissioner’s Office.

ICO complaint service: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113. Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Our business website and services are not directed at children. Third-party links and embedded services are governed by the other organisation’s privacy information. We may update this policy when services, suppliers, systems or law change. The current version and date will be published on this page.