INTRODUCTION AND DEFINITIONS
Meachers Global Logistics Limited (“we“, “our” and “us“) is committed to protecting and respecting your privacy.
This notice (and any other documents referred to in it) set out the basis on which any personal data, which we collect about you, that you provide to us or that we have received from a third party source, will be processed by us.
Our site may, from time to time, contain links to and from partners’, advertisers’, affiliates’ and social network sites. If you follow a link to any of these websites, please note that these sites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check their privacy policies before you submit any personal data to those websites as they may not be on the same terms as ours.
If you have questions about correcting or deleting your personal data please refer to sections 3 and 8 below.
References in this notice to “data protection law” mean (as applicable) the Data Protection Act 1998 (and subsequent legislation), the General Data Protection Regulation (Regulation (EU) 2016/679) and all related data protection legislation having effect in the United Kingdom from time to time.
References in this notice to “data or “information” include “sensitive personal data” and “special categories of data” (as defined under data protection law) where applicable.
- Our details
- The data controller with conduct of your personal information is Meachers Global Logistics Limited, of UNIT 19 MAURETANIA ROAD, NURSLING INDUSTRIAL ESTATE, SOUTHAMPTON, SO16 0YS Company No. 00609614.
- Our data protection officer is Noel Fensome and he can be contacted at the above address or on [email protected] If Noel is unavailable, you can contact Amy Wells on [email protected]
- How we use your information
- The following sections explain what information we hold about you, why we are processing that information, the legal basis for the processing, the duration for which we keep your information and (if applicable) who your information will be shared with and where those recipients are based.
Which information do we process and for what purpose?
- We process the following information from you:
- Information you give us.
As a user of our website: This is information about you that you give us by filling in forms on our site. It includes information you provide when you register to use our site, request marketing information and when you report a problem with our site. The personal data within this information you give us may include your name, address, email address, phone number.
As a customer ( or a potential customer) making enquiries
- This is information that you give us when you become a customer of Meachers Global Logistics or when you make an enquiry. It will include name, email address, phone number and the nature of your enquiry, bank details and financial records.
- We do not process any sensitive categories of personal information relating to our customers.
As any other third party
- In respect of other third parties whose personal data we might collect, this may usually be your name, email address, phone number and possibly your home address or work address.
Non-personal Information we collect about you.
- Like most other website operators, we collect non-personally identifying information of the sort that web browsers and servers typically make available. This includes technical information, such as your IP address and your login information and information about your visit, such as records of how you navigate the pages on our site and how you interact with the pages.
- We process information we collect about you for the following purposes:
- to allow us to administer the account you hold with us;
- to improve our services;
- (where you are a business contact) to send you direct marketing communications;
- to ensure that content from our site is presented in the most effective manner for you and for your device; and
- to measure or understand the effectiveness of advertising we serve to you and others, and possibly to deliver relevant advertising to you on our site.
What are the grounds for processing your information?
- We are processing your data on one or more of the following grounds:
- Where you are a private individual, the processing is necessary for the performance of the contract between you and us. This includes where you have instructed us to take some pre-contractual steps (such as providing you with a quotation) prior to us formalising the contract;
- where you are a named contact for a corporate customer, supplier or contractor or other third party contact, because we have a legitimate interest in communicating with you to arrange and/or administer the performance of the contract between us and your employer or principal. In accordance with our obligations under data protection law, we have carefully weighed up your interests and fundamental rights and freedoms against our interest to process your information and we are satisfied that we are justified in processing your information for this purpose;
- the processing is necessary for us to comply with our legal obligations;
- the processing is necessary to protect your vital interests or the vital interests of another person;
- in respect of direct marketing to businesses, we have a legitimate interest to send such marketing communications to you. In accordance with our obligations under data protection law, we have carefully weighed up your interests and fundamental rights and freedoms against our interest to process your information and we are satisfied that we are justified in processing your information for this purpose.
Duration and further processing
- We only keep your information for so long as it is reasonably necessary. When setting our data retention periods, we consider the amount, nature, and sensitivity of the information we hold, the potential risk of harm from unauthorised use or disclosure of the information and the purposes for which we process the information (including whether we can achieve those purposes by other means). We also take into account our other legal obligations to keep or securely dispose of personal information.
- Generally speaking, we retain your information for the following periods of time:
- In respect of information collected through our website and from any potential customers or tenants making enquiries – 12 months;
- In respect of customer information – 2 years from the last transaction date;
- In respect of other third party business information – for so long as is reasonably expected given the nature of our contact with you.
- There may be instances where we need to keep your information for a longer period then we will notify you of the reason and grounds for doing so. This may be the case, for example, where a dispute arises in respect of the contractual relationship between us.
Who is your information shared with?
- Your personal information is not shared with anyone except where we are required to do so to comply with the law, to protect our rights and operate our usual business practices, or to improve and expand our products and services. Further details are given in the rest of this clause.
- In order to achieve the purpose(s) set out in section 2.3 above, we may share your data with the following people or group of people:
- International carriers where there is an international element to our contract.
- Third party marketing companies who provide us with outsourced marketing services, including MailChimp. Such information is currently hosted within ACT CRM on our servers.
- Our outsourced IT providers (including but not limited to our Quayside Security system is hosted externally by Fastnet) may have access to your personal data on our IT systems if such access is required to enable them to resolve problems with our systems. In certain circumstances they may require access to unencrypted data, for example when we need to troubleshoot an issue with your account on our computer system. Our IT providers are subject to strict contractual obligations to treat your personal information with the utmost sensitivity, to keep it confidential and to comply with data protection law at all times.
- our legal advisers, our insurers or other professional advisers, if necessary to defend claims, protect our rights, or receive advice on compliance with the law. Such transfers will be protected by confidentiality obligations owed by our advisers.
- Regulatory or other statutory or other government body with whom we are required to share personal data.
- potential purchasers of our business, subject to those persons entering into strict confidentiality obligations with us and only to the extent permissible under data protection law.
- In addition, please be aware that your personal data may be stored on the following systems which are hosted on our servers, located in the UK;
- SAGE – customer bank details and customer names and addresses;
- FCL – freight forwarding package – customer name and address;
- Manpack – transport and logistics – customer name and address;
- Locate it – warehousing – customer name and address.
- Subject to clause 2.11 below, to the best of our knowledge, understanding and belief, your information will not be transferred outside of the European Economic Area or to any country which is not approved by the European Commission. If this changes then we will let you know.
- Where there is an international element to our contract with you, we may need to transfer your personal data outside of the EEA (depending on the final location of our service provision). If this final location is outside of the EEA or is not a country authorised by the EU as having appropriate safeguards in place in respect of data protection, we will rely on the derogation under Article 49(1) (b) where the transfer is necessary for the performance of a contract between you (the data subject) and us.
Automated decision making
- We do not make automated decisions about you based on your information.
- Your rights
- Under data protection law you have the following rights:
- the right to access a copy of your information which we hold. This is called a ‘subject access request’. Additional details on how to exercise this right are set out in section 5, below;
- the right to prevent us processing your information for direct marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by contacting us using the details set out in section 8, below;
- the right to object to us processing your personal information in certain other situations;
- the right, in certain circumstances, to have your information rectified, blocked, erased or destroyed if it is inaccurate; and
- the right, in certain circumstances, to claim compensation for damages caused by us breaching data protection law.
- From 25 May 2018 you will have the following additional rights under data protection law:
- enhanced rights to request that we erase, rectify, cease processing and/or delete your information; and
- in certain circumstances, the right to request the information we hold on you in a machine readable format so that you can transfer it to other services. This right is called ‘data portability’. Additional details on how to exercise this right are set out in section 5, below.
- You also have the general right to complain to us (in the first instance) and to the Information Commissioner’s Office (if you are not satisfied by our response) if you have any concerns about how we hold and process your information. Our contact details are set out in section 8, below. The Information Commissioner’s Office website is ico.org.uk.
- For further information on your rights under data protection law and how to exercise them, you can contact Citizens Advice Bureau (citizensadvice.org.uk) or the Information Commissioner’s Office (www.ico.org.uk).
- Under data protection law you have the following rights:
- We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website. We will use the persistent cookies to: enable our website to recognise you when you visit and provide you with a personalised service. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
- ACCESS TO INFORMATION
- Under data protection law you can exercise your right of access by making a written request to receive copies of some of the information we hold on you. You must send us proof of your identity, or proof of authority if making the request on behalf of someone else, before we can supply the information to you. Requests should be sent to us using the contact details in section 8 below.
- From 25 May 2018 you will:
- no longer have to pay a £10 fee unless you are requesting copies of documents you already possess, in which case we may charge our reasonable administrative costs. We will also be allowed to charge you for our reasonable administrative costs in collating and providing you with details of the requested information which we hold about you if your request is clearly unfounded or excessive. In very limited circumstances, we are also entitled to refuse to comply with your request if it is particularly onerous; and
- in certain circumstances, be entitled to receive the information in a structured, commonly used and machine readable form.
- Data security
We will always store your digital information on secure servers. Unfortunately, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our site or otherwise to our servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
- Changes to our privacy notice
This notice was last updated on 21 May 2018. Any material changes we may make to our privacy notice in the future will be uploaded to our website. Please check back frequently to see any updates or changes to our privacy notice.
Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to Noel Fensome by email to [email protected]