Introduction
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle that data, and keep it safe.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It is likely that we will need to update this Privacy Notice from time to time and we will notify you of any significant changes as they occur.
When you are using K & M (Hauliers) Limited websites, K & M (Hauliers) Ltd is the data controller.
Explaining the legal bases we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters.
When collecting your personal data, we will always make clear to you which data is necessary in connection with a particular service.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you open a credit account we will collect your address and contact details.
Legal compliance
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people undergoing investigation by law enforcement to a duly constituted entity empowered to demand such information.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we may use your payment history to alter your credit limit.
When do we collect your personal data?
- When you make a cash purchase with us.
- When you create an account with us.
- When we create an account with you.
- When we make a cash purchase with you.
- When you engage with us on social media.
- When you contact us by any means with queries.
- When you ask one of our staff to email you information about a product or service.
- When you book any kind of appointment with us.
- When you comment on or review our products and services.
- Any individual may access personal data related to them, including opinions. So if your comment or review includes information about the member of staff who provided that service, it may be passed on to them if requested.
- When you fill in any forms. For example, if an accident happens on site, a member of staff may collect your personal data.
- We may collect data from publicly available sources where the information is made public as a matter of law.
- When you use our sites eith CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit.
What sort of personal data do we collect?
- If you have a credit account with us: your company name, contact name{s}, company address, email and telephone number, credit limits, invoice and payment details. For your security all data is held in an encrypted form.
- If we have a credit account with us: your company name, contact name{s}, company address, email and telephone number, bank account details, invoice and payment details. For your security all data is held in an encrypted form.
- We may store details of your interactions with us via Email or Phone.
- Your comments and service reviews
- Your image may be recorded on CCTV when you visit our sites
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
- When you contact us by any means with queries.
- When you ask one of our staff to email you information about a product or service.
- When you book any kind of appointment with us.
- When you comment on or review our products and services.
- Any individual may access personal data related to them, including opinions. So if your comment or review includes information about the member of staff who provided that service, it may be passed on to them if requested.
- When you fill in any forms. For example, if an accident happens on site, a member of staff may collect your personal data.
- We may collect data from publicly available sources where the information is made public as a matter of law.
- When you use our sites with CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit.
How and why do we use your personal data?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you will find details in the
What are my rights? section below.
Remember, if you choose not to share your data with us, or refuse certain contact permissions or information, we might not be able to provide some services you have asked for.
Here is how we will use your personal data and why:
- To process any orders that you make. If we do not collect your data we will not be able to process your order and comply with our legal obligations.
- To respond to your queries and complaints. Handling the information you give enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
- To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We may also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We will do all of this as part of our legitimate interest.
- To protect our customers, premises, assets and staff from crime, we operate CCTV systems on our site and car parks which record images for security. We do this on the basis of our legitimate business interests.
- To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud
- If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect our customers and individuals who use our site from criminal activities.
- To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
How we protect your personal data
We know how much data security matters to all our customers and suppliers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our websites and apps using https technology.
Access to your personal data is password-protected, and sensitive data such as bank details is secured and encrypted to ensure it is protected.
We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.
How long will we keep your personal data?
Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will be deleted completely.
Some examples of customer data retention periods:
Orders
When you place an order, we will keep the data you give us for five years so we can comply with our legal and contractual obligations.
Inactive accounts
If you have not used your account for more than five years, it will be flagged as inactive and we will contact you to ask whether you want to keep it open. Unless you reply to say yes, we will close the account and delete or the data associated with it.
Who do we share your personal data with?
We sometimes share your personal data with trusted third parties.
For example, delivery companies, IT companies working on our systems, for fraud management, to handle complaints and so on.
Here is the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Sharing your data with third parties for their own purposes:
We will only do this in very specific circumstances, for example:
- For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
- We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.m.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
What are your rights over your personal data?
An overview of your different rights
You have the right to request:
- Access to the personal data we hold about you, free of charge in most cases.
- The correction of your personal data when incorrect, out of date or incomplete.
- The deletion of the data we hold about you, in specific circumstances. For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
- A computer file in a common format (e.g. CSV or similar) containing the personal data that you have previously provided to us and the right to have your information transferred to another entity where this is technically possible.
- Restriction of the use of your personal data, in specific circumstances, generally whilst we are deciding on an objection you have made.
- That we stop processing your personal data, in specific circumstances. For example, when you have withdrawn consent, or object for reasons related to your individual circumstances.
- That we stop using your personal data for direct marketing (either through specific channels, or all channels).
- That we stop any consent-based processing of your personal data after you withdraw that consent.
You can contact us to request to exercise these rights at any time by calling us or completing an
online form.
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Direct marketing
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner.
You can contact them by calling
0303 123 1113.
Or go online to
www.ico.org.uk/concerns (opens in a new window; please note we cannot be responsible for the content of external websites)
Any Questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that have not been covered, please contact our Data Protection Officer who will be pleased to help you:
EMail us at : info@kmhauliers.co.uk
Or write to us at
Data Protection Officer
K&M {Hauliers} Limited
The Aerodrome
Watnall Road
Hucknall
Nottingham
NG15 6EN
