Privacy Policy

This policy sets out important information for customers regarding General Data Protection rights. We strongly advise that customers view and retain the information provided so that they are informed how and why we use personal data that is provided to Highway Express and customers rights regarding this.

Introduction

Here at Highway Express we take customer service seriously.  We are committed to protecting your personal data and respectfully ask that you view this notice as it informs you how the law protects you and how we look after your personal data.

Purpose of the privacy notice

This document gives you information relating to how Highway Express collects and processes your personal data. We would do this when necessary as you request a purchase, product or service. We would also collect data if you were to enter/take part in a competition or subscribe to a mailing list.

It is important that you read the privacy notice we provide alongside any other notices we provide so that you are aware of how and why we are using your data. These privacy notices may be given on occasion when we collect or process personal data.

Controller

Highway Express Ltd is the controller and responsible for your personal data.

Within this policy Highway Express is also referred to as “We”, “Us” or “Our”.

Contact Details

Full name of legal entity:  Highway Express Ltd

Name of Data Protection Officer:  Jenny Royle

Email address: jane@highwayexpress.net

Postal address: Highway House, Portway, Balthane Ind Est, Ballasalla, Isle of Man IM9 2AJ

Telephone No: 01624 824121

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues ( www.ico.org.uk). We would much prefer and appreciate the opportunity to deal with your concerns before you contacted the ICO. Should you have any concerns, please contact Highway Express prior to ICO. It is important that all data we hold about you is accurate and up to date. Please inform us of any necessary data changes so that we may maintain clear communication and good service.

The data we collect about you

We use, store and transfer multiple kinds of data. To explain as clearly as possible we list areas of data held as below:

Usage data is information about how you use our website, products and services.

Transaction Data is information about payments to and from you alongside products and services you have purchased from us.

Contact Data includes telephone numbers, email addresses, delivery addresses and billing addresses.

Identity data includes first name, last name, username or similar identifier, title, role within organisation.

Marketing and Communications Data including your preferences in receiving marketing from us and your communication preference.

Profile data includes usernames, password, purchase history, feedback and survey responses.

There may be services we offer that require us to collect personal data under the terms of contract we have with you. If you fail to provide that data when requested we may not be able to perform the contract we have or are trying to enter with you. In this instance we would request again with clear explanation that if the data is not available we would be unable to carry out the service or offer product, whichever most relevant. We would notify you of this at that time.

How your Personal Data is collected.

We apply different methods to collect data you supply us with.

Direct inter actions.

We retain the information you give us to help us attain best customer service practise. Examples of your interaction are as below:

  • Entering  a competition, promotion or survey
  • Subscribing  to a service
  • Applying  for a  credit account
  • Applying  for products
  • Requesting  a quotation
  • Supplying us with feedback
  • Creating an online account with our website

Third Parties

We may receive personal data about you or relevant company as below:

Contact, Financial and Transactional Data from providers of technical, payment and delivery services, payment gateway services based inside or outside of E.U.

How we use your personal data.

We use your data to provide services and products. Within the legal framework allowed we use personal data provided to perform the contracts we enter with you. Use of the data is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those: where we need to comply with legal or regulatory obligations.

Please note that in general we do not need consent on a legal basis for processing your data apart from instances if we were to send third party direct marketing communications to you.  

You have the right to withdraw consent to marketing at any time. You can do this with any communication method you prefer, email, post, or phone.

We have numerous lawful bases for processing your data including our basis of legitimate interest.

Examples of our reasoning can be seen as below:

To perform a contract with you we would use your identity and contact information for the purpose of registering you as a new customer.

To complete the contract we would require your identity, contact, financial, transactional and marketing/communications data. To further manage our relationship with yourself to notify you of any changes in terms and conditions , necessary to comply with legal obligation and keep updated records to study how customers use our services we would require identity, contact, profile and marketing/communications data. For you to be able to partake in a competition or survey we would need to affirm through performance of contract with you your identity, contact, profile, usage and marketing/communications data. To administer our website and protect business with legal obligations we are required to administrate IT services to uphold network security, prevention of fraud and in event of reorganisation of company structure we would need identity, contact and technical data.

So that we can study how our customers use our products/services, develop them and inform our marketing strategy we need to deliver relevant website content, adverts and measure the effectiveness of this. To do that we would need to process your identity, contact, profile, usage and marketing/communications preferences. So that we offer the best relevant products and services for our customers we would use technical and usage data that would allow us to analysis development of our marketing and customer experiences via person usage of service product and website.

Our last example to show how we would use identity, contact, technical, usage and profile information would be if we wished to make suggestions to you about goods and services that may be of interest to you.

Promotional offers from us

We may use any data you provide us with to form a view on what we think may be of interest to you. On this basis we may market products, services or offers to you. You will receive marketing if you have provided us with your details, should you wish to opt out of marketing at any time or update your preference within marketing there will always be opportunity to do so. If we felt that a particular offer or service from a third party would be beneficial we would get your opt-in consent before we passed any data relevant to another company. Under no circumstances would we do this without expressed consent. If you wish to opt out of marketing please note that this would not apply to opting out of personal data provided to us as a result of product/service purchase, warranty registration or other transaction. There will be an opt-out link with any marketing message sent should you wish to use it, or you can contact us via email jane@highwayexpress.net or via post or phone .

Regarding Cookies

Browser settings are available to refuse or block all/some cookies. If you disable or refuse cookies from our website please note that some may become inaccessible or not function properly.

Change of Purpose

We may process your personal data without your knowledge or consent if we are required in an obligation to maintain compliance of the law. Should we hold data for a purpose and believe that we need to use it for another reason that is compatible for the original data collation we will proceed to do so. Explanation of change of use can be given upon request.

There will be occasions where we share data with internal and external third parties.

Reasoning for internal third parties is to process and provide necessary information to administration department where provision for IT and system administration services enable us to create leadership reports within our company for our sole use.  Reasoning for external third parties using the data you have provided us with is mainly for logistical partners, couriers and approved manufacturers where processing your data is necessary for the performance of a contract to which you are a party. On occasion professional advisers that act on the company’s behalf, such as lawyers, bankers, auditors, banking, legal, insurance and accounting services will be provided access to necessary data.  All third parties shall treat data in accordance with the law and will only be permitted to use data for specified purposes we instruct.

The security of your data is paramount to us and we have security measures to prevent unauthorised use, altered or disclosed data. Be assured that all internal and external parties are subject to a duty of confidentiality. There are procedures set to deal with any suspected data breach and we will notify you and any regulator or body necessary for filling all legal obligations should we be required to do so.

By law it is necessary for us to keep basic information about our customers for six years after they stop being customers for tax purposes. The information necessary to retain includes contact, identity, financial and transactional data. We will only retain data provided for as long as necessary to fulfil the purposes we collected it for which will include our legal requirements. Consideration is given to the amount, nature and sensitivity of data. We consider the potential risk of harm from unauthorised use or disclosure of data. Consideration is always given over purpose of processing and fulfilling legal requirements.

Your legal rights

It is important that you are aware of your legal rights. You can request access, correction, erasure, restriction of processing and object to processing of personal data given to us. Should you wish to exercise any of these rights at any point please contact jane@highwayexpress.net  There is not a fee applicable to access your data or exercise your rights. If we feel that requests are excessive with unfounded cause then we may apply charges to cover the administration. If continued unfounded requests are made and we have clearly complied with legal obligation we have the right to refuse further requests.

Upon occasion we may need to request information from you to ensure and affirm your identity taking due care and attention to maintain the safety and privacy of your data. Upon any request for access we will notify you of receipt of request and aim to complete response within one calendar month. If the request is for a large amount of data we will complete as soon as possible, keeping you updated with progress regularly. If you contact us with a data subject access request you will be given acknowledgment and receipt of request in first action of response.  After which in the timely manner our policy states you will receive a copy of the personal data that we hold about you. Within that information will include how we are currently processing it. Should you request correction of your data we can correct any inaccurate data held verifying with you amendments and updates processed.  Should you wish to request deletion or personal removal of data then we will comply with erasure where it does not conflict with our legal obligation. Should there be a conflict we would notify you at the time of your request. Should you feel you object to processing of data as it impacts your fundamental rights and freedoms you have the right to request us not to use such data for direct marketing. In rare cases if necessary we may possibly demonstrate legitimate grounds to process and proceed in doing so. There is also the option to request restriction of processing. This enables you to ask us to suspend processing of your data. This may be relevant should you need to exercise or defend legal claims. Upon this situation we would hold the data even though we as a company no longer require it but it is beneficial to you as our customer.  You could request restriction should there be an unlawful use of data but you do not wish for us to erase it.  You may also request restriction if you want to establish the data’s accuracy or have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. Should you wish to request the transfer of your personal data to yourself or to a third party we will provide the data in a commonly used machine readable format. The information we can provide on this basis is the information we used that was given to us to perform a contract with you and automated information you initially provided.  You can withdraw consent at any time regarding the processing of your data. This will not affect the lawfulness of any processing carried out before your request, nor the processing that we are obligated by law to do. If you withdraw consent this will impact on the customer service we may be able to provide.  We need certain data to be able to fulfil contracts and services. Should you no longer wish to provide this we will inform you of the impact at the time you withdraw consent.

 

Signature:           Jenny Royle                                                        Position:              Administrator

Date: 22nd May 2018                                                       Review date   1st May 2019

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or call us on 01624 824121

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