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HOWARD HAULAGE LIMITED PRIVACY POLICY STATEMENT
In this Privacy Policy, the terms’ we’ or ‘us’ is Howard Haulage Limited.
Your privacy is important to us, and we are committed to keeping your information secure and managing it following our legal responsibilities under applicable data protection laws. Howard Haulage Limited is registered with the UK Information Commissioner’s Office (ICO) as a data controller under registration number ZA886540.
Please read this Privacy Statement carefully, as it contains important information to help you understand how and why we process any personal information you give us.
WHAT INFORMATION DO WE COLLECT
We process personal information which you give us:
· As a client, to provide you with our Haulage services.
· Whilst servicing your enquiries through our website, in writing, by email or over the phone.
· If you request information or services from us.
WHAT INFORMATION DO WE PROCESS
This includes:
· Personal details such as your name, business address, telephone number and email address.
· Business details such as your business address, telephone number and email address.
· Financial details such as business banking information and credit reference information.
HOW WE USE YOUR INFORMATION
We use your information to:
· Provide our services to you.
· Provide and service your relationship with us.
· Comply with legal obligations to prevent financial crime and money laundering.
We will process your information to meet our contractual obligations to you, where we have a legitimate interest to do so, where we are permitted by law, or to comply with applicable laws and regulations.
PURPOSE – LEGAL BASIS
Providing a service and internal processing
To assess your needs and provide you with suitable products and services
· Contractual obligation to provide you with, or a proposal, including a costs estimate
· Where special categories of personal data are processed, these are necessary to assess your needs
To service and administer your matter, including billing
· Legitimate interests to provide and manage the service
To verify the identity of our clients
· To comply with legal obligations to prevent money laundering
To confirm, update and improve our client records
· To comply with legal obligations in the Data Protection legislation
To provide you with any information on the services that you have requested
· To meet our contractual obligation to provide information on the services you have requested.
Relationship Management
To manage and develop our relationship with you
· Legitimate interest to service your business and improve our service to you
To inform you of products and services that may interest you and where you have chosen to be made aware of this.
· With your consent
Training and development
For training purposes and to improve our service to you
· Legitimate interests to improve our services and develop our employees
Complying with Legal Obligations
To prevent, investigate and prosecute crime, fraud, and money laundering
· To comply with legal obligations for the prevention of financial crime and money laundering
For auditing purpose
· To comply with our legitimate interest in conducting audits
If we are obliged to disclose information because of any law, regulation, or court order
· To comply with legal obligations
Other
To transfer information to any entity which may acquire rights in us
· Legitimate interests for commercial interests
For any other purpose to which you agree.
· With your consent
HOW WE RETAIN YOUR PERSONAL INFORMATION
We will retain your personal information in accordance with applicable laws. We will take reasonable steps to destroy or anonymise the personal information we no longer need for the purposes we have set out above.
Our retention periods are:
Type of Personal Information Retention Period
General personal data, which includes your normal personal data, personal identity and personal financial data
· Six years after the end of our business relationship with you, or the end of your matter which ever comes later
Client Due Diligence Material, which includes copies of your Passport, Drivers Licence, Bank Statements and any associated documents and explanations you have given to us to prevent fraud, financial crime and money laundering
· Six years after the end of our business relationship with you, or the end of your matter, whichever comes later
Special categories of personal data
· Six years after the end of our relationship with you
HOW WE SHARE YOUR INFORMATION
Where necessary or required, we share information with the following:
· Regulatory authorities to comply with our legal obligations
· Credit reference agencies to check your identity following our legal obligations
· Insurers – to provide you with appropriate financial cover for an identified insurable risk or in connection with any claim made by you against us
· Property agents, brokers, lenders, and other solicitors involved in your transaction representing other party/parties in your matter – to enable them and us to fulfil our obligations to you
· Other government departments such as HMRC, Companies House, Registers of Scotland, etc. – to fulfil your and our legal obligations
· Experts and legal teams – required to work on your business
· Our auditors and external assessment bodies – to achieve and maintain any regulatory or quality assurance standards and accreditations which meet our legal obligations and enable us to provide quality services to you.
INFORMATION SECURITY
We invest appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure, and we cannot be held responsible for unauthorised or unintended access beyond our control.
UPDATES
We will keep this Privacy Policy under review and make updates from time to time. Any minor changes to this Privacy Statement will be posted on this page, and we will communicate any significant changes to you.
COOKIES
Our website uses cookies (including Google Analytics cookies to obtain an overall view of visitor habits and volumes).
Cookies are small text files placed on your computer by websites you visit. They are widely used to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
We use cookies and similar technologies on the website. We may collect information about your computer, including, where available, your IP address, operating system and browser type, for system and business administration and usage monitoring. Statistical data about our user’s browsing actions and patterns do not identify any individual.
You can also opt out of being tracked by Google Analytics across all websites by installing Google’s opt-out browser add-on.
Our website may contain links to other websites. This privacy policy only applies to this website. You should read their privacy policies when you link to other websites.
YOUR RIGHTS
You have the right to request copies of your personal information. If you think any personal data we hold about you is inaccurate, you may also ask for it to be corrected or erased. You also have a right, in certain circumstances, to object to our processing of your personal information, to require us to stop processing your personal information and/or to withdraw your agreement to processing based on ‘consent’, but this does not apply where we have other legal justifications for continuing processing your data or an overriding legitimate interest.
Please write to us at the address below regarding all of these rights.
COMPLAINTS PROCESS
If you have a complaint about how we have handled your personal information, you may contact us using the details below, and we will investigate your complaint. You also have the right to complain to the Information Commissioner’s Office – (www.ico.org.uk)
CONTACT US
You can contact us by writing to us at:
Vincent Howard
Address: Howard Haulage Limited, Strichen, Fraserburgh, Aberdeenshire, Scotland, AB43 6SA.
Email: vincent.howard@howardhaulage.co.uk