Privacy notice

This Privacy Notice explains how we collect, use, store and share personal data when you:

• visit our website;
• contact us or request a quotation;
• book or receive a collection or delivery;
• use our shipment-tracking services;
• work with us as a customer, courier, driver, contractor or business partner; or
• use the TYDD Logistics Driver App.

It also explains your rights under the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data-protection legislation.

1. Who is responsible for your personal data

The organisation responsible for your personal data is:

TYDD LTD, trading as TYDD Logistics
Registered address: 34 Matthews Close, Snodland, ME6 5FU
Company registration number: 09852616
ICO registration number: ZC266900
Privacy contact email: info@tydds.co.uk

In this notice, TYDD Logistics, TYDD, we, us and our refer to the organisation identified above.

2. What is personal data

Personal data is any information relating to an identified or identifiable person. This may include a person’s name, address, telephone number, email address, identification number, online identifier or location data.

Information that cannot identify an individual, either by itself or when combined with other information reasonably available to us, is not considered personal data.

3. Personal data we collect

The information we collect depends on your relationship with us and how you use our services.

Customers, senders and recipients

• names and contact details;
• collection and delivery addresses;
• company name and job title;
• booking and shipment-reference information;
• descriptions of goods;
• delivery instructions and access information;
• payment and invoicing details;
• communications with our customer-service team;
• collection and delivery dates and times;
• the name of the person accepting a collection or delivery;
• signatures, photographs and delivery notes;
• shipment status and tracking information; and
• information concerning complaints, claims or service enquiries.

Please avoid including unnecessary personal or sensitive information in delivery instructions.

Drivers, couriers and contractors

• name, address and contact information;
• account and login information;
• proof of identity and right-to-work information;
• driving-licence, vehicle and insurance details;
• bank and payment information;
• availability and assigned-job information;
• collection and delivery activity;
• location information while carrying out assigned work;
• device, app and technical information;
• performance, safety and compliance information; and
• communications with TYDD Logistics.

Where legally required and appropriate for the work being undertaken, we may also carry out eligibility, licence, insurance or background checks.

Website and app users

• IP address;
• browser, operating-system and device information;
• app version and device identifiers;
• login and account activity;
• pages or features accessed;
• date, time and duration of use;
• crash reports and diagnostic information;
• cookie and analytics information; and
• location information, where permission has been granted and it is required for an app feature.

Enquiries and marketing

• your name;
• email address;
• telephone number;
• company and job title;
• communication preferences; and
• the content of your enquiry or correspondence.

4. How we collect personal data

We may receive personal data:

• directly from you;
• from a customer booking a delivery;
• from the sender or intended recipient of a shipment;
• from a driver or courier completing a collection or delivery;
• through our website, forms, app or tracking platform;
• from business customers and partners;
• from payment, identity, insurance or compliance providers;
• from publicly available sources; and
• automatically through cookies and similar technologies.

If a customer gives us another person’s information, such as a recipient’s name, address and telephone number, the customer should ensure that they are authorised to provide it.

5. How and why we use personal data

We may use personal data to:

• provide collection, courier, transportation and delivery services;
• create and manage bookings and customer accounts;
• assign work to drivers and couriers;
• plan routes and coordinate collections and deliveries;
• provide shipment tracking and status updates;
• confirm that goods have been collected or delivered;
• capture proof of collection or delivery;
• notify customers, senders and recipients about shipment progress;
• process payments and issue invoices;
• respond to enquiries, complaints and claims;
• maintain the security of our website, app, systems and services;
• prevent and investigate fraud, theft or misuse;
• manage our relationships with drivers, contractors and suppliers;
• monitor service quality and operational performance;
• comply with legal, regulatory, tax, insurance and accounting requirements;
• establish, exercise or defend legal claims;
• improve our services, website and app; and
• send marketing communications where permitted by law.

6. Our lawful bases for processing

Performance of a contract

We process information where it is necessary to provide a requested courier or logistics service, administer a customer or driver account, allocate work, process payment or meet our contractual obligations.

Legitimate interests

We may process information where it is reasonably necessary for our legitimate business interests, including operating and improving our services, managing collections and deliveries, maintaining accurate proof-of-delivery records, communicating with customers, recipients and drivers, protecting shipments, people and systems, investigating complaints, loss, damage or fraud, and promoting similar TYDD services to existing business customers. We balance these interests against the rights and freedoms of affected individuals.

Legal obligation

We may process information to meet legal, regulatory, tax, employment, insurance, safety or accounting obligations.

Consent

We rely on consent where required, including for certain marketing communications, non-essential cookies and device permissions. You may withdraw your consent at any time, although this will not affect processing that occurred before withdrawal.

Legal claims and vital interests

Where appropriate, we may process information to protect someone’s vital interests or to establish, exercise or defend legal claims.

7. The TYDD Logistics Driver App

The TYDD Logistics Driver App is intended for authorised drivers and couriers. The app may be used to:

• display assigned collection and delivery jobs;
• provide collection and delivery addresses;
• give drivers relevant contact and shipment information;
• update shipment statuses;
• record collection and delivery times;
• record the name of the person accepting a shipment;
• capture signatures, photographs and notes as proof of service;
• provide navigation or route-related functions;
• record location information connected with an assigned job; and
• synchronise delivery information with TYDD’s shipment-management system.

Location information

Where location access is enabled, the app may process a driver’s location when necessary to support assigned collections, deliveries, navigation, shipment tracking, operational safety or verification of service. Location data is collected only to the extent necessary for legitimate operational purposes. Drivers can manage app permissions through their device settings, although disabling a required permission may prevent certain functions from working.

Proof of collection and delivery

Proof-of-service records may include:

• collection or delivery status;
• date and time;
• location;
• recipient or collection-contact name;
• signature;
• photograph;
• driver notes; and
• driver or courier identification.

Customers and other authorised users may be able to view relevant proof-of-service information through TYDD’s systems. Drivers must only capture information that is reasonably required to confirm the service and must avoid photographing unrelated people, documents or private areas.

8. Shipment tracking

We process shipment information to show the progress of a collection or delivery. Tracking information may include:

• the shipment reference;
• current shipment status;
• collection and delivery events;
• relevant dates and times;
• delivery or collection location;
• exceptions or delays; and
• proof-of-service information.

Tracking access may be provided to the customer, sender, recipient and authorised TYDD personnel. Users must not attempt to access tracking information for shipments they are not authorised to view.

9. Sharing personal data

We may share personal data with:

• customers, senders and recipients involved in a shipment;
• authorised drivers, couriers and subcontractors;
• app developers, hosting providers and IT-support providers;
• shipment-management and tracking-platform providers, including WPCargo where applicable;
• payment and accounting providers;
• mapping, navigation and communications providers;
• identity, licence, insurance and compliance-checking providers;
• professional advisers, insurers and auditors;
• regulators, law-enforcement agencies, courts and public authorities;
• prospective purchasers, investors or advisers involved in a business sale or restructuring; and
• other parties where you have authorised us or where disclosure is required by law.

Service providers acting on our behalf are required to process personal data only for authorised purposes and to apply appropriate security measures. We do not sell personal data.

10. International transfers

Some technology or service providers may process information outside the United Kingdom. Where personal data is transferred internationally, we will use appropriate safeguards required by UK data-protection law. These may include UK adequacy regulations, approved contractual clauses or another legally recognised transfer mechanism.

11. Data security

We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful loss, alteration, disclosure, destruction or unauthorised access. These measures may include:

• access controls and user authentication;
• encryption during transmission;
• restricted administrative access;
• system monitoring and backups;
• staff and contractor confidentiality requirements;
• security updates; and
• supplier due diligence.

No internet-based system is completely secure, but we regularly review our safeguards and respond to identified risks.

12. How long we retain personal data

We keep personal data only for as long as reasonably necessary for the purposes described in this notice. Retention periods depend on the nature of the information, the purpose for which it was collected, contractual requirements, limitation periods for complaints and legal claims, tax, insurance and accounting obligations, and applicable legal or regulatory requirements.

When information is no longer required, we will securely delete or anonymise it. Our standard retention periods are:

• Customer accounts: for as long as the account remains active. An inactive customer profile will normally be deleted or anonymised 24 months after the customer’s last activity.
• Shipment and booking records: six years after the collection or delivery has been completed.
• Proof-of-collection and proof-of-delivery records: six years after completion of the service. These records may include the recipient’s name, signature, photograph, delivery notes, timestamp and location recorded at the collection or delivery event.
• Detailed driver location data: normally 90 days after collection. Location information connected with an accident, complaint, insurance matter or disputed shipment may be retained until the matter has been resolved and, where necessary, for up to six years afterwards.
• Driver and courier records: core contractual, job, payment and compliance records will normally be retained for six years after the working relationship ends.
• Right-to-work evidence: for the duration of the driver’s employment or engagement and for two years afterwards, where the applicable right-to-work requirements apply.
• Unsuccessful driver or employment applications: normally six months after the recruitment decision, unless the applicant agrees to a longer period for consideration for future opportunities.
• Financial, invoice and tax records: six years from the end of the financial year to which the records relate, or longer where required by HM Revenue and Customs.
• Customer-service enquiries: normally 12 months after the enquiry is closed where no booking or contractual relationship results.
• Complaints, accidents, insurance matters and legal claims: six years after the matter is closed, or longer where legal proceedings, regulatory requirements or insurance obligations require it.
• Marketing records: until consent is withdrawn, an objection is received or there has been no relevant engagement for 24 months.
• Marketing suppression records: we may retain the minimum information needed to record an objection to marketing for as long as necessary to ensure that the person is not contacted again.
• Website security logs: normally 12 months.
• Routine app diagnostic and technical logs: normally 90 days.
• Backups: deleted information may remain in protected backups for up to 90 days before being overwritten through our normal backup cycle. Backup information will not be restored for ordinary business use after a valid deletion request.

We may retain specific records for longer where:

• the law requires a longer period;
• a complaint, accident, insurance matter or legal claim is ongoing or reasonably anticipated;
• a regulator, court or law-enforcement authority requires the information;
• fraud or misuse is being investigated; or
• the individual has asked us to preserve information.

When an extended retention period is no longer justified, we will securely delete or anonymise the information. We review our retention periods regularly. Where information is no longer required in identifiable form, we may anonymise it and retain the anonymous information for statistical, reporting or service-improvement purposes.

13. Marketing communications

Where permitted by law, we may use customer contact details to provide information about TYDD services that may be relevant. You can opt out at any time by using the unsubscribe link in a marketing email or contacting us at info@tydds.co.uk.

Service messages relating to an active booking, collection, delivery, account or contract are not marketing messages and may still be sent where necessary.

14. Cookies and analytics

Our website may use cookies and similar technologies. Cookies may be:

• strictly necessary, to operate the website and provide requested functions;
• functional, to remember choices and preferences;
• analytics, to help us understand website usage and improve performance; or
• advertising, to measure campaigns or provide relevant advertising.

Non-essential cookies are only used after receiving consent where required. Read our Cookie Policy for more detail. You can also change your choices through your browser settings.

15. Your data-protection rights

Depending on the circumstances, you may have the right to:

• request access to your personal data;
• ask us to correct inaccurate or incomplete information;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• object to direct marketing;
• withdraw consent;
• request transfer of information you provided to us;
• complain about how we use your information; and
• request human review of certain decisions made solely by automated means.

These rights are not absolute and may be subject to legal exemptions. To exercise a right, contact us at info@tydds.co.uk.

We may need to verify your identity before responding. You will not normally be charged a fee. However, the law may permit us to charge a reasonable fee or refuse a request that is manifestly unfounded or excessive.

16. Automated decision-making

TYDD does not make decisions that produce legal or similarly significant effects solely through automated processing unless it is necessary for a contract, authorised by law or based on your explicit consent.

If this changes, we will provide appropriate information about the logic involved, the significance of the processing and the available safeguards.

17. Children’s information

TYDD’s website, app and courier services are not directed at children. We do not knowingly invite children to create accounts or provide personal data directly through the driver app.

A shipment may occasionally contain the name or address of a child where this is provided by a customer for a legitimate delivery. Such information will be used only as necessary to provide the service and meet applicable obligations.

18. Links to other websites

Our website or app may contain links to third-party websites or services. TYDD is not responsible for the privacy practices of those third parties. You should read their privacy notices before providing personal information.

19. Complaints

If you have questions or concerns about our use of personal data, please contact:

TYDD Logistics Privacy Team
Email: info@tydds.co.uk
Address: 34 Matthews Close, Snodland, ME6 5FU

You also have the right to complain to the UK Information Commissioner’s Office. Information about making a complaint is available at ico.org.uk/make-a-complaint. We would appreciate the opportunity to address your concern before you contact the ICO.

20. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes to our services, systems, legal obligations or data-processing practices. The latest version will be published on our website with its effective date. Where a change materially affects how we use personal data, we will provide additional notice where appropriate.