Privacy Policy.

Version 1.2 Last updated: 18 May 2018

Introduction

The term Privacy Policy is reference to the policies in place to protect your personal data as laid out in this Privacy Notice.

At Neba Freight Ltd., your privacy is important to us.  We ask that you read this Privacy Notice carefully as it contains important information about what to expect when we collect personal data about you and how we will use your personal data.

Neba Freight Ltd., hereinafter referred to as “Neba” is classed as a Data Controller.  We operate as a Data Controller when managing personal data that relates to our prospects, suppliers and employees and as a Data Processor when managing personal data on behalf of our customers.  We may process your personal data in order to provide the services as contracted and for other related activities fit to purpose.

This policy applies to information we collect about:

  • Visitors to our website
  • Our customers
  • Prospective customers
  • Professional contacts and suppliers of services to us or our customers
  • Current and Ex-Employees
  • Potential employees
  • Complainants, correspondents and enquirers

If you have any questions about data protection at Neba, please contact us at dataprotection@nebafreight.com  alternatively write to us at Data Protection, Neba Freight Ltd, 117 Westmead Road, Sutton, SM1 4JE, UK.

The information we collect about you

When you do business with us, become a customer or supplier, or subscribe to our newsletters, register any interest in any of our services, work for us or apply for job vacancies with us we collect some or all of the following personal information from you:

In order to fulfil our contractual commitments, we hold your personal data under the legal basis of Legitimate Interest.  The personal data we may hold for our customers may include:

  • Name
  • Address
  • Contact details including email, telephone, mobile number
  • Bank details (for sole trader suppliers for accounting and payment purposes)

1. Visitors to our Website

  • If you visit our website, we use Cookies to provide you a better experience.  We use Cookies to compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.  You may accept the use of these Cookies or alternatively, change your browser setting to block the use of Cookies for this website, or for all the websites you visit.
  • We may record IP addresses (internet protocol addresses) of our website visitors for administration purposes.  The IP address indicates the location of your computer on the Internet.  This information may be used to provide statistical information about the users of our site.  No individual user is identifiable from such information.  Its purpose is to try to ensure that our site reflects the needs of our users.  IP addresses may be used to track your session in Google Analytics etc.
  • Use of site by minors – The site is directed to individuals who are permitted to share their personal information without parental consent and we request that other individuals (including individuals under the age of 13) do not provide personal information through the website.
  • Neba does not collect personal data directly from consumers.  We may hold your personal data on behalf of our customers, under contract, in order to fulfil our contractual commitments.  In these cases, we only process personal data as instructed by our customer.  This data may be held for up to 8 years after the end of our contract.
  • For prospective B2B customers our basis for processing is legitimate interest and where we hold any personal data on individuals, sole traders or partnerships it will be based on consent.
  • We do not collect sensitive information except where legally required as part of the recruitment process.  Sensitive information includes data relating to race or ethnic origin, political opinions, religious or other similar beliefs, trade union membership, physical or mental health and sexual life.

2.      Employees (including current and ex-employees)

In order to fulfil our contractual commitments, we hold and process your personal data under the legal basis of Contract.  The personal data we hold for you may include:

  • Name
  • Address
  • Contact details including email, telephone, mobile number
  • Bank details (for accounting and payroll purposes)
  • Contact details including email, telephone, mobile number

Occasionally we may receive information about you from other sources (such as DBS England & Wales, UK Visa and Immigration or other similar bodies) which we will add to the information which we already hold about you in order to comply with our legal and regulatory obligations.

Neba is an Equal Opportunity Employer, we may collect some sensitive information that is legally required as part of the recruitment process.  Sensitive information includes data relating to physical or mental health or criminal records.

How we may collect information

We may collect your personal information in a variety of ways, including:

  • While working/delivering projects together
  • Website
  • Social media
  • Trade fairs and exhibitions
  • Networking
  • Referral

Retention period

We will retain your personal data for the period necessary to fulfil the purposes outlined in the Privacy Notice unless a longer retention period is required or permitted by law.

Where you are applying for a job, you consent to us holding your data with a view to entering into a contract if your application is successful. If you are unsuccessful we will hold your data for no longer than 6 months.

For customers, we maintain and keep your job files including any relevant communication for another 8 years after the job completion date for auditing purposes.

How we will use the information about you

We gather this information to allow us to:

  • Maintain our records for administrative, accounting and marketing purposes.
  • To respond to your enquiries and provide the contracted services.
  • To carry out our obligations from any contracts entered into by you and us.
  • To process your payments, have your order delivered to you, communicate with you regarding your purchase.
  • To provide you with updates and announcements concerning our services and notify regarding any changes or terms to our services.
  • Periodic emails including communications which you have requested and that may be of interest to you.
  • Process any application for employment.
  • Where necessary to verify your identity.

Access to your information, updating and correcting your information

You have a right to request to view, correct, delete or otherwise modify any of the personal data you have provided to us.

If you have any questions regarding the processing of your personal data or if any of the information that you have provided us changes, for example, if you changed your email address or name, please let us know the correct details by sending an email to admin@nebafreight.com  or send a letter to  Administration, Neba Freight Limited, 117 Westmead Road, Sutton, SM1 4JE, UK.

We want to ensure that your personal information is accurate and up-to-date.  You may ask us, or we may ask you, to correct information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate.

Who we share your information with

We do not share, sell, trade, transfer or otherwise disseminate your personal data to third parties and will not do so in future, unless required by law or defined in a contract with our customers.  We may also release your information when we believe release is appropriate to comply with the law, enforce our site polices, or protect ours or others’ rights, property, or safety.

This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential.  We will only share information with third parties where necessary to conduct the services we provide.  We share information with the following categories of firms:

  • Data Controllers (under contract)
  • Business and professional advisers
  • Data Processors
  • Legal and regulatory authorities
  • Government and local authorities (if required by law)

How we protect your information

We have put in place various security measures, both technical and organisational, to protect your personal data from loss, misuse, alteration or destruction.  We follow our security procedures and apply suitable technical measures, such as encryption where appropriate, to protect our information.  Our security and privacy policies are regularly reviewed.

All Neba employees have agreed to a Confidentiality Clause within their contract of employment and only authorised persons will have access to your personal data.

Consent

We will not contact you for marketing purposes by email, telephone or text unless we are using Legitimate Interest as the basis for processing.

Overseas Transfers

The information you provide may be transferred to countries outside the European Economic Area (EEA) that do not have similar protections in place regarding your data and restrictions on its use as set out in this policy.  However, we will take steps to ensure adequate protections are in place to ensure the security of your information.

Changes to Privacy Policy

We keep our Privacy Policy under regular review.  If we change our Privacy Policy we will post the changes on this page so that you may be aware of the information we collect and how we use it at all times. This Privacy Policy was last updated in May 2018.

Contacting us

If there are any questions regarding this Privacy Policy you may contact us using the information below

Data Protection, Neba Freight Limited, 117 Westmead Road, Sutton, SM1 4JE, UK.

Email:

Tel: +44 (0)20 8642 9190

Fax: +44 (0)20 8642 9232