Privacy Notice

General Information

This privacy notice sets out how Route One Distribution uses and protects any information that you
provide to us including information you give to us via our website at www.routeonedistribution.co.uk
and in the general process of enquiring about and booking our same day courier, light haulage and
exhibition logistics services and any other business services that we may from time to time offer.

Examples of why this information is retained on our records include:

  • To ensure we are able to contact you in relation to your current and any future enquiries and
    orders.

  • To set up an account in your name.

  • For invoicing purposes.

  • Where applicable, in order to be able to pay you.

  • To ensure our service fully meets your and/or your clients’ needs.

  • For prudent business record-keeping purposes.

  • To meet our legal and contractual obligations to bodies & organisations such as HMRC and our
    insurers.

Route One Distribution undertakes to treat and protect your data as carefully as we would wish our
own data to be protected.

We will never share your data with a third party unless it is essential for that third party (for
instance a trusted sub-contractor) to fulfil a service that you have booked with Route One
Distribution.

At Route One Distribution we are completely committed to ensuring that the data we hold about
you is accurate and is protected. Where we ask you to provide details by which you can be
identified and contacted when using our website, you can rest assured that such data will only be
used in accordance with this privacy notice.

This privacy notice may be amended and/or updated from time to time. Therefore please
periodically check this website page, to ensure that you are aware of any changes. This privacy
notice is effective from the date at the bottom of this document.

Security

Route One Distribution is committed to ensuring that your information is secure. In order to prevent
unauthorised access or disclosure we have put in place suitable management, physical security,
electronic and password procedures and controls to safeguard and secure the information we
collect and hold.

All data is collated then input onto our controller database, secured on our electronic systems with
all information kept firewall secured and is password controlled for further security.

Information is retained while we deal with your enquiry and for a further period of up to 12 months
in case you have any follow-up queries. If you make a booking with Route One Distribution then for
accounting purposes including but not limited to legal requirements for tax and VAT plus in
accordance with good business practice, we will keep necessary data for a period of up to 7 years.
At any time you can check with us what data we hold about you. You can also ask us to remove your
data from our controller database and we will remove it unless we are required to retain it by law.
You will be advised accordingly.

Links to Third Party Websites

Route One Distribution’s website may from time to time contain links that enable you to visit
relevant third party websites. Please note that once you have utilised any such link to leave our
website, Route One Distribution has no control whatsoever over the third party’s website. As a
result, Route One Distribution cannot be held responsible for the protection and privacy of data that
you may provide when visiting third party websites and those websites are not subject to or
governed by our privacy notice. You should always exercise care, use common sense and read the
privacy notice of the third party website you are visiting.

Sub-Contractors

As is commonplace in the transport industry, there may be occasions when in order to fulfil its
service obligations to you, Route One Distribution may sub-contract part or all of a delivery contract
to one or more trusted third party supplier. Our Conditions for the Carriage of Goods are available
on our website at www.routeonedistribution.co.uk and on request and set out other relevant
details regarding sub-contracted work. Where Route One Distribution passes part or all of a
delivery contract to sub-contractors, it may need to pass on some data to those sub-contractors in
order for them to successfully and efficiently complete the delivery. Route One Distribution will only
pass on those details that are absolutely essential for the delivery to be efficiently expedited in line
with your service expectations. Data necessarily passed to sub-contractors will be handled in
accordance with the privacy notice of the sub-contractor(s) concerned.

Helping you to control your Personal Data

You may choose to restrict the collection or use of your personal information as follows:

When you complete a contact form on a website, look to see whether a data field is compulsory. If
it is not then you might decide to leave it blank, but you should always consider whether
withholding that data might restrict the recipient’s ability to properly deal with your enquiry and
provide you with a service.

Additionally, look for the box(es) you can click to indicate whether or not you want your information
to be used by the website’s owner for direct marketing purposes.

Route One Distribution will never sell, distribute, lease or otherwise divulge your personal
information to third parties for marketing purposes unless we have received your express
permission to do so.

Marketing

Route One Distribution will never use your personal data to send you promotional information
unless you have expressly agreed to us doing so.

Remember that if you have previously agreed to Route One Distribution using your personal
information for direct marketing purposes, then you may change your mind at any time by emailing
us or by writing to us at our Head Office – please click on this link for details of how to contact us.

Where you have agreed to Route One Distribution using your personal information for direct
marketing purposes, we may occasionally contact you using the agreed method (i.e. by email and/
or by telephone and/or by post) to keep you up-to-date on any developments that might affect you
or your business (for example anticipated Channel port disruption or congestion, if you send goods
by road to/receive goods by road from the Continent), to make clients aware of new services Route
One Distribution may provide or enhancements to our existing services, the addition of new and/or
specialist vehicles to our fleet, price changes etc. We promise to keep the level of such contact
with our clients to a sensible and manageable level, typically no more than once a month.

What Data will Route One Distribution store about you?

We will record your first and last name plus your email address plus whether you have given us
permission to send you marketing information and if so by which contact method(s). Where you
have provided them, Route One Distribution will also record your contact address, telephone
number and where applicable the name of your company/organisation and your job title. Where we
need to pay you, we will also store your bank account number and sort code securely on our bank’s
server.

Should you believe that any of the data we hold about you is incorrect or has become out of date,
please email or write to us at our Head Office – please click on this link for details of how to
contact us. Route One Distribution will promptly update the relevant data as necessary. You can
also ask us to delete your data from our controller database and we will remove it unless we are
required to retain such data by law. We will advise you accordingly in writing within 30 days of
receipt of your request.

Data that Route One Distribution needs to retain for HMRC purposes will be retained by us for the
period required by HMRC.

You may request details of personal information which we hold about you under the Data
Protection Act 2018. If you would like a copy of the data we hold about you, then please email or
write to us at our Head Office – please click on this link for details of how to contact us.

Privacy Notice Effective date: 22nd March 2019