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Cindel Logistics Ltd

DATA SECURITY AND GDPR COMPLIANCE POLICY

  • Policy Statement

    At Cindel Logistics Ltd (referred to as the “Company”), our commitment to data protection and privacy is paramount. We prioritize safeguarding the personal information of our employees, customers, suppliers, and all individuals associated with our operations. Rooted in a foundation of respect for individual privacy, transparency, and compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws, we uphold the highest standards of data security.Our logistics processes and information systems are meticulously designed to shield personal data from unauthorized access, breaches, and compromise. We gather data from employees, customers, and suppliers, encompassing but not limited to names, email addresses, home addresses, birth data, IP addresses, identification numbers, and confidential information such as bank/credit card details.
    Emphasizing transparent data processing, we ensure that our customers and partners are informed about why we collect data, how it will be used, and with whom it will be shared. We respect individuals rights to access, rectify, and erase their personal data. Our well-trained employees handle personal data with care, in compliance with the GDPR, UK data protection laws, and other pertinent regulations. We foster a culture of awareness to ensure that every team member understands their role in protecting personal information.

  • PURPOSE

    This privacy policy notice offers clear, transparent, and concise information on how we collect, use, process, and safeguard personal information. It ensures the companys compliance with legal, statutory, and regulatory requirements under data protection laws. The policy outlines governance measures to reduce the risk of data breaches and serves as a guide for employees and external parties in managing and accessing personal data and handling data subject requests.

  • SCOPE

    This policy applies to all staff within the company, including permanent and temporary staff, third-party representatives or subcontractors, volunteers, interns, and agents engaged with the company in the UK and overseas. It also covers the processing of personal information, and non-compliance may result in disciplinary action.

  • COLLECTING AND USING YOUR PERSONAL DATA

    To ensure comprehensive readiness and adherence to data protection laws, we conducted an extensive assessment of data protection information across our organization. This assessment enhances our ability to document, classify, and safeguard the personal data under our care.The audit has successfully identified and documented all personal information that our company collects, processes, and shares as a controller or processor. The findings are consolidated within a central register, addressing:
    • What data do we collect?
    • How do we collect your data?
    • How do we utilize your data?
    • How long do we store your data?
    • Disclosures and Transfers.
    • How do we protect your data?
    • What are your data protection rights?
    • Cookies.
    • Changes to our privacy notice.
    • How to Contact us.

  • WHAT DATA DO WE COLLECT?

    To provide optimal service, we collect and process data shared voluntarily via our web application, and communication through phone or email. This includes personal and business contact details, account creation information, and additional details for consignees to offer personalized services.For consignees, our system gathers comprehensive information, including their address, contact details, preferred safe location (subject to explicit approval), and specific location preferences within the website and app. Additionally, we collect payment details and optionally, personal information related to specific categories like disability status, visual impairment, age, hearing impairment, or pregnancy. This detailed information allows us to tailor our services to provide a personalized and enhanced experience. In the case of our customers employees, this data is linked to requested services, encompassing complaint resolution, query handling, and sales support.

  • HOW DO WE COLLECT YOUR DATA?

    Data is automatically gathered during website visits, and we collect information when you voluntarily complete surveys, provide feedback, or contact us via phone.

  • HOW DO WE UTILIZE YOUR DATA?

    • We employ the provided information in the following ways:
    • Enhancing our services to ensure optimal website and app content presentation for you and your device.
    • Assessing the feasibility of entering into a contract with you to fulfill our contractual obligations, involving the execution of responsibilities and delivery of products and services.
    • Evaluating and enhancing the performance of our systems, processes, and staff, including training initiatives.
    • Managing legal queries associated with your service usage.
    • Verifying your identity to meet legal obligations and prevent fraud, money laundering, and other illicit activities.
    • Sending service communications through email, SMS, push notifications, and occasional phone contact to fulfil our service obligations and deliver parcels. These communications may include notifications about service changes.
    • Contacting you to address complaints, queries, and questions or notifying you of significant changes, utilizing your information only when necessary for interaction and response, including communications through the "How to Contact Us" section.

  • HOW LONG DO WE STORE YOUR DATA?

    We retain personal data for the duration necessary for the initial collection purpose, up to a maximum of 5 years, unless a more extended retention period is mandated by law.We will maintain telephone records for a maximum of 5 years from the recording date. As for personal information stored in our web application profile, it will be retained indefinitely to sustain your consignee shipping profile for future deliveries. Nevertheless, you have the option to remove this information at any time by deleting your profile through the “Settings” menu on the web application or by reaching out to our customer service.

  • DISCLOSURES AND TRANSFERS.

    We share information with staff and selected third parties for service delivery, contractual obligations, website and app enhancement, feedback, security, and notifications. Circumstances may warrant disclosure to third parties for legal compliance, terms of use enforcement, crime prevention, or business transactions.Your personal information may be shared with selected third parties, including:
    • Business partners, subsidiaries, suppliers, and sub-contractors to fulfil contractual obligations.
    • Analytics and search engine providers are aiding in enhancing our websites and apps.
    • Customer survey providers for feedback and service improvement.
    • Cybersecurity services for the safety and security of our platforms.
    • Any member of our group, encompassing parent companies and subsidiaries, for the original purposes of data collection.
    • To send notifications or account updates (including new service offers) via email, SMS text, or app push notifications.
    • Any other organisation you have authorised Cindel Logistics to share your information with.

    In specific exceptional situations, it may be necessary to disclose your information to third parties. This may happen under the following circumstances:
    • When required by law or to comply with legal proceedings.
    • When necessary to enforce our terms of use agreements or safeguard the rights, property, or safety of employees, customers, the public, or others.
    • When essential for crime prevention or detection, which may involve sharing information with other companies or organizations for fraud protection and credit risk reduction.
    • In cases proportionate to a merger, business sale, or asset sale, we may share information with the prospective seller or buyer involved in such transactions.

  • HOW DO WE PROTECT YOUR DATA?

    Cindel Logistics is dedicated to safeguarding personal information through robust organizational and technical measures. We implement secure data transfer and take precautions for data transmitted over the Internet.We are deeply committed to safeguarding your personal information, employing robust organizational and technical measures for this purpose. We diligently strive to ensure the secure transfer of all information provided through our websites. It is crucial to acknowledge that data transmission over the Internet is not entirely secure. While we make efforts to protect your data, we cannot guarantee the security of data transmitted to our site; any transmission is undertaken at your own risk. Upon receiving your information, we implement stringent procedures and security features to prevent unauthorized access.In specific instances, we may transfer your personal data outside the European Economic Area (EEA). Such transfers will only occur if adequate protection measures are in place, in compliance with data protection laws. Our protective measures include:
    • Transferring to only European Commission-approved adequate countries.
    • Utilizing European Commission-approved model contractual clauses.
    • Ensuring that companies receiving personal information in the US adhere to the Privacy Shield Certification.

    All information you provide is stored on secure servers. If you have been provided with or chosen a password to access specific parts of our service, it is your responsibility to maintain the confidentiality of this password. We strongly discourage sharing your password with anyone.By agreeing to this Privacy Notice and using our web application or other interactive services, you acknowledge the inherent insecurity of transmitting data over the Internet. Nevertheless, we implement rigorous procedures and security measures to prevent unauthorized access upon receiving your information

  • WHAT ARE YOUR DATA PROTECTION RIGHTS?

    Under data protection laws, you have rights, including access, correction, erasure, objection, and data transfer.Before proceeding with your request, we may require specific information from you to confirm your identity and ensure your right to access your personal data (or exercise any other rights). This serves as a security measure to prevent the disclosure of personal data to unauthorized individuals. Additional information may be requested to expedite our response.We make every effort to address all legitimate requests within one month. However, if your request is particularly complex or if you have submitted multiple requests, it may take longer. In such instances, we will notify you and provide updates on the status of your request.
    Accessing your personal data (or exercising any other rights) does not involve any fees. Nevertheless, if your request is deemed unfounded, repetitive, or excessive, we reserve the right to charge a reasonable fee or refuse to comply with your request

  • COOKIES

    We may capture personal data or correlate information automatically logged through other means with personal data associated with specific individuals. However, this information will exclusively be used to address inquiries about our products or services and to inform you about other products and services that we believe may be of interest to you. We want to assure you that we do not share this information with third parties. Your internet browser may employ a feature known as a cookie to assign identification to your computer. We do not utilize cookies to store personal data or link personal data with non-personal data unless explicit consent is given.Our site may use various cookies. If you are unfamiliar with cookies or require guidance on managing or deleting them, we recommend visiting www.aboutcookies.org for detailed instructions. You can configure your browser to reject cookies, and the website provides guidance on removing cookies from your browser. However, its important to note that in some instances, certain features of our website may not operate as intended if cookies are disabled.
    We adhere to an implied consent policy, assuming you are content with this usage. If you are dissatisfied, we recommend refraining from using this site or deleting our cookies after visiting the site.

  • CHANGES TO OUR PRIVACY NOTICE

    This Privacy Notice is subject to periodic updates, and we encourage regular review for informed awareness. The last update was on ----------------------

  • COMPLAINTS

    For concerns or complaints regarding the collection or use of your personal data, contact us to resolve the issue. If dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).Contact the ICO through their details here: https://ico.org.uk OR In writing: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF.

  • HOW TO CONTACT US

    For inquiries or data protection matters, contact our Data Protection Officer (DPO) at dpo@cindellogistics.co.uk ORIn writing at:Data Protection Officer Cindel Logistics LtdUnit 3, Viceroy House Mountbatten Business Centre,16-18 Millbrook Rd E, Southampton, SO15 1HYBy using our mobile application, you consent to the collection, use, and sharing of your personal information as described in this Privacy Notice.