Privacy Policy | PIP’S TRANSPORT LTD

1. Privacy Policy Overview

PIP’S TRANSPORT LTD ("PIP’S", "we", "us", or "our") is committed to protecting the privacy, confidentiality, and security of the personal information we handle. This Privacy Policy explains how we collect, use, protect, and share your personal information when you visit our website at https://pips-transport.site/, communicate with us, or otherwise use our services.

This Policy applies to clients, partners, prospective employees, suppliers, and any other individuals who interact with our website or digital channels. It supplements any contractual terms agreed with you and is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

By using our website or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy. Where required by law, we will obtain your explicit consent before processing your personal data for specific purposes.

2. Data Collection and Usage

We collect and process different categories of personal information depending on how you interact with PIP’S TRANSPORT LTD. We only collect information that is relevant and necessary for the purposes described below.

2.1 Categories of personal data we collect

The personal data we may collect includes, but is not limited to, the following categories:

Identification and contact details – such as your name, job title, company name, email address, telephone number, and postal address when you contact us via our website, email, or telephone.
Business and enquiry information – including details about your freight or logistics requirements, routes, timelines, cargo type, and any other information you choose to provide via our forms or correspondence.
Career and recruitment information – such as your CV, cover letter, employment history, qualifications, references, eligibility to work in the UK, and any other information submitted through our careers page or recruitment channels.
Technical and usage data – including IP address, browser type and version, device identifiers, time zone settings, pages visited, referring pages, and interaction data (such as clicks and scrolls) collected through cookies and similar technologies.
Communication preferences – relating to how you wish to receive communications from us, such as updates, news, or service information.

2.2 How we collect personal data

We collect personal information from various sources, including:

Directly from you – for example, when you complete a form on our Contact Us page, submit a career application via the Careers page, request a quote, or correspond with us by email or phone.
Automatically – as you navigate our website, certain technical data about your device and browsing actions is collected using cookies and similar tracking technologies. For more details, see section 7 below and our Cookie Policy.
From third parties – such as recruitment agencies, background checking providers (where lawful and relevant), business partners, or publicly available sources like professional networking platforms.

2.3 Purposes for which we use personal data

We use your personal information for the following purposes:

Providing and managing our services – to plan, coordinate, and deliver freight transport and logistics services, manage bookings, and maintain our client and partner relationships.
Responding to enquiries – to answer questions, provide quotations, and respond to requests submitted via our website or other channels.
Recruitment and talent management – to process applications received through our Careers page or external recruitment partners, evaluate suitability for roles, arrange interviews, and maintain a talent pipeline where appropriate and lawful.
Website operation and optimisation – to operate, secure, improve, and personalise our website, including monitoring performance, analysing usage trends, and enhancing user experience.
Compliance and risk management – to meet our legal, regulatory, and insurance obligations, including record keeping, audits, and responding to lawful requests from authorities.
Business development and communications – to share relevant updates about our Services, Solutions, and company news via the News section, where permitted by law and in line with your communication preferences.

3. Legal Basis for Processing

Under UK GDPR, we must have a valid legal basis to process your personal data. Depending on the context, we rely on one or more of the following legal grounds:

Performance of a contract – where processing is necessary to enter into or fulfil a contract with you or the organisation you represent, such as providing freight and logistics services or processing payments.
Compliance with a legal obligation – where we must process personal data to comply with legal, regulatory, tax, employment, or health and safety obligations.
Legitimate interests – where processing is necessary for our legitimate business interests or those of a third party, provided these interests are not overridden by your fundamental rights and freedoms. This may include managing our operations, maintaining network and information security, developing our business, or improving our website.
Consent – where we rely on your explicit consent, for example, for certain forms of marketing communication or optional cookies. You can withdraw your consent at any time, as described in section 6 below.
Establishment, exercise, or defence of legal claims – where processing is necessary in connection with legal proceedings, disputes, or investigations.

When we ask you to provide personal information, we aim to be clear whether the data is required by law, necessary for a contract, or optional, and what the consequences may be if you choose not to provide it.

4. Information Sharing and Disclosure

We do not sell your personal information and we only share it with trusted recipients where this is necessary, proportionate, and lawful. Depending on your relationship with us, your data may be shared with:

Service providers and suppliers – including IT hosting and support providers, communication platforms, analytics providers, recruitment platforms, and professional advisers who assist us in operating our business and website.
Operational partners – such as logistics partners, sub-contractors, or other carriers involved in delivering our Services, Logistics, or Solutions, where such sharing is necessary to plan or complete the requested transport operations.
Corporate and commercial partners – including clients and Partners where you are engaged on a shared project or contract, and where the exchange of relevant information is required for performance or oversight.
Public authorities and regulators – where we are legally required to do so, or where disclosure is necessary to protect our rights, safety, or the rights and safety of others.
Prospective or actual purchasers – as part of any merger, acquisition, restructuring, or sale of our business or assets, in which case we will ensure appropriate confidentiality safeguards are in place.

When we share your personal data with third parties, we require them to handle it in accordance with applicable data protection laws, use it only for the specified purposes, and implement appropriate security measures.

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other recognised transfer mechanisms.

5. Data Security Measures

We take the security of your personal information seriously and have implemented robust technical and organisational measures to protect it against unauthorised access, loss, misuse, alteration, or disclosure.

These measures include, where appropriate:

Use of secure servers, encryption technologies, and industry-standard security controls to protect data in transit and at rest.
Access controls and authentication mechanisms to ensure that only authorised personnel and service providers can access personal data on a need-to-know basis.
Regular monitoring, maintenance, and testing of our systems, including backup and recovery procedures designed to ensure business continuity.
Policies, procedures, and staff training on data protection, information security, and incident response.

While we strive to protect your personal data, no system can be completely secure. If we become aware of a personal data breach that poses a risk to your rights and freedoms, we will take appropriate steps to mitigate the risks and, where required by law, notify you and the relevant supervisory authorities.

We retain personal data only for as long as is necessary for the purposes described in this Policy, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the context in which it was collected.

6. Your Rights & Choices

Under UK data protection law, you have a number of rights in relation to your personal information. These rights may be subject to certain conditions and exemptions, but in general include:

Right of access – to obtain confirmation of whether we process your personal data and to request a copy of the information we hold about you.
Right to rectification – to ask us to correct or update any incomplete or inaccurate personal data.
Right to erasure – to request that we delete your personal data where there is no compelling reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected.
Right to restriction of processing – to ask us to suspend or limit the processing of your personal data in certain circumstances.
Right to data portability – to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to transmit it to another controller where technically feasible.
Right to object – to object at any time to the processing of your personal data based on our legitimate interests or for direct marketing purposes.
Right to withdraw consent – where processing is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, or to raise a concern about how we handle your information, please use the contact details set out in section 8 below or reach us via the Contact Us page. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns before you approach the ICO.

7. Cookie Usage and Tracking Technologies

Our website uses cookies and similar tracking technologies to provide core functionality, enhance your browsing experience, and help us understand how visitors use our site.

7.1 Types of cookies we use

The categories of cookies we may use include:

Strictly necessary cookies – required for the operation of our website, such as enabling page navigation and access to secure areas. These cookies cannot be switched off in our systems.
Performance and analytics cookies – which help us understand how visitors use our site, so we can measure and improve performance, including pages visited, time spent, and error messages encountered.
Functionality cookies – used to remember choices you make (such as language or region) and provide enhanced, more personalised features.

7.2 Managing your cookie preferences

When you first visit our website, you may be presented with a cookie banner or settings tool that allows you to manage your preferences for non-essential cookies. You can change your preferences at any time by adjusting the relevant settings in your browser or device.

Most web browsers allow you to refuse or delete cookies through their settings. Please note that disabling certain cookies may impact the functionality and performance of our website. For more detailed information about the cookies we use and how to manage them, please refer to our dedicated Cookie Policy.

8. Contact Information & Policy Updates

8.1 How to contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way PIP’S TRANSPORT LTD handles your personal data, please contact us using the details below or via our Contact Us page:

PIP’S TRANSPORT LTD
Cornerstone House Midland Way, Thornbury, Bristol, South Glos, BS35 2BS
Email: [email protected]
Website: https://pips-transport.site/

8.2 Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements to our website and services. When we make material changes, we will update the "last updated" date below and, where appropriate, notify you through our website or other communication channels.

We encourage you to review this page periodically to stay informed about how we protect your personal data.

Last updated: [Please insert current date]

For information about how we handle cookies and similar technologies, please see our Cookie Policy. For information about your contractual relationship with us and website use, please refer to our Terms and Conditions.