Operational Privacy Policy

Palletforce, Palletforce Members and suppliers of collection and delivery services to Palletforce or Palletforce Members will process Personal Data in compliance with the General Data Protection Regulation (GDPR) for the purposes of the performance of a contract and to meet our legal obligations.

Where Personal Data is processed by Palletforce for the purposes of operating the pallet network Palletforce is the Data Controller and Members are Data Processors.

Personal Data will be processed in a lawful, fair and transparent manner in relation to the identification of individuals.

Palletforce ltd is located at Callister Way, Burton on Trent, DE14 2SY. Our data protection registration number is ZA313616.

Operational Personal Data

Operational Personal Data is Personal Data identifying the employees, agents and contractors of Members, customers, transport partners, suppliers, collection points, consignors and consignees.

This clarification is required because Palletforce also processes Personal Data for its employees which is covered by a separate policy.

Operational Personal Data consists of data such as:

Names
Telephone Numbers
Email Addresses
Residential Addresses
Images of signatures
The coordinates of the location when a collection and/or delivery takes place
The current and historical location of ePOD devices
CCTV footage of operational areas of Palletforce locations
Names of trunk and collection/delivery vehicle drivers

Purpose of Processing the Data

Palletforce processes Operational Personal Data as reasonably required to operate the pallet network.
Our legal bases for processing Operational Personal Data are:

Processing the Operational Personal Data is necessary for the purpose of carrying out contracts with members, consignors and consignees.
Processing is necessary to comply with a legal obligation.
Processing the Operational Personal Data is necessary for the purposes of our legitimate interests as the data controller (except where such interests are overridden by the interests, rights or freedoms of the individual).

This includes processing of Operational Personal Data to facilitate activities such as:

The collection and delivery of consignments
Managing user accounts to access Palletforce IT systems
Tracking and proof of delivery
Billing and payment
Reporting, planning and analysis
Sales and marketing
The integration of Member and Customer IT systems
CCTV for the purposes of health & safety, site security, crime prevention, and the identification of issues relating to the handling of goods

Third-party Transfers

Operational personal data will be shared with our members, delivery partners and customers for the purposes of carrying out contracts.

Data Security

Palletforce will implement appropriate physical and technical resources to protect Operational Personal Data against unauthorised access, use or disclosure.

Personal data is processed inside the United Kingdom, European Economic Area or with third-parties in countries recognised by the EC as providing adequate protection such as the United States of America using Privacy Shield.

Palletforce will promptly notify Members about any known unauthorised access, use or disclosure.

Retention

Palletforce will retain Operational Personal Data in Alliance for individual consignments for no more than 730 calendar days from the date of data entry.

Web Browser Cookies

Cookies are small pieces of data sent to your web browser by a web site you visit. A cookie is stored in your web browser and allows services to recognize you.

Palletforce uses both persistent and temporary (session) cookies for:

Storing information about your session and site preferences while you are using Palletforce web sites to provide the functionality of our web sites. Disabling this cookie will affect your ability to access parts of our Alliance web site.
Remembering you between logins to facilitate a quicker login process. This cookie is not essential to the use of the Alliance web site.
Using analytical services to store anonymous information about your web browser, IP address and other network information. This information is used for the purposes of monitoring the ongoing performance, security and usage of our web sites. This cookie is not essential to the use of the Alliance web site.
Palletforce does not store personal data in cookies.

All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular areas of our Website.

For more information on cookies you can read the guidance at All About Cookies or the support website for your web browser.

Data Subject Rights

Individuals are granted the rights in the GDPR with regard to their personal data:

The right to be informed.This Operational Privacy Policy describes the way Palletforce processes Operational Personal Data.

Individuals can exercise the following rights by contacting the Palletforce Data Protection Team at [email protected] or via the postal address shown in the ‘Enquiries’ section of this document:

The right of access to their personal data processed by Palletforce.
The right to rectify incorrect personal data.
The right to delete their personal data and to minimise the period personal data is retained.
The right to restrict processing of their personal data where the data is inaccurate, where the individual believes that there is no legitimate interest or where the processing unlawful.
The right to data portability of personal data in a structured, machine readable, format.
The right to object to the processing of personal if Palletforce cannot demonstrate compelling legitimate grounds for processing.

More information regarding individuals rights are available on the ICO web site at https://ico.org.uk/for-the-public/.

Enquiries

All enquiries including access requests, rectification and deletion should be addressed to [email protected] or by post at:

Data Protection Team
Palletforce Ltd
Callister Way
Burton on Trent
DE14 2SY

Complaints

Data subjects have the right to complain if their rights are not being upheld. Complaints should be made to the Information Commissioners office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Customer Obligations

Customers providing Operational Personal Data warrant that they have a legal basis for processing the personal data before the Operational Personal Data is provided to Palletforce.

Customers must ensure that Operational Personal Data provided by them is:

Accurate and kept up to date.
Relevant and limited to what is necessary in relation to the purposes for which they are processed.
Used only for the purposes of collecting, tracking and delivering consignments.
Appropriately secured to minimise the risk of loss and/or breach.

Retention

Where Operational Personal Data is stored in customers’ IT systems the Member must retain Operational Personal Data for individual consignments for no more than 730 calendar days from the date of importing into their systems.