How we use your personal information
This privacy notice is to let you know how we promise to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a customer, supplier or employee and the choices you give us about what information you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
Our Privacy Promise
- To keep your data safe and private.
- Not to sell your data.
- To give you ways to manage and review your marketing choices at any time.
Data Protection law will change on 25 May 2018
This notice sets out most of your rights under the new laws. We’ll update it again between now and 25 May 2018 when changes come into effect.
Who we are
We are Elk Motors Ltd trading as Bridgeway Freighting or Bridgeway Express & also Bridgeway Express Parcels Ltd trading as Bridgeway Express or World Options.
If you have any questions, or want more details about how we use your personal information, you can ask us by emailing email@example.com.
Or you can call us on 0800 270 7009 (+44 1453 514000 from outside the UK).
How the law protects you.
As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.
Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside our companies. The law says we must have one or more of these reasons:
- To fulfil a contract we have with you, or
- When it is our legal duty, or
- When it is in our legitimate interest, or
- When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.
|What we may use your personal information for||Our reasons||Our legitimate interests|
|To manage our relationship with you or your business||Your consent or those of your agent(s)||Keeping our records up to date, working out which of our services may interest you and telling you about them.|
|To develop new ways to meet our customers’ needs and to grow our business.||Fulfilling contracts||Developing our services, and what we charge for them|
|To develop and carry out marketing activities||Our legitimate interests.||Developing our services, and what we charge for them|
|To provide advice or guidance about our services.||Our legitimate interests||Seeking your consent when we need it to contact you|
|To develop and manage our brands, products and services||Fulfilling contracts||Developing services, and what we charge for them|
|To test new products||Our legitimate interests||Developing services, and what we charge for them|
|To manage how we work with other companies that provide services to us and our customers.||Our legal duty||Being efficient about how we fulfil our legal and contractual duties.|
|To deliver of our services and your products.||Fulfilling contracts.||Being efficient about how we fulfil our legal and contractual duties.|
|To manage customer’s, supplier’s & employees invoices, payments and receipts.||Our legitimate interests||Complying with regulations that apply to us|
|To collect and recover money that is owed to us.||Our legal duty.||Complying with regulations that apply to us|
|To detect, investigate, report, and seek to prevent crime.||Fulfilling contracts.||Developing and improving how we deal with crime, as well as doing our legal duties in this respect|
|To manage risk for us, our customers and suppliers.||Our legitimate interests.||Complying with regulations that apply to us.|
|To obey laws and regulations that apply to us.||Our legal duty.||Being efficient about how we fulfil our legal and contractual duties.|
|To respond to complaints and seek to resolve them.||Our legitimate interests.||Being efficient about how we fulfil our legal and contractual duties.|
|To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance, and audit.||Our legal duty.||Complying with regulations that apply to us & being efficient about how we fulfil our legal and contractual duties.|
|To exercise our rights set out in agreements or contracts||Fulfilling contracts.||Being efficient about how we fulfil our legal and contractual duties.|
Groups of Personal Information
We use many different kinds of personal information, and group them together like this.
|Type of personal information||Description|
|Financial||Financial transactions between us|
|Contact||For Employees, where you live and how to contact you. For customers and suppliers, where you work and how to contact you.|
|Transactional||Details about payments to and from your accounts with us, including any insurance claims you make.|
|Contractual||Details about the products or services you supply to us or that we provide to you.|
|Behavioural||Details about how you use our products and services.|
|Communications||What we learn about you from letters, emails and conversations between us.|
|Social Relationships||Your family, friends and other relationships|
|Open Data and Public Records||Details about you that are in public domain, and information about you that is openly available on the internet.|
|Usage Data||Other data about how you supply us or use our products and services.|
|Documentary Data||Details about you that are stored in documents in different formats, or copies of them. This could include things like your passport, drivers licence or birth certificate.|
|Special types of data||The law and other regulations treat some types of personal information as special. We will only collect and use these types of data if it is applicable and if the law allows us to do so.|
|Consents||Any permissions, consents or preferences that you give us. This includes things like how you want us to contact you, whether you get paper statements, or prefer large-print formats.|
|National Identifier||A number or code given to you by a government to identify who you are, such as a National Insurance number.|
Where we collect personal information from
We may collect personal information about you (or your business) from other companies such as your employers, suppliers or customers and from these sources:
Data you give to us:
- When you supply us with products or services or when you use any of our services
- When you talk to us on the phone or in face to face meetings.
- When you use our websites
- In emails, letters, invoices, remittance advices, cheques.
- In insurance claims or other documents
- In customer surveys
Data from third parties we work with:
- Companies that introduce you to us
- Credit reference agencies
- Social networks
- Payroll service providers
- Public information sources such as Companies House
- Agents working on our behalf
- Market researchers
- Medical practitioners*
- Government and law enforcement agencies.
* This applies to our employees only.
Who we share your personal information with
We may share your personal information with the following:
- Agents and advisers who we use to help run your accounts and services, collect what you owe, and explore new ways of doing business
- HM Revenue & Customs, regulators and other authorities
- Credit reference agencies
- Fraud prevention agencies
- Any party linked with you or your business’s product or service
- Companies we have a joint venture or agreement to co-operate with
- Organisations that introduce you to us
- Companies that we introduce you to
- Market researchers
- Companies you ask us to share your data with.
We may need to share your personal information with other organisations to provide you with the products or services you require:
- If you use direct debits, we will share your data with the Direct Debit scheme.
- If you apply for insurance through us, we may pass your personal or business details to the insurer, and onto any reinsurers.
- If you make an insurance claim, information you give to us or the insurer may be put on a register of claims. This will be shared with other insurers.
- Our suppliers or agents to enable efficient supply of services
We may also share your personal information if the make-up of either company changes in the future:
- We may choose to sell, transfer, or merge parts of our business, or our assets. Or we may seek to acquire other businesses or merge with them.
- During any such process, we may share your data with other parties. We’ll only do this if they agree to keep your data safe and private.
- If the change to our companies happen, then other parties may use your data in the same way as set out in this notice.
Credit Reference Agencies
We carry out credit checks when you apply for a credit account for you or your business. We may use Credit Reference Agencies to help us with this.
If you use our services, from time to time we may also search information that the CRAs have, to help us manage those accounts.
We will share your personal information with CRAs and they will give us information about you. The data we exchange can include:
- Name, address
- Credit application
- Details of any shared credit
- Financial history
- Public information, from sources such as the electoral register and Companies House.
We’ll use this data to:
- Assess whether you or your business is creditworthy
- Make sure what you’ve told us is true and correct
- Help detect and prevent financial crime
- Manage your credit account with us
- Trace and recover debts
We will go on sharing your personal information with CRAs for as long as you are a customer or supplier. This will include details about your settled accounts and any debts not fully repaid on time. It will also include details of funds going into the account, and the account balance. The CRAs may give this information to other organisations that want to check credit status. We will also tell the CRAs when you settle your accounts with us.
When we ask CRAs about you or your business, they will note it on your credit file. This is called a credit search.
If you apply for a product with someone else, we may link your records with theirs. We may do the same if you tell us you are in business with other partners or directors.
You should tell them about this before you apply for a credit account. It is important that they know your records will be linked together, and that credit searches may be made on them.
If you choose not to give personal information
We may need to collect personal information by law, or under the terms of a contract we have with you.
If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to run your accounts. It could mean that we cancel a service you have with us.
We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.
The personal information we have for you is made up of what you tell us, and data we collect when you use our services, or from third parties we work with.
We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you.
You can ask us to stop sending you marketing messages by contacting us at any time.
Whatever you choose, you’ll still receive any important information relating to the ongoing provision to us or your use of products and services.
How long we keep your personal information
We will keep your personal information for as long as you are a customer of any of our companies.
After you stop being a customer, we may keep your data for up to 10 years for one of these reasons:
- To respond to any questions or complaints.
- To show that we treated you fairly.
- To maintain records according to rules that apply to us.
We may keep your data for longer than 10 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.
How to get a copy of your personal information
You can access your personal information we hold by emailing us at firstname.lastname@example.org or by writing to us at this address: 37 Silver Street, Dursley, Glos GL11 4NA.
Letting us know if your personal information is incorrect
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this.
If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.
You can ask us to restrict the use of your personal information if:
- It is not accurate.
- It has been used unlawfully but you don’t want us to delete it.
- It not relevant any more, but you want us to keep it for use in legal claims.
- You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.
How to withdraw your consent
You can withdraw your consent at any time. Please contact us if you want to do so.
If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.
How to complain
Please let us know if you are unhappy with how we have used your personal information. You can contact us by email at email@example.com. You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern.
Future formats for sharing data
The Data Privacy laws will change on 25 May 2018. From that date you will have the right to get your personal information from us in a format that can be easily re-used.
You can also ask us to pass on your personal information in this format to other organisations.