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Privacy Statement

  1. (1)Your data and us.

The General Data Protection Regulation (GDPR) comes into effect on 25 May 2018 and it places new obligations on organisations that hold or process personal data.

In order to comply with new Data Protection Regulations, we would like to make you aware of the how we collect, handle, process and protect your information.

This statement also details the rights available to you in relation to how we hold and use your personal data, how to exercise those rights, and what to do if you require more information or wish to make a complaint.

This privacy statement applies to all personal data we hold at or premises in Waterford, Ireland, and Birmingham, UK, off-site back up locations, plus any Cloud services we utilise. 

We may, because of relationships of varying durations, hold information about current customers and suppliers, obsolete/previous customers and suppliers, prospective customers and suppliers, and non-performing customers and suppliers.

  1. What is the reason for having your data?

We gather your personal data so that we can manage our relationships with you and provide a more rounded and comprehensive service that you require.

Doing this allows us to:

ü  Arrange services in an efficient manner

ü  Plan and make provision for adequate services

ü  Meet our customer’s contractual obligations

ü  Satisfy our own strategic planning objectives

ü  Allow for efficient invoicing and account reconciliation

ü  Allow us to meet our Irish, UK & EU legal obligations

ü  Encourage the improvement of our existing products and services

ü  Future development of our business

We ensure that all the personal data and information we collect is appropriate to the purposes for which it is obtained. We operate a Transport and Warehousing business, and the information is only used in relation to the execution of those services.

  1. (3)Integrity of your Personal Data

All physical data; logs, paper files, PODs, statements etc, are kept in secure areas on our sites, which have strict access protocols in place.

All computerised data; computer files, scanned documents, emails (incoming/ outgoing), accounts related transactions etc, are kept on local secure servers, behind firewalls, on secure cloud-based servers and on off-site back-up servers, which are located in the Republic of Ireland. Also, authorised company desk top computers, phones and lap-tops.

Only those with authorisation can access these files. These include our trained employees and our IT services providers – Listed as approved IT sub-contractors.

We do not permit the use of unencrypted USB keys or mass storage devices of any kind to be used in the storage or transfer of our data.

We ensure that our processes clearly identify the requirements for managing personal data and that they are up to date.

  1. (4)Types of your personal data that we may hold

Through the course of our business, the following is a comprehensive list of the information we may hold;

  • Company and/or Trading name
  • Addresses for Registered Office, Warehouses or other facilities
  • Contact details for offices; Land Telephone and Fax numbers
  • Email addresses for points of contact; Operations/ Sales/ Accounts
  • Work mobile numbers for relevant personnel
  • Personal mobile numbers for relevant personnel (when necessary)
  • Details of suppliers and their relevant operational contact points
  • Details of customers and their relevant operational contact points
  • Bank accounts information, to facilitate accounts payable & receivable
  • Trade references
  • Other consented information we deem necessary for our operation.

Information is gathered by way of consent, through our direct dealings with our customers and suppliers. This information can be received electronically, aurally or in writing. We may also obtain information about individuals from external parties, such as credit reference agencies.

We do not at this time hold information of the following nature;

  • Medical or Criminal records
  • Biometric or DNA data
  • Financial records outside of those supplied by our customers and suppliers directly.
  • Illegally obtained information
  1. What duration is the data held for

Information collected by us will be held for as long as it is required to fulfil the purpose it was collected for and to protect our business and our rights.  We are required to keep certain types of information for a specific period of time in order to comply with legal requirements in Ireland, the UK and the EU. 

  1. (6)Marketing and your data

At this current time, we do not operate unsolicited sales or marketing campaigns that would require use of your personal data.

We reserve the right to undertake a campaign at any time. However, your consent will first be sought to include you on a sales list, on an opt-in basis.

We do not share your information with 3rd party marketing companies under any circumstances.

As part of our ISO Quality Management System, we do periodically under take customer satisfaction surveys. In the event that you are contacted by us, your consent to proceed with this survey will be sought at the outset. The information obtained is analysed as part of our own performance audits and is only likely to be shared with the NSAI, as our accreditation body.

  1. Who we might share your data with

We may share your personal data with, or disclose your personal data to, the following categories of third party:

  • Agents or suppliers: these are persons or companies whom we have contractual dealings with to provide products or services that we use in connection with our transport and warehousing business.In most cases, they will be within the EU/EEA but in some cases they may be outside of the EU/EEA.

We will only share or disclose to these parties the information that they need in order to provide the products or services required. We will always require those parties to ensure that the information is always adequately protected and non-transferrable to unauthorised parties.

  • Professional consultants: we may share or disclose personal data to professional advisers we may engage for any reasonable purpose in connection with our business, including assistance in protecting our rights and legal standing.
  • Other external bodies: in certain circumstances, we may be required by law to disclose personal data to external bodies, such as local authorities, government departments, policing authorities, road safety authorities, border officials.  In these cases, we will disclose the minimum amount of information required to satisfy our legal obligation. However, once the information is disclosed, we will not be able to control how it is used by those bodies.
  • Customers & Suppliers: Should any old, potential or new customers/ suppliers approach us for information about your own data or company operations, we will insist that all information requests will only be entertained with expressed written permission from your own company. (E-mail is an acceptable form)
  1. You have rights!

You have a range of rights available to you to give you confidence that your data is being appropriately managed.

The rights that you have available to you include:

Gaining access to and copies of your personal data: you are entitled to receive, on request and free of charge, a copy of all your personal data that we hold. There are some limitations to this right.  For example, if the data also relates to another person and we do not have that person’s consent, or if the data is subject to legal privilege. Where there is data that we cannot disclose, we will explain this to you.

Ensuring that your data is accurate: our aim is to ensure that the data we hold about you is correct and up to date. From time to time we may contact you to verify the information that we hold. You may also contact us to correct any errors that you notice.

Granting or Removing consent: where we require your consent for any processing, for example, to provide you with direct marketing communications, we will clearly explain what the consent is for, and any consequences of giving or refusing consent, and will provide that consent can only be given by way of a positive action by you. We will also ensure that you are able to withdraw any such consent at any time.

Restricting processing of your data: you have the right to request us to restrict the processing of your personal data in certain circumstances, for example, if there is a dispute over our rights to carry out specific processing activities, or where you do not want us to delete data.  We will respond promptly to your request and will provide an explanation if we cannot fully comply.

Deletion of your data: in certain circumstances, you may have the right to have some or all of your personal data deleted from our records. This is sometimes referred to as the “right to be forgotten”. This may occur if, for example, we retain data which is no longer required by us, or if you withdraw a consent.  If you continue to have a relationship with us, we must retain the data we need to manage this relationship. We will respond promptly to your request, and provide reasons if we object to the deletion of any of your personal data.

Moving your data: where it is possible for us to provide it, you have the right to receive a digital copy of the personal data that you have provided to us.

International Transfers of Data: in certain circumstances, we may transfer your personal information internationally, including outside of the European Economic Area (EEA). Should we do this, we ensure that all transfers are made in accordance with data protection law and that your data it will be given an equivalent level of protection that it has when it is being managed in Ireland.

  1. How to make a complaint

If for any reason you have a complaint about our use of your personal data, or you are unhappy in any way with the information we provide to you, we would like you to contact us directly so that we can address your complaint. See details below

  1. Changes to our privacy notice

We will occasionally update this privacy statement.

  1. How to contact us

If you have any queries or comments about this privacy statement, we can be contacted at Mac Trans Freight Ltd, Belvedere, Tycor, Waterford City, Ireland X91 X3HR

+353 (51) 358529

or

Mac Trans Freight UK Ltd, Impex House, Valepits Road, Garretts Green Ind Est, Birmingham B33 0TD

+44 (121) 7862001

Your Data Liaison Person in Stephen McNamara

Cookies Policy       VER1.0 25/05/2018

  1. (1)What Are Cookies?

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

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All rights Mac Trans Freight Ltd & Mac Trans Freight UK Ltd 2018