Legal

Privacy Notice

VS Portsmouth Logistics customer privacy notice

How we use your personal information

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
International data transfers
How to complain

Contact details

Post: 11 Hill View Road, Fareham, Hampshire, PO16 8DB, United Kingdom
Telephone: 07859745732
Email: verity@vsportsmouth.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Addresses
Account information

We collect or use the following information to comply with legal requirements:

Name
Contact information
Financial transaction information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Account information
Purchase or service history

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access — You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure — You have the right to ask us to delete your personal information.
Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information.
Your right to object to processing — You have the right to object to the processing of your personal data.
Your right to data portability — You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent — When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent — we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests — we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Operational Delivery & Security: Ensuring the technical security of your IT networks, detecting fraud, and managing core functionalities.
- Customer Care: Handling direct inquiries, processing routine client requests, and maintaining client relationships.
- Commercial Growth: Promoting your goods and services or conducting non-intrusive direct marketing.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Recognised legitimate interests — our pre-approved purpose for collecting or using personal information to provide and improve products and services for clients are: We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’).

Our lawful bases for collecting or using personal information for legal requirements are:

Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Recognised legitimate interests — our pre-approved purpose for collecting or using personal information to comply with our legal and regulatory obligations is:

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation — we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

Directly from you
Insurance companies
Publicly available sources
Suppliers and service providers

How long we keep information

We keep your personal information for the length of our contract with you, for as long as we are providing services, and while you are actively doing business with us. In all cases, we hold personal information for a maximum period of 6 years. This period reflects the limitation periods for contract claims, HM Revenue & Customs (HMRC) reporting requirements, and our record-keeping obligations.

When we no longer need your personal information, we will securely delete or anonymise it.

Who we share information with

Others we share personal information with

Service providers, including carriers, port agents and IT providers
Professional advisers and consultants
Regulatory authorities, including HM Revenue & Customs (HMRC) and other government bodies
Executive Freight Services
Organisations we’re legally obliged to share personal information with

International data transfers

As a freight forwarding business, we routinely transfer personal information (such as the names, contact details and addresses of shippers, consignees and their representatives) to organisations located outside the United Kingdom in order to arrange and complete the international movement of goods. Recipients may include our overseas agents and correspondents, carriers (shipping lines, airlines and road hauliers), customs authorities and customs brokers, and IT and communications service providers.

Where we transfer personal information to a country outside the UK, we make sure it is protected in one of the following ways: the country has been assessed by the UK government as providing an adequate level of data protection ("UK adequacy regulations"); the transfer is covered by an appropriate safeguard such as the International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or binding corporate rules; or, where no such mechanism applies, the transfer is necessary to perform our contract with you or to take steps at your request before entering into a contract (for example, to complete the shipment you have instructed).

You can ask us for more information about the safeguards we use for international transfers by contacting us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: verity@vsportsmouth.com
Post: 11 Hill View Road, Fareham, Hampshire, PO16 8DB, United Kingdom

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

This privacy notice is provided in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.