Policies and
Certificates

Introduction

 

We are Freight Transport Association (“FTA”) trading as “Logistics UK”, company registration 391957, located at 5, Lonsdale Gardens, Tunbridge Wells TN1 1NU.

 

We collect professional personal data (e.g., business-related information) to support the activities of our organisation and have carried out assessments of the legal basis for processing this data. We have concluded that collecting this data is necessary on the grounds of contractual and legal obligations together with our legitimate interests for the use of client data, to support membership activities and/or to deliver related commercial services. We have in place the appropriate systems and security controls to ensure that we protect your data and to prevent it from being used, lost, altered, disclosed or otherwise accessed in an unauthorised way

 

This Privacy Policy sets out the basis on which any personal data we collect from you, or that which you may have provided to us directly, will be processed. It also explains how Logistics UK collects, uses, shares, stores and protects personal data when individuals interact with our services, websites, training activities, events, membership services and associated systems. Finally, it also explains the rights available to individuals under applicable data protection legislation.

 

Information you provide to us

Data Controller Status

For the purposes of UK data protection legislation, Logistics UK generally acts as the Data Controller in respect of personal data processed for the administration and delivery of training courses, qualifications, certifications, accreditations, membership services, events, customer support activities and associated business operations. This means Logistics UK determines the purposes for which, and the manner in which, personal data is processed.

 

Where Logistics UK processes personal data on behalf of another organisation, or where processing is carried out jointly with another organisation, the relevant arrangements will be communicated separately where appropriate.

 

We collect personal information from you to allow us to deliver our services and comply with legal obligations which we are subject to.

 

These can include:

 

ACCOUNT INFORMATION

 

We require information from you to create an account(s) on our Services or for interacting with Logistics UK, this will include information such as your name, postal address, work address, job title and role, email address, telephone number and any additional information to support the Service or information that you are applying for.

 

SERVICE INFORMATION

 

1. Membership We may require information to support service delivery (depending on the type of service), to support membership activities, assist us with policy representation.

 

1. Compliance Services

 

We may collect the following types of personal information about you so that we can deliver compliance services such as Tachograph Analysis; Driver Licence Checking; Driver Risk Management; Auditing, Vehicle Defect Reporting; PCN Management; Training services. Specifically, we may collect the following information:

 

Contact details: information that allows us to identify and contact you directly such as your name, address, email address, telephone number and addresses.

 

Identification information: driving licence, identity cards, Companies House information, and membership of relevant schemes.

 

Vehicle and driving information: including driving licence details, licence categories, licence date formats, licence status codes, ADD message codes, entitlement information codes, endorsement offences codes, disqualifications, driver number, vehicle details and vehicle registration details, vehicle serial number or any other unique identifier of the vehicle (for example, vehicle licence plate number), vehicle condition (defects), general driving information including the duration of journeys, speed, acceleration/de-acceleration, harsh cornering, harsh braking, driver behaviour and other telematics data and individual driver activity, driver ID data and individual driver mileage, usage, maintenance and other technical information, employee risk scores and driving performance, associated reference numbers (e.g. payroll ID, Fleet no.), Certificate of Professional Competence (CPC) number and card start/expiry dates, Tachograph Driver card number, dates and card status code, incident data, MOT expiry and VED expiry.

 

3. Shop Purchases

We will share your name, address and contact details with a 3rd party to fulfil product purchases from our Shop.

 

If you contact us or participate in a survey, contest, or promotion, we collect the information you submit such as your name, contact information, and message.

 

INFORMATION FROM THIRD-PARTY SERVICES

 

If you choose to take services from our trusted partners, we may exchange information with that partner to enable us to deliver that service.

 

PAYMENT AND CARD INFORMATION

 

Some of our Services can be paid for by credit or debit card. If you chose to use this payment method, you must provide certain information for identification and verification, such as your name, credit or debit card number, card expiration date, CVV code, billing and shipping address. This information is encrypted and sent to your card network. Payments are processed by our third party suppliers, Opayo and Stripe.

 

We strictly do not store the credit or debit card number, card expiration date, CVV code. We do store your delivery and billing address to fulfil your order. Note that third-party payment processors may retain this information in accordance with their own privacy policies and terms.

 

QUALIFICATION, ACCREDITATION AND AUDITING EVIDENCE

 

Logistics UK offers services and training which can result in individuals or your organisation receiving a recognised qualification or accreditation issued by Logistics UK on behalf of the awarding body. To allow Logistics UK to issue these qualifications / accreditations we must share some personal data with the awarding body/accreditation centre and retain certain material as evidence as required by the awarding body. This may include, names, unique learner information and contact details as well as proof of identification (such as a copy of an individual’s driving license).

 

Training Delegates and Learners

 

Where an individual is registered to attend a training course, assessment, qualification, certification programme or accreditation activity, Logistics UK may process personal data for the following purposes:

 

• Administration of course bookings and attendance.
• Verification of identity.
• Management of learner records.
• Delivery of training materials and assessments.
• Issuing certificates, qualifications or accreditations.
• Compliance with awarding body requirements.
• Maintaining records required for regulatory, audit and quality assurance purposes.
• Responding to enquiries, complaints or appeals relating to training activities.

 

Personal data may be obtained directly from the learner or from the learner’s employer where the employer is arranging attendance on the individual’s behalf.

 

SHARING DATA WITH AWARDING BODIES AND ACCREDITATION ORGANISATIONS

 

Where training courses, qualifications, certifications or accreditations involve third-party awarding organisations, examination bodies, certification providers or accreditation centres, Logistics UK may share relevant personal data with those organisations where this is necessary to:

 

• Register learners.
• Verify identity.
• Administer examinations or assessments.
• Issue certificates or qualifications.
• Conduct quality assurance or audit activities.
• Comply with regulatory requirements.

 

Further information regarding specific awarding bodies or accreditation organisations involved in particular courses is available on request or may be provided within course-specific documentation.

 

SPECIAL CATEGORY DATA

 

Logistics UK does not routinely collect sensitive personal information, such as information about an individual’s health, ethnicity, religious beliefs, trade union membership or other special category data. In limited circumstances, we may need to collect and use this information to provide reasonable adjustments, meet accessibility requirements, support health and safety arrangements, or administer assessments and qualifications.

 

Where we do so, we will only use this information when we have a valid legal basis under UK data protection law. Where your consent is required, we will explain this to you separately and give you the choice to provide or withhold that consent. Where another legal basis applies, we will only use the information that is necessary to provide the service, meet our legal obligations, or protect your interests and wellbeing.

 

How is your personal information collected?  

 

We may collect personal information in the following ways: –

 

• by filling in application or other forms, making purchases or logging into the website.
• corresponding with us by post, phone, email, live chat or in person.
• by using interactive features and services provided through our online systems (such as the Vision platform) or the website.
• by searching and/or purchasing products through the website.
• through social media functions.
• by entering a promotion or carrying our one of our industry surveys.
• by attending our seminars, events, briefings, or training courses.
• by making an enquiry or reporting a problem with our systems, the website or any services we provide.

 

Where an employer, client organisation or other third party registers an individual for a training course or qualification, Logistics UK may receive personal data from that organisation directly. Such information will be processed in accordance with this Privacy Policy and applicable data protection legislation.

 

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

 

Personal Information that we may collect from you.

 

How we use your personal data

 

We will only use your personal data in accordance with the law. Most commonly, we will use your personal data in the following circumstances:

 

• Where we need to perform the contract, we are about to enter or have entered with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

 

MARKETING

 

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

 

Promotional offers:

We may use your Identity, Contact, Technical, Usage and Profile Data 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 call this marketing).

 

You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing. You may also receive third-party marketing communications where you have attended one of our seminars, events, or briefings and these have been sponsored. We share attendee contact information with our sponsors, but you may opt out of any marketing communications you receive at any time.

 

Third-party marketing

Excluding data that is shared with third-party sponsors of our seminars, events, or briefings (referred to above), we will get your express opt-in consent before we share your personal data with any organisation outside the Company for marketing purposes.

 

Opting out

You can ask us or third parties to stop sending you marketing messages at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us because of service purchase

 

OUR WEBSITE

 

When you visit our website, we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website.

 

To provide you with our products and services, or to reply to any enquiries, we collect professional information (e.g. business-related data) about you and your company submitted to our websites, passed on during telephone or online live chat conversations, included in emails and mobile messaging and any other form of written or verbal communication. For example, we might keep a record of your name, work address and associated delivery addresses, work email address and work telephone number(s).

 

We also hold the IP addresses of visitors to the website.

 

COOKIES

 

We may automatically log personal data or link information automatically logged by other means with personal data about specific individuals. However, we will only use this information to help us respond to queries you may have about our products or services or to tell you about other products and services that we think you may be interested in. We will not pass this information on to any third parties.

 

The Internet browser that you use may make use of a feature called a “cookie” to assign identification to your computer. We do not use cookies to store personal data or to link personal data to non-personal data, unless you have first agreed to this by selecting the “Remember Me” option. If you select this option, a cookie will be placed on your computer which will allow our website to recognise you when you return to our website. No personal information will be stored in this cookie.

 

We may use several different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit www.aboutcookies.org for detailed guidance.

 

You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

 

Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete our cookies having visited the site.

 

Email

 

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy.  Email monitoring or blocking software may also be used.

 

Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law and is free of malicious content which could otherwise compromise our systems.

 

Telephone

 

Both incoming and outgoing telephone calls to or from Logistics UK may be recorded and monitored.  This is done for customer service purposes, including training.  Calls are retained in a protected environment for a period of 12 months, are subject to security access controls, and are not shared with any 3rd parties.

 

If you would like to request an unmonitored call back, please use the corresponding Call Request form.

 

Change of Purpose 

 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

 

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

Data Security

 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

 

Our emails are encrypted for security purposes using Egress to prevent unauthorised recipients from opening the data contained in the email. By replying to these emails your data back to us will also be encrypted. If you are unsure how to open the email, then please message our support team at [email protected].

 

We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulators within 72hrs of a confirmed breach.

 

International Transfers

Logistics UK does not routinely transfer personal data outside the United Kingdom.

 

Where personal data is transferred outside the United Kingdom, Logistics UK will ensure that appropriate safeguards are implemented in accordance with applicable data protection legislation. Such safeguards may include:

 

• Countries recognised by the UK Government as providing an adequate level of protection for personal data.
• The UK International Data Transfer Agreement (IDTA).
• Approved Addenda to Standard Contractual Clauses.
• Other transfer mechanisms permitted under UK data protection law.

 

Individuals may request further information regarding international transfer safeguards by contacting the Data Protection Officer.

 

Retention of Personal Information

 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 

Where retention periods are subject to change due to regulatory requirements or awarding body rules, Logistics UK will retain records for the period necessary to satisfy those obligations.

 

Details of retention periods for different aspects of your personal data are available in our Retention Policy & Schedule which you can request from us by contacting the Data Protection Officer ([email protected]).

 

Automated Decision-Making

 

Logistics UK does not routinely make decisions based solely on automated processing, including profiling, that produce legal effects concerning individuals or similarly significantly affect them.

 

Should this position change for any service, individuals will be informed separately in accordance with applicable data protection legislation.

 

Your rights

 

Under data protection laws, you have several rights. You have the right to:

 

• Request access to your personal data
• Request correction of the personal data that we hold about you
• Request erasure of your personal data
• Object to processing of your personal data
• Request restriction of processing
• Request the transfer of your personal data to you or to a third party.
• The right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your personal data has been processed unlawfully.

 

If you wish to exercise any of the rights set out above, please contact us as instructed below. You can obtain further information about these rights by visiting ico.org.uk

 

Before processing your request, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

 

Complaints

 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. You can do this by emailing our DPO or writing to our data protection officer at the registered company address (please see below)

 

When we receive a complaint from a person or company, we make up a file containing the details of the complaint. This normally contains the identity of the complainant, and any staff members involved in the complaint.

 

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

 

Similarly, where enquiries are submitted to us, we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

 

Contacting us

 

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO at [email protected].  Alternatively, please fill out our online complaints form by clicking here or write to us at Member Services, LOGISTICS UK, 5 Lonsdale Gardens, Tunbridge Wells TN1 1NU.