Privacy Policy
This policy explains what personal data Rapid Despatch collects, why, who we share it with, how long we keep it and what rights you have. It covers this website, quote and enquiry forms, account applications, bookings, deliveries and driver applications.
Who we are
Rapid Despatch is the trading name of Rapid Despatch Logistics Ltd, a company registered in England and Wales, company number 04215880. Our registered office is Unit 2, 424 Portswood Road, Southampton, Hampshire, SO17 3SD.
We are the controller of the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration number ZB456327.
If you have a question about this policy or your data, contact our Data Privacy Manager:
- Email: info@rapiddespatch.co.uk
- Post: Data Privacy Manager, Rapid Despatch Logistics Ltd, Unit 2, 424 Portswood Road, Southampton, SO17 3SD
- Phone: 0345 8333 833
Emails are read during office hours, 08:00 to 18:00.
The personal data we collect
When you ask for a quote or contact us
Through the quote and contact forms on this website we collect your name, company name, email address, phone number, collection and delivery postcodes, when the goods are ready, the service you are interested in and your message.
With each enquiry the website also records which page the form was on and, if you allowed analytics cookies or you enquired on the first page you visited, how you arrived at the site: the page you landed on, the website that referred you and any campaign tags in the link (for example, from an advert or a newsletter). We use this only to understand which channels bring enquiries. It does not identify you on its own.
When you open an account
The account application asks for your company's details (name, address, registration and VAT numbers, type and nature of business), the names, email addresses and phone numbers of your main contacts, where invoices and proof of delivery should go, your expected monthly spend and the credit limit you are requesting.
We do not carry out a formal credit check on account applicants. We may look the business up on Creditsafe, a credit reference service. This is a look-up only: the search is not recorded on the business's credit file and cannot be seen by the public.
When you book and use our services
To collect and deliver a consignment we use the details you give us about the sender and the recipient: names, addresses, phone numbers, email addresses and any delivery instructions. For some consignments, such as medical or legal items, we also record handling requirements and who signed for the delivery. For international shipments we collect the information customs require, which can include the recipient's contact details and tax or import identifiers.
If you are the recipient of a consignment, we received your details from the person or business sending it.
We also keep records of bookings, proof of delivery, invoices, payments and correspondence.
When you call us
We do not record phone calls. During a call we make a note of the details you give us so that we can arrange or follow up the job.
Vehicle tracking and CCTV
We use vehicle tracking. [TO CONFIRM: what the tracking records, what we use it for, how long the data is kept and how drivers are told about it. Also confirm whether CCTV is used at any branch or in any vehicle. If it is not, this section will say so.]
When you apply for courier work or work with us as a driver
See Recruitment below.
When you use this website
We collect technical data such as your IP address, browser type and the pages you visit. Analytics data is only collected if you allow analytics cookies. See our Cookie Policy.
How and why we use it
| What we use it for | Data used | Lawful basis |
|---|---|---|
| Responding to quote and contact enquiries | Enquiry details | Taking steps at your request before entering a contract, and our legitimate interest in responding to business enquiries |
| Setting up and managing customer accounts | Account application details | Performing our contract with you, and our legitimate interest in managing credit risk |
| Collecting, carrying, storing and delivering goods | Sender and recipient details, consignment information | Performing our contract with the customer, and our legitimate interest in delivering the consignment to the right person |
| Customs and international shipping | Customs information | Legal obligation, and performing the contract |
| Invoicing, accounting and tax records | Account, booking and payment records | Legal obligation |
| Handling claims and complaints | Booking records, correspondence, photographs | Performing the contract, and our legitimate interest in resolving claims |
| Understanding which pages and channels bring enquiries | Page, landing page, referrer and campaign tags sent with an enquiry | Legitimate interest in running and improving our business |
| Website analytics | Analytics cookie data | Your consent, which you can withdraw at any time through "Cookie settings" in the footer |
| Keeping the website secure | Technical data | Legitimate interest in protecting our website and customers |
We do not use enquiry details to send you marketing emails. If that changes, we will ask for your agreement first and every message will include a way to opt out.
We do not make decisions about you based solely on automated processing.
Where we rely on legitimate interests, we have weighed them against your rights. You can object at any time (see Your rights).
Recruitment
This section is our recruitment privacy notice. It applies when you apply for courier work through this website, or sign a subcontractor agreement with us.
What we collect when you apply. Your name, email address, phone number, home or operating postcode, nearest branch, the role you are applying for, vehicle type and make, model and year, whether you hold goods-in-transit and hire-and-reward insurance, when you can work, whether you have the right to work in the UK, your experience and anything else you choose to tell us.
What we collect if you then work with us. To set up a subcontractor agreement we also collect your date of birth, address, driving licence details, bank details for payment, copies of your insurance and other certificates, an emergency contact and your signed declarations. Please tell your emergency contact that you have given us their details.
Why, and on what basis. To assess your application and contact you about it (taking steps at your request before a contract, and our legitimate interest in finding suitable drivers); to confirm you can lawfully work in the UK and hold the licence and insurance the work requires (legal obligation and legitimate interest); and to pay you and manage the agreement (performing the contract).
Who sees it. Our operations and branch managers who handle driver applications. Applications are made through a form provided by Deftform, which stores the form and emails it to us. Where it is needed for the work, relevant details are shared with our insurers.
How long we keep it. We keep unsuccessful applications for 6 months after we make our decision. We keep subcontractor records for the length of the agreement plus 6 years.
Checks. We ask to see your driving licence and proof of your right to work in the UK, and we may carry out a Disclosure and Barring Service (DBS) check, which we do through the Government's online service.
Who we share it with
We never sell personal data. We share it only as needed with:
- Our service providers, who process it on our instructions under contract:
- HubSpot, which stores quote and contact enquiries (our account is hosted in the EU)
- Deftform, which provides the account application, courier work and subcontractor forms
- Cloudflare, which hosts and protects this website
- Google, for website analytics (only with your consent)
- Coda Commerce Ltd, which provides our booking, tracking and customer login system
- Creditsafe, which we may use to look up the business details of account applicants
- our IT, email and accounting providers
- Carriers and partners who help deliver your consignment: subcontracted drivers, partner couriers in our network, and carriers such as DHL, UPS, DPD and FedEx for next-day and international work. They receive the consignment details they need for the job.
- Customs and other authorities, for international shipments, and whenever the law requires it.
- Insurers, brokers, loss adjusters and legal advisers, when handling a claim.
- Our accountants, auditors and bank, for invoicing, payments and statutory records.
- WebWisp Ltd, which builds and maintains this website and may see enquiry data while supporting it.
International transfers
Some of our providers, and some carriers on international shipments, process data outside the UK. When we send data to a country without UK adequacy regulations, we rely on a recognised safeguard: the UK-US data bridge where the recipient is certified, or the ICO's International Data Transfer Agreement or Addendum. For international shipments, sharing the recipient's details with the carrier and customs authorities in the destination country is necessary to deliver the consignment.
Deftform stores most data on servers in Falkenstein, Germany. Files uploaded through its forms, whether by us as administrators or by people completing a form, are hosted on servers within the European Union. Deftform's server providers are ISO 27001 certified.
[TO CONFIRM: where Coda Commerce Ltd hosts the data in our booking, tracking and customer login system.]
How long we keep it
| Data | How long |
|---|---|
| Quotes, enquiries and contact details of people who do not become customers | Up to 24 months from the last contact, then deleted or anonymised |
| Customer account, booking, delivery and invoice records | 6 years after the end of the financial year in which the transaction took place |
| Driver applications and subcontractor records | See Recruitment |
| Website analytics data | 2 months |
How we protect it
Access to personal data is limited to the people who need it for their job. Our providers are bound by contract to keep it secure. The website is served over an encrypted connection, and forms check for spam before anything is sent to us.
Your rights
You have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct anything that is wrong or incomplete
- ask us to delete your data
- ask us to restrict how we use it
- object to us using it on the basis of legitimate interests
- ask us to transfer data you gave us to another organisation
- withdraw your consent at any time, where we rely on consent
Some rights have limits. For example, we must keep invoice records for as long as the law requires. We will tell you if a limit applies.
To use any of these rights, contact our Data Privacy Manager using the details above. We will not charge you, and we will reply within one month.
Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right.
You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Cookies
This website uses cookies and similar technologies. Analytics only runs if you allow it. See our Cookie Policy for the full list and how to change your choice.
Changes to this policy
We will update this policy when the way we use personal data changes. The date at the top shows when it was last updated.