Privacy Policy

This privacy notice explains how Data Protection Audits Limited (“us” or “we” or “our”) use personal information about you (and the other parties with whom we may share it with) when:

• you use and interact with our website;
• you are our customer/client;
• you are our vendor/supplier;
• we market to you; and
• use of Artificial intelligence (“AI”)

It also tells you about your rights and choices with respect to your personal information, and how you can contact us about our privacy practices.

Data Protection Audits Limited address is: Data Protection Audits 71-75 Shelton Street London England WC2H 9JQ

If you provide us with the personal information of anyone else, we ask that you provide this privacy notice to them so that they can understand how we process their personal information.

Our privacy practices may vary among the territories in which we operate to reflect local practices and legal requirements. Additional disclosures that must be made by us under those applicable local laws can be found in the annexes attached to this privacy notice.

A data controller (or other synonymous definition under your national data protection legislation) is the entity who decides the means and purpose for which your personal information will be processed.

As a data controller, we collect personal information and process it in accordance with relevant data protection principles, including lawfulness, fairness and transparency; purpose limitation; collection limitation; data minimization; accuracy; rectification measures; storage limitation; integrity and confidentiality (security), with all relevant laws and regulations considered.

For any further information regarding this privacy notice, please contact info@dataprotectionaudits.co.uk

We collect and process different types of personal information, which we set out in the table below together with the lawful basis for our use of your information and the source of such information. Please read the below table in conjunction with the respective annexes of this privacy notice.

Note: In conjunction with and in certain circumstances instead of, where we are required to do so due to jurisdictional requirements, we will process your personal information based on your consent.

Data Subject	Processing Activities	Information we use	Purpose / activity	Lawful basis / condition	Source of information
Website Users	Provide a website	IP address, details of visits to Our Website, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, the full Uniform Resource Locators (URL), clickstream to, through and from Our Website and the date and time of the clickstream, products or services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (scrolling, clicks, and mouse-overs) and methods used to browse away from the page	monitor the performance and relevance of our Website, our ad words campaigns and analytics; ensure that content from our Website is presented in the most effective manner for you and for your computer; tailor the content of our website for you; keep our Website, our other IT systems and facilities safe and secure; and provide a contact form for you to be able to contact us.	legitimate interest; and consent. Note: please visit our Cookie Notice for information on consent and cookies	when you visit our website; and directly from website visitors.
Customer/Clients – potential or actual (includes but is not limited to carriers, shippers, freight forwarders, etc.)	Negotiating/entering into an agreement with us, us providing services to you and us better understand you as a Customer/Client	Names, address, job title/position/role, contact details, gender, nationality, data of birth, order number, IP address, identification documents, tax identification number, financial information, screening information, KYC documentation, profile ID/picture.	being able to contact you (and for you to contact us) with regard to the negotiation of an agreement or, when we have entered into an agreement/contract with you for our services and for us to provide those services; use of our systems to provide the services; when you sign up to an event with us; to fulfil orders and personalise marketing notifications; to report/investigate incidents; to onboard customers on to the platform (including creating user accounts), send service notifications to the user for any transaction (booking) made by the user in the application and to share with the execution system; analysing the personal information you provide to us, so that we can understand whether we can provide additional services to you; carryout accounting, procurement, payments, financial reporting and approvals; provide information to authorities, auditors, and insurance companies; and compliance checks e.g. sanctions screening, AML as required under applicable laws.	necessary for the fulfilment of a contract between us or to take steps to enter into a contract with you; legal requirement; and legitimate interest.	directly from customer/client; from our Systems; from a 3rd party organisation; on behalf of customer/client; and from 3rd party sources.
Vendors/Suppliers – potential or actual (includes but is not limited to sellers, contractors, agents etc)	Negotiating/entering into an agreement with us, and you providing services to us	Names, address, employer, job title/position/role, contact details, driving license, health information, qualifications, gender, order number, IP address, identification documents, tax identification number, financial details, screening information.	use of our systems for you to provide the services; when you sign up to an event with us; to report/investigate incidents; carryout accounting, procurement, payments, financial reporting and approvals; provide information to authorities, auditors, and insurance companies; using driver details to ensure valid drivers are entering the terminals; to ensure the right users are assigned trips; to assess if the driver is fit to drive and that they are legally allowed to carry the goods assigned to them; producing analytics and reports in order to optimise our products, marketing, website, sales and to know more about our customers’ preferences in relation to products and maintaining a CRM database. This is done by analyses of our databases with information about e.g., website use, customer preferences, purchase history, sales and by sending questionnaires; and producing analytics and reports in order to optimise our products, marketing, website, sales and maintaining a CRM database. This is done by analyses of our databases with information about e.g., website use.	necessary for the fulfilment of a contract between us or to take steps to enter into a contract with you; legal requirement; and legitimate interest.	directly from vendor/supplier; from our Systems; from a 3rd party organisation; on behalf of vendor/supplier; and from 3rd party sources.
All individuals that we market to	Marketing	Name, contact details e.g. telephone number, email address, fax machine number, behavioural data, demographic data, contextual data, predictive data	To provide marketing materials via newsletters, electronic or analogue communication, via our apps or social media. This will include receiving information, notifications, newsletters, offers, or similar, depending on our relationship and your personal preferences. Depending on our relationship, we use: Contact information (e.g., name, address, email, and phone number) Content and your choices in relation to newsletters – contact forms and content etc. Your personalized settings in our apps The marketing in newsletters, in our apps, and on our websites, including social media, is adapted based on our relationship and your personal preferences based on our knowledge of you through profiling, which includes the use of: Content of newsletters signed up to Stated areas of interest Cookies as laid out in our Cookies Notice Information from your social media profiles Information from our customer (including consumer) databases Information from our apps, including how you use these	consent; and; legitimate interest.	directly from customer/client/vendor/supplier; from our Systems; and from 3rd party sources
All individuals that we use Artificial Intelligence with (“AI”)	Use of Artificial AI	name, title, contact details, other profile information, correspondence, images and voice recordings, as the case may be and your data privacy requirements or privacy settings, interactions with you	We harness the power of artificial intelligence (AI) to enhance many of our products and services designed to boost productivity by providing assistance across multiple areas. This includes the incorporation of generative AI features such as ChatGpt and Claude Sonnet. We gather data from interactions with you. The data collected, processed and/or generated varies based on your interactions, privacy settings, and/or the features used. You can choose what products/services to use and the data to share. You may decline to provide personal information, but some interactions need it to function. If you don’t provide the required data, you may not be able to use some products or services. Similarly, if we need personal information by law or for a contract, and you don’t share it, as a result, we may be unable to enter into the contract or may suspend or cancel an existing service. We will inform you if this happens.	legitimate interest; and necessary for the fulfilment of a contract between us or to take steps to enter into a contract with you.	directly from customer/client/vendor/supplier; from our Systems; and from 3rd party sources

You are not under a legal obligation to provide us with any of the above personal information but please note that if you elect not to provide us with the personal information, we may be unable to provide our products or services to you.

We use third party service providers in connection with providing our services to you. We have contracts in place with third-party service providers we use, that strictly govern how they use the personal information we disclose to them.

Where we transfer your personal information to third parties outside of the jurisdiction you are in, we shall do so only where there are adequate provisions to ensure your privacy. Where the jurisdiction is not considered adequate by the relevant authorities, we put in place alternative contractual measures including standard contractual clauses approved under the relevant laws.

The below indicates the categories of organisations to whom we may disclose information about you, the reason we disclose this information and what information is shared with them.

Affiliates – We may disclose personal information to our affiliated companies for the purposes described in this privacy notice. Affiliates are those companies that are under common control of our parent company.  

Third Parties – We may use third parties to provide services to us which may require disclosure of your personal information to such third parties. This includes but is not limited to IT service providers, professional advisors, analytics and search engine providers, credit reference and marketing agencies. If we allow a third party to have access to your personal information, they will only be permitted access for purposes that are consistent with this privacy notice and will be required to protect your personal information in accordance with all applicable data protection laws.

Law enforcement – In certain circumstances, we may be called upon to release your personal information in response to a court order, subpoena, search warrant, law or regulation. We plan to cooperate in responding to such requests, taking appropriate measures to ensure that the requester understands the sensitive nature of the personal information that they may receive. We also reserve the right to cooperate with law enforcement authorities in investigating and prosecuting users who violate our rules or engage in behaviour that is illegal or harmful to individuals or the personal information we are responsible for.

Corporate transactions – We may disclose your information to a third party in connection with a corporate reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock, including in connection with any bankruptcy or similar proceedings.

We store your personal information for as long as it is necessary to fulfil the purpose of the use, unless we are obliged under applicable laws and regulations or are entitled to store the personal information for a longer period. More specifically:

• we retain your personal information as long as we have an ongoing relationship with you (in particular, if you have an account with us or have not withdrawn your marketing consent);
• we will only keep the personal information while your account is active or for as long as needed to provide services to you or for you to provide services to us;
• we retain your personal information for as long as needed in order to comply with our global legal and contractual obligations; and
• we will also retain your personal information where this is advisable to safeguard or improve our legal position (for instance in relation to statutes of limitations, security, litigation, or regulatory investigations).

By leveraging the robust capabilities of AI, we remain committed to innovating while upholding the highest standards of responsible AI use and data privacy. Such processing is based on our legitimate interest or your consent given to us, where applicable laws allow us to use it. Accountability, fairness, and transparency are essential to our AI practices. Our accountability measures include rigorous oversight and governance structures that monitor AI deployment and usage. This ensures users understand and trust the technology. By continuously testing and validating the performance and outcomes we believe that we use AI technology in a fair, equitable and unbiased manner. We are open about what AI algorithms and models we use, the data used, and the decisions made. By adhering to these standards, we ensure that our AI initiatives are conducted with integrity and respect for user privacy and data protection. We remain committed to leveraging AI in ways that enhance our services while maintaining the highest standards of ethical and compliance conduct.

To ensure compliance with local requirements, you can find additional information on our local applications/websites, where required by local law.

Data protection law grants you certain rights which we summarise in the table below. Please note that these rights are not absolute, and they may not always apply in your particular circumstances. To exercise your rights, please email us at info@dataprotectionaudits.co.uk. We may need to request specific information from you to help us confirm your identity and ensure your entitlement to such rights. This security measure is to ensure that your personal information is not disclosed to any person who has no right to receive it.

Right of access and data portability	You have the right of access to personal information we hold about you and/or to have it transferred to another data controller in some circumstances
Right of rectification or erasure	If you feel that any personal information that we hold about you is inaccurate you have the right to ask us to correct or rectify it. You also have a right to ask us to erase personal information about you
Right to restriction of processing	You have a right to request that we refrain from processing your personal information in certain circumstances
Right to object	You have a right to object to our processing of your personal information
Right to withdraw consent	You have the right to withdraw your consent for the processing of your personal information where the processing is based on consent
Right not to be subject to automated decision making	You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning yourself or similarly significantly affects
Right of complaint	If you are unhappy with the way we have used or are handling your personal information you have the right to lodge a complaint with your supervisory authority. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance at the email set out above

Please note that some of these rights are limited by applicable data protection law and we have the right to collect, process and hold your personal information to perform our legal obligations.