PEGASUS COURIERS PRIVACY NOTICE

PEGASUS COURIERS PRIVACY NOTICE

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective drivers & managers with our Company, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

 

  1. DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

  1. a)  processing is fair, lawful and transparent
  2. b)  data is collected for specific, explicit, and legitimate purposes
  3. c)  data collected is adequate, relevant and limited to what is necessary for the purposes of processing
  4. d)  data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
  5. e)  data is not kept for longer than is necessary for its given purpose
  6. f)  data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
  7. g)  we comply with the relevant GDPR procedures for international transferring of personal data

 

B) YOUR RIGHTS

 

You have the following rights in relation to the personal data we hold on you:

  1. a) the right to be informed about the data we hold on you and what we do with it;
  2. b)  the right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
  3. c)  the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
  4. d)  the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
  5. e)  the right to restrict the processing of the data;
  6. f)  the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
  7. g)  the right to object to the inclusion of any information;
  8. h)  the right to regulate any automated decision-making and profiling of personal data.

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact Sandra Smith.

 

  1. MAKING A COMPLAINT

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

 

  1. DATA PROTECTION COMPLIANCE

Our appointed compliance officer in respect of our data protection activities is:

Sandra Smith 0131 516 2559

 

 

WEBSITE

 

A)    TYPES OF DATA HELD

 

Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser allows you to delete any cookies you choose. It will also allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we will not use them for your visit except to record that you have not consented to their use for any other purpose.

We use cookies in the following ways:

  • To help us measure the effectiveness of our adverts and give us insights into user behaviour so we can improve our website
  • To record whether you have seen specific messages we display on our website
  • To record your answers to surveys and questionnaires on our site while you complete them
  • To remember information about you, so you don’t have to give it to us multiple times
  • To help us show you and measure relevant advertising, both on and off our website To find out if our emails have been read and if you find them useful

Because cookies are used throughout our websites, disabling them may prevent you from using certain parts of the sites.

We provide more information about the cookies we use in our cookie policy.

 

 

Identifiers from your browsing activity

 

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

 

 

More about analytics

 

We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not directly identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

 

 

More about re-marketing

 

Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert when you visit other websites.

We may use a third party to provide us with re-marketing services from time to time. If so, then if you have consented to our use of cookies, you may see our advertisements on other websites.

 

 

B)    LAWFUL BASIS FOR PROCESSING

 

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website, you provide your consent to us to process information that may be personal information.  Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.  Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.

 

Activity requiring your data

Lawful basis

Maintain & monitor the performance of our website; advertising and re-marketing

Our legitimate interests (consent required for cookies)

Maintain integrity of IT systems & business continuity

Our legitimate interests

 

  1. C) WHO WE SHARE DATA WITH

Encryped and aggregated data to allow us to ensure that our website is running effectively, is shared with Google Analytics, Cloudways and software companies related to the running and security of our website.  No person is identifiable by this data

 

HOW WE STORE DATA

 

Encrypted and aggregated data from browsing behaviour on our website is stored securely on a cloud server as described in D. 

 

  1. D) PROTECTING YOUR DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented security to guard against such.

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.

Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

 

  1. E) RETENTION PERIODS

Aggregated data that we store is retained in normal circumstances for 30 days and then deleted.  In the event of any malicious activity, IP information and other data mentioned in section A may be kept for longer until we deem that it is no longer required.

 

  1. F) COMPLAINTS ABOUT OUR WEBSITE

When we receive a complaint, we record all the information you have given to us.  We use that information to resolve your complaint.  If your complaint reasonably requires us to contact one of the companies we use to provide the website service, we may do that.

 

 

 

JOB APPLICANTS

 

  1. A) TYPES OF DATA HELD

We keep several categories of personal data on our prospective drivers & managers in order to carry out effective and efficient processes.

We’ll use all the information you provide during the recruitment process to progress your application and asses your suitability for the role, with a view to offering you a driver or manager contract with us, or to fulfil legal or regulatory requirements if necessary.  You don’t have to provide what we ask for but it may affect your application if you don’t.

On application, we will ask you for your name and contact details so we can progress your application.

If we make a conditional offer, we’ll ask you for information so that we can carry out checks. You must successfully complete these checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.

You must therefore provide:

  • proof of your identity
  • proof of your address
  • proof of your driving licence
  • proof of your national Insurance number

As part of your application, we must carry out a drugs & alcohol test to ensure you do meet the legal requirements to drive.  We must confirm your driving licence convictions, which will be carried out through a DVLA check.  We must also carry out a background check which will be done through gov.uk and Disclosure Scotland. 

We’ll also ask you to complete a questionnaire about your health to establish your fitness to work.  And we will ask you to confirm acceptance of our customers stop & search policies which require security practices.

If we make a final offer, we’ll also ask you for the following:

  • bank details – to process salary payments
  • emergency contact details – so we know who to contact in case you have an emergency at work
  1. B) LAWFUL BASIS FOR PROCESSING

The law on data protection allows us to process your data for certain reasons only.

The information below categorises the types of data processing we undertake and the lawful basis we rely on.

 

 

Activity requiring your data

Lawful basis

Carrying out checks in relation to your right to work in the UK

Legal obligation

Making reasonable adjustments for disabled employees

Legal obligation

Carrying our reasonable checks of your suitability & safety to drive

Legal obligation

Making recruitment decisions in relation to both initial and subsequent offers

Our legitimate interests

Assessing training needs

Our legitimate interests

Dealing with legal claims made against us

Our legitimate interests

Security & preventing fraud

Our legitimate interests

 

  1. C) WHO WE SHARE YOUR DATA WITH

Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.

We will share your data with DVLA for the purpose of confirming your driving licence and driving convictions.  We will also share your data with gov.uk and disclosure Scotland for the purpose of confirming any criminal convictions.

We will not share any of the information you provide with any third parties for marketing purposes.

 

  1. D) HOW WE STORE YOUR DATA

We use processors to provide elements of our recruitment service for us.

We use Hubspot as our applicant tracking system and to produce anonymised management information and insight on effectiveness of our recruitment processes.  You can see the Hubspot privacy policy here – https://www.hubspot.com/security

 

  1. E) PROTECTING YOUR DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

 

  1. F) RETENTION PERIODS

We only keep your data for as long as we need it for.  If your application is successful, your data will be kept and transferred to the systems we administer for drivers and managers. We have a separate privacy notice for drivers and managers, which is part of the driver Agreement. If your application is unsuccessful we will get in touch and tell you that we intend to retain your data for 15 months and we may get in touch during this period to ask if you wish to re-apply.  We will give you the option to opt out of this contact. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.

 

  1. G) DECISION MAKING

Final recruitment decisions are made by hiring managers and members of our recruitment team. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in our recruitment team or by emailing recruitment@pegasus-couriers.co.uk

 

 

 

COOKIE POLICY

DEFINITION OF COOKIES

 

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser allows you to delete any cookies you choose. It will also allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we will not use them for your visit except to record that you have not consented to their use for any other purpose.

 

 

WHAT WE USE COOKIES FOR

 

  • To tell us which parts of our websites people have visited, help us measure the effectiveness of ads and web searches, and give us insights into user behaviour so we can improve our website
  • To record whether you have seen specific messages we display on our website
  • To record your answers to surveys and questionnaires on our site while you complete them
  • To remember information about you, so you don’t have to give it to us multiple times
  • To help us show you relevant advertising, both on and off our website and measure the performance of such ads and report on it. Similarly, our partners or service providers may use cookies to determine whether we’ve shown an ad or a post and how it performed or provide us with information about how you interact with ads
  • To find out if our emails have been read and if you find them useful

Because cookies are used throughout our websites, disabling them may prevent you from using certain parts of the sites.

 

 

 

TYPE OF COOKIES USED

 

The cookies used on our websites have been categorized based on the guidelines found in the ICC UK Cookie guide. We use the following categories on our websites and other online services:

Category 1 — Strictly Necessary Cookies

These cookies are essential to enable you to browse around our websites and use their features. Without these cookies, some services like job applications or access to  information within the site  cannot be provided.

Category 2 — Performance Cookies

These cookies collect information about how you use our websites — for instance, which pages you go to most. This data may be used to help optimize our websites and make them easier for you to navigate. These cookies don’t collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous.

Category 3 — Functionality Cookies

These cookies allow our websites to remember choices you make while browsing. For instance, we may store your geographic location in a cookie to ensure that we show you our website localized for your area. We may also remember preferences such as text size, fonts, and other customizable site elements. The information these cookies collect will not personally identify you, and they cannot track your browsing activity on other websites.

 

 

HOW TO DISABLE COOKIES

 

In the Safari web browser:

  • Go to Preferences and then to the Privacy pane and choose to block cookies

On your iPad, iPhone, or iPod touch:

  • Go to Settings, then Safari, and then to the Cookies section

For Google Chrome:

  • Go to More in the top right, then Settings, under “Privacy and security,” click Site settings, click Cookies

For Microsoft Edge:

  • Go to the More actions button in the top right, then Settings, click Site permissions

For other browsers, check with your provider to find out how to disable cookies.

To opt-out of ad targeting cookies set by Google and Doubleclick on our Site, click here: https://www.google.com/settings/u/0/ads?hl=en.

In order to control the collection of data for analytical purposes by Google Analytics, you may want to visit the following link: https://tools.google.com/dlpage/gaoptout.

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