Privacy Policy

Effective Date: 10 March 2025 This Privacy Policy (“Policy”) outlines how Parcel Reception Ltd (“we”, “us”, “our”) collects, uses, discloses, transfers, and secures your personal and sensitive information in connection with our SaaS parcel management web application and all related services (collectively, the “Services”). By accessing or using our Services, you consent to the practices described in this Policy. This Policy has been developed to comply with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and all other applicable data protection and privacy laws. ________________________________________ 1. Introduction Our commitment to data privacy and security is fundamental. This Policy is designed to inform you about our privacy practices in clear language and provide you with detailed information about how your Personal Data is handled. We continuously review and improve our data protection measures, ensuring that privacy is embedded in every facet of our Services. Should you have any concerns, please contact our Data Protection Officer using the information provided at the end of this document. ________________________________________ 2. Definitions and Interpretation For the purposes of this Policy, the following terms are defined as: • Personal Data: Any information relating to an identified or identifiable natural person. • Sensitive Data: Special categories of Personal Data, including but not limited to payment details, biometric information, or any data that could uniquely identify an individual. • Processing: Any operation or set of operations performed on Personal Data, such as collection, recording, storage, adaptation, alteration, retrieval, consultation, use, disclosure, dissemination, alignment, or erasure. • Data Subject: An individual whose Personal Data is processed by us. • Third Parties: Any entity or person other than you and us, including but not limited to service providers, partners, and affiliates. • Cookies: Small text files stored on your device that help enhance your experience and enable functionalities within our Services. • Data Controller/Processor: The entity that determines the purposes, conditions, and means of processing Personal Data or processes the data on behalf of another entity. All headings in this Policy are for convenience only and do not affect the interpretation of the Policy. ________________________________________ 3. Company Information Parcel Reception Ltd 93 Sidwell Street, Exeter, Devon, EX4 6PH, United Kingdom Email: support@parcelreception.com Telephone: 07402653078 Our registered address and contact information are provided to facilitate inquiries, data subject rights requests, and any communications regarding data protection and privacy. ________________________________________ 4. Scope of Application This Policy applies to all Personal Data collected through: • Our web application and any associated mobile interfaces. • Interactions via customer support, marketing channels, and any other form of communication. • Data obtained indirectly through third-party sources in compliance with our legal obligations. It covers: • Data you provide directly. • Data collected automatically via technology (e.g., cookies, web beacons, and analytics). • Data received from third parties, including partners and marketing affiliates. ________________________________________ 5. Detailed Information We Collect 5.1 Personal Data We collect Personal Data that you voluntarily provide, including but not limited to: • Identity Data: Full name, date of birth, email address, telephone number, and postal address. • Verification Data: Documentation used for identity verification, fraud prevention, and compliance purposes. • Financial Data: Payment-related information such as bank account details, payment card numbers (processed securely via third-party payment processors), billing addresses, and transaction histories. • Communication Data: Records of correspondence between you and our customer support team. 5.2 Usage and Technical Data Automatically collected data that improves and supports the functionality of our Services includes: • Device Information: IP address, device type, operating system, browser type, and unique device identifiers. • Usage Data: Details about how you interact with our Services, such as pages visited, access dates and times, and features used. • Location Data: Geolocation information obtained through IP addresses or device settings, where permitted. • Tracking Technologies: Data gathered through cookies, pixel tags, and similar technologies, which assist in analytics, personalizing your experience, and targeted communications. 5.3 Third-Party Data We may also receive data about you from external sources, including: • Strategic Partners: For example, data related to parcels processed for partners. • Marketing and Analytics Providers: Information that supports analysis and improvements in user experience. • Social Media and Public Sources: Publicly available information that may be relevant for verification or personalization purposes. ________________________________________ 6. Legal Basis for Processing We process your Personal Data based on the following legal bases: • Consent: Where you have given clear and explicit consent for a specific processing activity. • Contractual Necessity: To perform contractual obligations or to take steps requested by you prior to entering into a contract. • Legal Obligation: To comply with applicable laws and regulations, including reporting and record-keeping obligations. • Legitimate Interests: To pursue our business interests, such as fraud prevention, network security, and operational management, provided these interests do not override your fundamental rights. • Vital Interests: Where processing is necessary to protect your life or physical safety or that of another person. For each processing activity, details of the relevant legal basis are maintained in our internal records. ________________________________________ 7. Purposes for Data Collection and Use We use your data to: 7.1 Service Delivery & Management • Provide, maintain, and enhance our Services. • Manage user accounts and enable seamless access to features. • Process transactions and manage billing and payments. 7.2 Personalization and Customer Support • Customize user experiences based on preferences and usage patterns. • Deliver targeted content, recommendations, and offers. • Provide robust customer support and resolve queries or issues promptly. 7.3 Communication and Marketing • Send administrative notifications, service updates, and alerts. • Provide marketing communications regarding new features, offers, and promotions (with your consent where required). • Offer newsletters and other information about our services. 7.4 Security, Fraud Prevention, and Legal Compliance • Verify user identities to prevent fraud and unauthorized access. • Monitor and secure our Services against potential threats. • Fulfill our legal and regulatory obligations, including record keeping and reporting. 7.5 Analytics and Research • Analyze usage patterns to improve Service functionality. • Conduct research to understand customer needs and market trends. • Develop and test new features and service improvements. ________________________________________ 8. Data Sharing and International Transfers 8.1 Sharing with Third-Party Service Providers We engage trusted third-party service providers for: • Payment processing. • Data analytics and performance monitoring. • Cloud storage and infrastructure management. Each provider is contractually obligated to: • Use your data only for the purpose of providing services to us. • Implement robust security measures. • Adhere to applicable data protection laws. 8.2 Strategic and Business-Related Data Sharing We may share limited data sets with strategic partners under strict conditions: • Scope of Shared Data: Only data relevant to the specific service (e.g., parcel tracking details, timestamps, and user identifiers). • Purpose and Safeguards: Data sharing is governed by confidentiality agreements and security protocols to ensure its protection. 8.3 International Data Transfers For global operations, Personal Data may be transferred across borders: • Compliance with Regulations: All transfers comply with GDPR and other relevant legal frameworks. • Safeguards: Data transferred outside the European Economic Area (EEA) is protected by approved mechanisms such as Standard Contractual Clauses or other adequacy decisions. • Transparency: We document and disclose international transfer practices to ensure you are informed of how your data is handled globally. ________________________________________ 9. Data Retention and Deletion 9.1 Retention Policies We retain Personal Data only for as long as it is necessary: • Operational Purposes: Data is kept as long as your account remains active or as needed for business operations. • Legal Obligations: Some data may be retained longer to comply with legal or regulatory requirements. • Archiving and Research: Anonymized or pseudonymized data may be stored for statistical analysis and service improvement. 9.2 Deletion and Data Subject Requests • Right to Erasure: You may request deletion of your Personal Data, subject to legal or contractual restrictions. • Process and Verification: Requests for deletion or other rights (e.g., access, rectification, data portability) are processed after appropriate verification. • Exceptions: Certain data may be retained for security, audit, or legal compliance reasons even after a deletion request. ________________________________________ 10. Data Security Measures We deploy comprehensive technical and organizational measures to protect your Personal Data: 10.1 Technical Controls • Encryption: Sensitive data is encrypted both in transit (using HTTPS and other secure protocols) and at rest. • Access Controls: Strict authentication protocols, role-based access, and multi-factor authentication ensure that only authorized personnel can access your data. • Data Backup and Recovery: Regular backups and tested disaster recovery plans safeguard against data loss. 10.2 Organizational Measures • Employee Training: Regular training on data protection and privacy ensures that our staff understands and adheres to best practices. • Policies and Procedures: Our internal policies govern data handling, breach response, and privacy best practices. ________________________________________ 11. Your Rights and How to Exercise Them Under applicable data protection laws, you have the following rights: • Right of Access: Request copies of your Personal Data held by us. • Right to Rectification: Request corrections to inaccurate or incomplete data. • Right to Erasure: Request deletion of your data under certain circumstances. • Right to Restrict Processing: Request limitations on how your data is processed. • Right to Data Portability: Request transfer of your data to another controller in a structured, commonly used format. • Right to Object: Object to processing on grounds of legitimate interest or direct marketing. • Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing prior to the withdrawal. • Right to Lodge a Complaint: If you believe your data protection rights have been violated, you may lodge a complaint with the Information Commissioner’s Office (ICO) or another relevant supervisory authority. To exercise any of these rights, please contact us at support@parcelreception.com. We may ask for additional verification to ensure your identity before processing your request. ________________________________________ 12. Cookies and Similar Technologies Our Services use cookies and similar technologies to enhance your experience: 12.1 Types of Cookies • Essential Cookies: Required for core functionality, such as security, network management, and accessibility. • Performance Cookies: Help us analyze and understand how users interact with our Services. • Functionality Cookies: Enable personalized features and remember your preferences. • Targeting/Advertising Cookies: Used for delivering personalized advertising based on your interests (with your consent where applicable). 12.2 Managing Cookies • Control: You may manage or disable cookies through your browser settings, though doing so may impact the performance or functionality of our Services. • Further Information: For a detailed list of cookies used and their purposes, please refer to our dedicated Cookie Policy. ________________________________________ 13. Children's Privacy We take the privacy of minors very seriously. Our Services are not intended for use by children under the age of 16. • No Intentional Collection: We do not knowingly collect data from children under 16. • Parental Controls: If you are a parent or guardian and believe that your child has provided us with Personal Data, please contact us immediately so we can take steps to delete this information. • Consent Requirements: Should any data from minors be collected inadvertently, it will be processed only with parental consent where required by law. ________________________________________ 14. Data Protection by Design and Default We integrate data protection into every aspect of our Services: • Privacy by Design: All new projects and systems are built with data privacy and protection in mind. • Default Settings: Our systems default to privacy-friendly settings to ensure that only the data necessary for the provision of our Services is collected and processed. • Regular Reviews: We continuously evaluate and update our systems and processes to reflect the latest in data protection best practices. ________________________________________ 15. Legal Disclosures, Law Enforcement, and Business Transfers 15.1 Legal Disclosures and Compliance We may be required to disclose your Personal Data: • Legal Requests: When required by law, such as by court orders, subpoenas, or government requests. • Protection of Rights: To protect the rights, property, or safety of Parcel Reception Ltd, our users, or others. • Regulatory Requirements: To comply with audits, regulatory investigations, or industry standards. 15.2 Business Transfers and Corporate Changes • Mergers and Acquisitions: In the event of a merger, acquisition, or asset sale, your Personal Data may be transferred to the involved third party, subject to strict contractual confidentiality and security measures. • Restructuring: Changes in corporate structure will be handled in a manner that continues to protect your data in accordance with this Policy. ________________________________________ 16. International Considerations and Cross-Border Data Transfers • Global Operations: As a provider of global services, your data may be processed and stored in multiple jurisdictions. • Legal Frameworks: All cross-border transfers are subject to safeguards such as Standard Contractual Clauses, Binding Corporate Rules, or other mechanisms approved under relevant data protection laws. • Local Rights: Regardless of where your data is processed, you retain all the rights and protections granted under applicable data protection laws. ________________________________________ 17. Monitoring, and Continuous Improvement • Ongoing Evaluation: This Policy is reviewed and updated regularly to reflect technological advancements, changes in legal requirements, or operational modifications. • User Notification: It is your responsibility to regularly check this Policy for any updates or changes, which will be published on our website and become effective immediately. ________________________________________ 18. Contact Information and Complaint Procedures If you have any questions, concerns, or requests regarding this Policy or our handling of your Personal Data, please contact our Data Protection Officer: Data Protection Officer Parcel Reception Ltd 93 Sidwell Street, Exeter, Devon, EX4 6PH, United Kingdom Email: support@parcelreception.com Telephone: 07402653078 18.1 Filing a Complaint If you believe that your data protection rights have been infringed, you have the right to lodge a complaint with: • The Information Commissioner’s Office (ICO) in the UK, or the relevant supervisory authority in your jurisdiction. ________________________________________ 19. Miscellaneous Provisions 19.1 Severability If any provision of this Policy is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. 19.2 Governing Law and Jurisdiction This Policy is governed by and construed in accordance with the laws of the United Kingdom. Any disputes arising out of or related to this Policy will be subject to the exclusive jurisdiction of the courts of the United Kingdom. 19.3 No Waiver Failure to enforce any right or provision in this Policy shall not constitute a waiver of such right or provision. 19.4 Entire Agreement This Policy, along with any other legal notices or agreements published on our Services, constitutes the entire agreement regarding the handling of your Personal Data. ________________________________________ By using our Services, you acknowledge that you have read and understood this Policy and agree to be bound by its terms. We are committed to protecting your privacy and will continuously work to ensure the security and confidentiality of your Personal Data.