Privacy Policy

Vanado Group Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Vanado Group Limited collects, uses, stores and shares personal information when you visit our website, contact us, request a quotation, book or use our transport services, or otherwise communicate with us.

Vanado Group Limited is the data controller responsible for the personal information covered by this Privacy Policy.

Our details

Vanado Group Limited
85 Larch Close
Grantham
NG31 7XL
United Kingdom
Email: ops@vanado.uk

1. Information We Collect

We may collect personal information that you provide directly to us, as well as certain technical information automatically when you use our website.

The information we collect depends on how you interact with Vanado Group Limited.

Information you provide to us

When you contact us, request a quotation or arrange transport, we may collect information such as:

• Your first name and surname
• Company or business name
• Email address
• Telephone number
• Collection address or postcode
• Delivery address or postcode
• Information about the load or goods being transported
• Load dimensions and approximate weight
• Access information
• Preferred collection and delivery dates or times
• Photographs or other information you provide about the load
• Information required to arrange or coordinate transport
• Correspondence and communications between you and Vanado Group Limited
• Information relating to bookings, quotations and transport arrangements

We only ask for information that is reasonably necessary for the relevant enquiry, quotation, booking or service.

Information collected automatically

When you visit our website, certain technical information may be collected automatically, depending on your browser, device and cookie preferences.

This may include:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Date and time of visits
• Approximate usage information
• Website interaction data
• Technical information relating to errors or website performance

We use Google Analytics on our website to help us understand how visitors use the website and to improve its performance and content.

Non-essential analytics cookies and similar technologies should only be used where the required consent has been obtained. The ICO's current guidance requires users to be told what cookies do and why they are used, with active consent generally required for non-essential cookies.

2. How We Use Your Information

We may use your personal information for the following purposes:

Transport enquiries and quotations

We may use your information to:

• Respond to transport enquiries
• Assess your transport requirements
• Determine suitable transport options
• Provide quotations
• Contact you regarding your enquiry
• Request additional information where required

Bookings and transport arrangements

Where you instruct us to arrange transport, we may use your information to:

• Arrange and coordinate your transport
• Confirm collection and delivery details
• Communicate with you about the booking
• Communicate with drivers, hauliers, carriers or subcontractors involved in the transport
• Provide relevant load, collection and delivery information to the transport provider
• Monitor and coordinate the transport arrangement
• Deal with changes, delays, access issues or other matters relating to the booking

Customer communication

We may use your contact details to communicate with you about:

• Enquiries
• Quotations
• Bookings
• Collections
• Deliveries
• Transport arrangements
• Changes to services
• Customer service matters
• Accounts and invoices
• Other matters directly relating to services you have requested

Business administration

We may also process information for:

• Accounting and record keeping
• Invoicing and payment administration
• Managing customer and supplier relationships
• Preventing fraud or misuse
• Resolving disputes
• Protecting our business and legal rights
• Complying with legal and regulatory obligations

Website improvement

We may use website and analytics information to understand how visitors use our website and to improve its content, functionality and performance.

3. Sharing Your Information

We do not sell your personal information.

However, we may need to share relevant information with third parties where this is necessary to provide or arrange our services.

Transport providers, hauliers and subcontractors

Vanado Group Limited may arrange transport using third-party hauliers, carriers, drivers, transport companies or other subcontractors.

Where this is necessary to fulfil or arrange your transport requirement, we may provide the relevant information they need to carry out the service.

This may include:

• Customer name
• Company name
• Telephone number
• Email address where necessary
• Collection details
• Delivery details
• Load information
• Load dimensions and weight
• Photographs
• Access information
• Timing requirements
• Other information necessary to complete the transport

We aim to provide only the information reasonably required for the relevant transport arrangement.

Service providers

We may also share information with third-party service providers that support our business, such as:

• Website hosting providers
• IT and technology providers
• Analytics providers
• Email and communication providers
• Accounting and professional advisers
• Payment or banking service providers where relevant
• Legal advisers
• Other suppliers providing services to Vanado Group Limited

Where third parties process personal information on our behalf, we take appropriate steps to require them to handle that information appropriately and in accordance with applicable data protection requirements.

Legal and regulatory disclosure

We may disclose personal information where reasonably necessary:

• To comply with a legal obligation
• To comply with a court order or regulatory requirement
• To establish, exercise or defend our legal rights
• To prevent fraud or other unlawful activity
• To protect the safety, rights or property of Vanado Group Limited, our customers or others

4. Lawful Basis for Processing

We process personal information only where there is a lawful basis for doing so under applicable data protection law.

Depending on the circumstances, the lawful basis may include:

Contract

We may process information where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you.

For example, where you ask us to arrange transport, we need relevant information to assess, quote for and provide the service.

Legitimate interests

We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

This may include:

• Managing customer relationships
• Operating and improving our business
• Responding to enquiries
• Maintaining business records
• Protecting our business
• Preventing fraud
• Improving our website and services
• Communicating with existing business contacts where permitted

Legal obligation

We may process or retain information where necessary to comply with legal, accounting, tax or regulatory requirements.

Consent

Where consent is required, we will ask for it before carrying out the relevant processing.

You may withdraw consent where processing is based on consent. Withdrawal of consent does not affect processing that took place before the withdrawal.

5. Marketing and Newsletters

Vanado Group Limited may send newsletters, promotional information and marketing communications about our services.

Marketing may include information about:

• Transport services
• New or expanded services
• Special offers
• Company updates
• Relevant transport information
• Other services or developments that may be of interest to customers

We will comply with applicable data protection and electronic marketing requirements when sending marketing communications.

For individual recipients, marketing emails or text messages generally require specific consent unless a relevant exception, such as the limited existing-customer soft opt-in, applies. Sole traders and some partnerships are treated differently from corporate subscribers under PECR.

Where we rely on consent, we will keep an appropriate record of that consent and provide a straightforward way to withdraw it.

Every marketing email should provide an appropriate unsubscribe or opt-out mechanism.

You can also contact us at ops@vanado.uk to ask us to stop sending marketing communications.

Ordinary communications relating to an enquiry, quotation, booking or transport arrangement are not marketing communications merely because they are sent electronically.

6. Cookies and Analytics

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that can be used for functions such as remembering preferences, maintaining website functionality or understanding how visitors use a website.

We use Google Analytics to help us understand website usage and improve our website.

Where cookies or similar technologies are not strictly necessary for the operation of the website, we will seek the appropriate consent before using them.

The ICO's current guidance states that website operators should explain what cookies are doing and why, and that non-essential cookies generally require active consent rather than being set simply because someone continues to browse the website.

You may be able to control cookies through your browser settings and, where provided, through our website's cookie consent controls.

If our use of cookies changes, we may update this Privacy Policy and our cookie information accordingly.

7. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Unauthorised disclosure
• Loss
• Misuse
• Alteration
• Destruction

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

We therefore cannot guarantee absolute security of information transmitted to or stored by us.

8. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The length of time information is retained depends on the nature of the information and why we hold it.

For example, we may retain information relating to:

• Transport enquiries
• Quotations
• Bookings
• Customers
• Suppliers
• Financial transactions
• Accounting records
• Legal or regulatory matters

for periods necessary to manage our business and comply with applicable legal, accounting and regulatory obligations.

Where personal information is no longer required, we will take reasonable steps to delete it, securely dispose of it or anonymise it where appropriate.

9. Third-Party Websites and Services

Our website may contain links to third-party websites or services.

These websites are operated independently of Vanado Group Limited and may have their own privacy policies and terms.

We are not responsible for the privacy practices, security or content of third-party websites.

We recommend reviewing the privacy policy of any third-party website you visit.

10. International Data Transfers

Some third-party technology or service providers we use may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable data protection law and that appropriate safeguards are in place where required.

11. Your Data Protection Rights

Depending on the circumstances and subject to applicable legal exemptions, you may have rights in relation to your personal information, including the right to:

• Request access to personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Request deletion of your personal information
• Request restriction of processing
• Object to certain processing
• Object to direct marketing
• Withdraw consent where processing is based on consent
• Request data portability in circumstances where the right applies

You may also have the right to complain to the relevant data protection regulator.

If you are unhappy about how we have handled your personal information, we encourage you to contact us first so that we can investigate the matter.

12. Right to Access Your Information

You can contact us if you would like to know what personal information we hold about you.

We may need to verify your identity before responding to a request.

We will deal with valid requests in accordance with applicable data protection law.

13. Correcting Your Information

If you believe information we hold about you is inaccurate or incomplete, please contact us at: ops@vanado.uk

We will take reasonable steps to correct information that is inaccurate or incomplete.

14. Deleting Your Information

You may ask us to delete personal information we hold about you where applicable.

However, deletion is not an absolute right. We may need to retain certain information where required or permitted by law, including information necessary for legal, accounting, tax, regulatory or contractual purposes.

15. Objecting to Marketing

You have the right to object to direct marketing.

If you no longer wish to receive marketing communications from us, you can:

• Use the unsubscribe facility included in our marketing emails; or
• Contact us at ops@vanado.uk

We will take reasonable steps to ensure that your marketing preference is respected.

16. Data Breaches

If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection requirements.

Where notification to the Information Commissioner's Office or affected individuals is legally required, we will make the appropriate notification.

17. Children's Privacy

Our services and website are not directed specifically at children.

We do not knowingly collect personal information from children where doing so would be unlawful.

If you believe that a child has provided personal information to us unnecessarily, please contact us so that we can investigate and take appropriate action.

18. Business Transfers

If Vanado Group Limited is involved in a merger, acquisition, restructuring, sale of assets or other transfer of the business, personal information held by the business may form part of the transferred business assets where permitted by law.

Any such transfer will be handled in accordance with applicable data protection requirements.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to our services
• Changes to our website
• Changes in how we process personal information
• Changes to technology
• Changes in applicable law or regulatory guidance

When we make changes, we will update the “Last updated” date at the top of this Privacy Policy.

We recommend checking this page periodically for the latest version.

20. Contact Us

If you have any questions about this Privacy Policy or how Vanado Group Limited handles personal information, please contact us:

Vanado Group Limited
85 Larch Close
Grantham
NG31 7XL
United Kingdom
Email: ops@vanado.uk

If you are unhappy with how we have handled your personal information and do not feel that we have resolved your concern, you may also complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): Information Commissioner's Office