Privacy Statement
The General Data Protection Regulation comes into force on 25 May 2018. We have taken this opportunity to amend our standard terms and conditions to not only ensure compliance with GDPR, but also to include further provisions to accord with our company polices. As a company, we are legally obliged to inform you that we hold Personal Information on our customers, suppliers, employees, former employees, agents, subcontractors and anyone related to or involved in our business activities namely Transport, Storage, Document Archive and Records Management.
Why does Mandata hold your Personal Information?
The information Mandata holds is purely for maintaining and improving
our trading relationship and general communication purposes.
As a continuing user of our services you will continue to receive emails,
phone calls and other forms of communication from Mandata in relation
to the services that we currently provide to you.
Mandata may also use your personal information to provide you with
information regarding related business activities that may be of interest
to you and that we may provide to you in the future.
The personal information we hold is essential for us to provide you with
the Transport and/or Storage services that our customers require.
By using our services or being involved in our business activities, you
agree to the collections and use of the personal information in
accordance with this policy.
How does Mandata collect your Personal Information?
Mandata only collects personal information about you when you submit
a form or when you provide us with personal information about yourself
via email (including attachments), via phone calls and/or via physical
paper records.
Your Personal Information can also be provided to us by related or
unrelated third parties involved in the business activities or services that
we are providing to our customers, we have to assume that such
Personal Information is provided to us in Good Faith in order for us to
carry out our business activities.
Mandata does not and would not buy Personal Information from an
unrelated third party except for potential marketing purposes but only
from GDPR compliant sources.
What kind of Personal Information does Mandata hold?
The information we hold as follows:
1. First/Last Name and/or Company Name/Trading Name
2. Place of Business
3. Phone number including personal mobile phone numbers
4. Email Addresses of you and your employees/agents
5. Invoice Activity
6. Customer/Supplier information (relating to our business activities)
Does Mandata use your Personal Information to contact you?
Mandata may use the Personal Information you provide to Mandata or
that is provided to us via other business-related sources to contact you
primarily about the services that we are providing to you and/or in
relation to your involvement in the services that we are providing to a
related or unrelated third party.
As a customer or other business-related contact of Mandata we may use
your Personal Information to provide you with information related to the
products and services that we provide now or in the future including;
promotions, special offers, surveys, and other information that may be of
interest to you.
Mandata will also need to contact you regarding business activities,
transactions or services that we are providing to you, your customers,
your suppliers/agents/subcontractors or anyone related to your business
activities that we are engaged to work on.
How do we share your Personal Information?
We do not share the information with any unrelated third parties and we
do not sell your information to third parties.
We may share your personal information with our affiliated companies
and/or companies in which Mandata or the shareholders and Directors
of Mandata has direct control.
Mandata Contracts Limited may disclose Personal Data in the Good
Faith belief that such action is necessary to:
· To comply with a legal obligation
· To protect against legal liability
· To protect and defend the rights or property of Mandata Contracts
Limited including the prevention of physical harm or financial loss
· To prevent or investigate possible wrongdoing in connection with
any service that we provide to our customers
· And in order to carry out our Transport and Storage Services that
we provide to our customers
· Support the sale or transfer of all or portion of our business or
assets
Mandata will also share your Personal Information with third parties
directly or indirectly (including agents and subcontractors) involved in the
fulfilment of our services to our customers; for example, in order to
complete Transport requirements, it is essential to provide third parties
with pertinent contact personal information to ensure that the collection
and delivery of consignments can take place safely, correctly and on
time.
How does Mandata store your Personal Information?
Mandata is committed to ensuring the security and integrity of Personal
Information. Mandata has adopted reasonable physical, electronic and
managerial procedures to safeguard your Personal Information.
We currently hold Personal Information electronically within secure
databases (including email and electronic documents) and physically as
paper records. Due to the nature of Internet communications, Mandata
cannot guarantee or warrant that your transmission to us is secure.
All physical paper records are securely stored in our purpose-built
document archive warehouse facility.
How long does Mandata keep your Personal Information?
Personal Information provided to Mandata is only kept for as long as it is
reasonably necessary for the purposes for which it was collected, taking
into account our need to comply with contractual obligations, resolve
customer service issues, comply with legal requirements and provide
new or improved services to customers.
This means that we may retain your Personal Information for a
reasonable period after you stopped using Mandata.
After this period, your Personal Information will be deleted from all
electronic storage locations without notice.
Physical records will be retained for as long as is necessary in order for
Mandata to comply with regulatory or legislative requirements or to
support continued business activities.
Any physical records no longer required will be security destroyed via
shredding.
How can your Personal Information held by Mandata be deleted?
You may request Mandata to delete your Personal Information at any
time.
Mandata will use reasonable efforts to timely remove your Personal
Information from our electronic records and/or paper records except for
the need to retain such information in order to comply with regulatory or
legislative requirements.