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.

Mandata would like to remind all our customers and suppliers and anyone that we conduct business with that we take the protection of all personal information very seriously.