Privacy and Your Personal Data
All your personal Information shall be held and used by the EU General Data Protection Regulation 2016/679 (“GDPR”) and national laws implementing GDPR and any legislation that replaces it in whole or in part and any other legislation relating to the protection of personal data. If you wish to know what information we collect and hold about you or to exercise any of your rights as set out in Section 10 below, please write to us at the address on our contact page or via email at email@example.com
1. The legal basis for processing your Information
1.1 Under GDPR, the main grounds that we rely upon to process your Information are the following:
a) Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to process your Information. We may also be obliged by law to disclose your Information to a regulatory body or law enforcement agency;
b) Necessary for legitimate interests – either we or a third party, will need to process your Information for our (or a third party’s) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms as laid out in the EU General Data Protection Regulation, including your right to have your information protected. Our legitimate interests include activities such as responding to requests and inquiries from you or a third party, the delivery/implementation of our products or services (including but not limited to web design, web development, content management, digital marketing and hosting of websites, databases, SSL certs, email, SMS and any other Grab Same-Day Logistics Ltd. advertised product or services), optimising our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate, fair and efficient manner;
c) Consent – in some circumstances, we may ask for your consent to process your Information in a particular way.
2. What data is stored by Grab Same Day Logistics Ltd. about me, my business or its employees?
2.1 Grab Same-Day Logistics Ltd. is a business-to-business services company that collects limited amounts of personally identifiable information (PII). We only securely collect, process or store Information from Vendor Businesses or individuals operating as Independent Subcontractors in a business capacity. Grab Same-Day Logistics Ltd. only ever collects Information necessary needed for our products and services to function or to provide the delivery, administration or statistical analysis of services our customers have requested or for enabling quotations to potential customers.
2.2 We have a policy of limited usage or retention of paper-based materials. Most data worked with is stored in electronic format, except hardcopy customer contracts, invoicing and company admin records (e.g. staff contracts, CVs etc.).
2.3 We classify the data we hold under the following categories:
a) Existing Paying Grab Same-Day Logistics Ltd. Vendors:
For paying customers of Grab Same-Day Logistics Ltd. we may store any business/company or employee data submitted to us for use in the fulfilment or billing of our services. Data would typically be limited to contact full names, company name, email address(es), phone number(s), mobile number(s), encrypted bank account details, and materials, including but not limited to any communication emails, design materials, website/server login details, strategic business information, website briefs, notes on phone calls or meetings, or contact details provided of other individuals involved in the quotation purposes.
Billing details captured would include billing company name, admin contact person, email address, phone number, direct debit/bank account or credit card details for payments. These sensitive billing details are securely stored in AuthiPay’s payment gateway. Limited bank account details are encrypted and credit card details are securely passed to our third-party PCI DSS-compliant payments provider Authipay Payments for storage and processing. We do not store credit card details on our servers, only a unique customer ID which is passed to the Authipay Payments system which carries out the actual payment.
Some Grab Same Day Logistics Ltd. customers may store personal information from their customers or website users in our web application. This customer data is processed by Grab Same Day Logistics Ltd. in a hosting-only capacity or per the instructions of our customer. We accept no responsibility for our customers’ use of this data, how they request that we handle this data, nor do we monitor their usage of this data. The types of data customers collect include business names, contacts and addresses. We encourage customers who have specific questions or requests relating to GDPR compliance to contact us at firstname.lastname@example.org.
b) Past Grab Same-Day Logistics Ltd. Vendors and GoGeters
Following the end of a customer relationship, we may retain certain customer detail for 6 years to ensure compliance with tax requirements. Customer website data will be fully deleted from our servers within 90 days of the customer leaving (or earlier if requested).
3. What Information is collected on the various Grab Same-Day applications?
3.1 What information is collected on www.grabsameday.com?
a) by visiting www.grabsameday.com’s contact form you may provide us with personal information such as name, company name, email address, phone/ mobile phone number and possible additional information if you choose to do so in the comments box.
b) by corresponding with us by email, in which case we may retain the content of your email messages together with your email address and our responses;
c) in phone calls or meetings with Grab Same-Day Logistics Ltd. staff where related notes may be securely stored;
d) through our mailing list opt-in where we request your name and email address.
3.2 What information is collected on vendor.grabsameday.com?
a) User Details including Vendor name, vendor address, any voluntarily stored credit cards, bank account details (for refunds), and pickup & delivery addresses.
3.3 What information is collected by the Mobile Application Grab Same Day Logistics Driver?
a) User details including Go Getter name, go-getter billing address, bank account details (for payments), vehicle type and details, vehicle insurance policy and expiry date, driver’s licence details, and photographs of your Go Getter Vehicle.
3.4 Additionally, in general terms, we may collect Information about your computer, including where available your IP address, operating system, browser type and the geographical location of your computer, for system administration, prevention of fraud or business lead identification purposes. We also use statistical and user behaviour analysis software (Google Analytics for example) to get a better idea of how to improve user experience on our website. We may also report aggregate information. This is statistical data about browsing actions and patterns and does not identify you as an individual. In all cases, the suppliers of these products have stated their GDPR compliance.
4. How does Grab Same-Day Logistics Ltd. use your Information
4.1 We will hold, use and disclose your Information for our legitimate business purposes including:
a) answering or dealing with the purpose of the query, or implementation/quotation for the product or service(s) requested and any follow-on service or product dealings in the event of a customer.
b) emails and postal communication related to billing of our services;
c) direct marketing to keep you up to date about important changes to our business; product or service interruptions/outages/updates, product upgrades, or useful product, service, case study, or digital marketing information, research, tips or advice which may help our customers’ businesses. These communications may also include details of our products and services (including where we may be re-sellers of third-party products or services), and advise you of news and industry, product or company updates, events, promotions or competitions. Before we do so, you will be given an option to opt out of such communications and an option to unsubscribe will also be provided with each communication;
d) to apply profiling technology which analyses our customers’ engagement with our direct marketing communications, activity and interests so that we can send you content that is relevant to you;
e) to provide further services to you by sharing your Information with trusted GDPR-compliant third parties who we use in the provision of our products or services. Further details about this are set out in section 7 below on Sharing your Personal Information;
f) to release Information to regulatory or law enforcement agencies, if we are required or permitted to do so.
4.2 We do not process or hold certain sensitive personal data (known as special category data in GDPR) where you include it in information you send to us e.g. if you include information about your health in enquiries. We have processes in place to limit our use and disclosure of such sensitive data other than where permitted by law.
5. How does Grab Same Day Logistics Ltd. share your Information
5.1 In certain circumstances we will share your Information. Details of those parties are set out below along with the reasons for sharing them.
a) Employees: We may disclose your data to our employees on a need-to-know basis. Our employees sign confidentiality agreements on the commencement of employment.
b) Trusted third-party partners: To provide certain services, we may share your information with reputable and trusted third-party business partners, suppliers and sub-contractors such as IT, hosting, backup, CRM, business productivity, security, billing, phone, network, email logistics providers or data centre infrastructure companies (e.g. Gmail). For security reasons, we will not publish a full list here to minimize the targeting of data within these businesses. We can supply a list of such partners upon request. We will not share your data with any third party if it is not a necessity in providing services to you or where the third party does not clearly state their GDPR compliance policies either publicly or within a direct contract with Grab Same Day Logistics Ltd.
c) Regulatory and law enforcement agencies: As noted above, if we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies.
d) New business owners: If we or our business merges with or is acquired by another business or company, we will share your personal information with the new owners of the business or company and their advisers. If this happens, you will be sent notice of such an event and you will be allowed to opt-out.
e) Aggregated and De-Identified Information: We may share information that has been aggregated or reasonably de-identified so that the information could not reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our services.
7. Retention of your Information
We will only retain your Information for as long as is necessary for the purpose or purposes for which we have collected it. The criteria that we use to determine retention periods are determined by the nature of the data and the purposes for which it is kept. For example, if we receive your Information through a competition entry, we will retain your data for as long as is necessary to administer the competition. If we receive your Information when you apply for a job, we will retain your data for as long as is necessary to process your application, and maintain application statistics. If we receive your Information following a request for assistance, information or quotation for our products or services, we will retain your data for as long as is necessary to process your request or generate a quotation and for as long as you are an active sale prospect (i.e. have not communicated your intention not to engage with Grab Same Day Logistics Ltd.). We will also maintain your data for statistics related to business lead activity and quotations. If you are a Grab Same Day Logistics Ltd. customer we will retain your data for the full duration of the period we provide you with our products or services and for 6 years after the end of the customer relationship thereafter to ensure compliance with tax requirements. Customer website data will be fully deleted from our servers within 90 days of the customer leaving (or earlier if requested). For non-customers, we will not directly market to you for longer than five (5) years, unless you consent to receive direct marketing by opting in again before the expiry of that five (5) year period. In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example, your email address), to comply with our obligations under GDPR or other legislation, or for fraud detection purposes.
We use reasonable technical and organisational security measures to protect your data and to prevent the loss, misuse or unauthorised alteration of any data in our control and will use our reasonable endeavours to ensure that such information is kept as secure as possible.
Data submitted through any of our application platforms such as a contact form is https encrypted and automatically fed into our website database.
Where data is stored electronically on our servers, we have implemented appropriate IT security measures to secure your data. These measures include server patching/maintenance routines, anti-virus protection, firewalls and data encryption technologies and access protocols. Periodic third-party security penetration tests are also carried out on servers to ensure security hardness and any recommendations deployed. Unfortunately, no data transmission over the Internet or electronic storage system can be guaranteed as secure, however, we will ensure that the technical and organisational measures in place are regularly reviewed to ensure that they are up-to-date and functioning effectively. Where data is stored in hard copy format, we have management and destruction procedures in place and staff training to ensure that paper records are stored securely.
Customer requests sent to Grab Same Day Logistics Ltd. will only be acted upon if the request is from an authorised customer contact listed in our CRM. For security reasons, customer requests must be submitted to email@example.com from an authorised email address. Requests will not be acted upon over the phone.
9. Your rights relating to your Information
9.1 You have certain rights about the personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we can act on your request.
a) Right of Access. You have the right at any time to ask us for a copy of the Information about you that we hold, and to confirm the nature of the Information and how it is used. Where we have a good reason, and if the GDPR permits, we can refuse your request for a copy of your Information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.
b) Right of Correction or Completion. If the Information we hold about you is not accurate, or is out of date or incomplete, and requires amendment or correction you have a right to have the data rectified, updated or completed. You can let us know by contacting us at the address or email address set out above.
c) Right of Erasure. In certain circumstances, you have the right to request that the Information we hold about you is erased e.g. if the Information is no longer necessary for the purposes for which it was collected or processed or our processing of the Information is based on your consent and there are no other legal grounds on which we may process the Information.
d) Right to Object to or Restrict Processing. In certain circumstances, you have the right to object to our processing of your Information by contacting us at the address or email address set out above. For example, if we are
processing your Information based on our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to the use of your Information for direct marketing purposes.
You may also have the right to restrict our use of your Information, such as in circumstances where you have challenged the accuracy of the Information and during the period where we are verifying its accuracy.
e) Right of Data Portability. In certain instances, you have a right to receive any Information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that Information to you or directly to a third-party organisation.
This right exists in respect of Information that:
you have provided to us previously; and
is processed by us using automated means.
While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third-party organisation’s systems. We are also unable to comply with requests that relate to the Information of others without their consent.
9.2 You can exercise any of the above rights by contacting us at the address or e-mail address set out above. You can exercise your rights free of charge. In making any request in this regard, please provide us with sufficient information to enable us to identify you. We reserve the right to request you provide additional information to enable us to identify your data and/or verify your identity.
9.3 If you wish to receive a copy of the data which we hold about you, when contacting us please provide us with €6.35 and we will respond to your query as quickly as possible but in any event within 40 days of receipt of your request.
9.4 Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.
To the extent that we are processing your Information based on your consent, you have the right to withdraw your consent at any time. You can do this by submitting a request to firstname.lastname@example.org
11.1 Similar to other commercial websites, our Website “cookies” and web server logs collect information about how our Website is used. A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit a website, that site’s computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org
11.2 Information gathered through cookies and web server logs may include the date and time of visits, the pages viewed, time spent at our Website, and the websites visited just before and just after our Website.
11.3 Cookies, in conjunction with our web server’s log files, allow us to calculate the aggregate number of people visiting our Website and which parts of the website are most popular. This helps us gather feedback so that we can improve our Website and better serve our customers. Cookies do not allow us to gather any personal Information about you and we do not generally store any personal Information that you provided to us in your cookies.
11.4 We use ‘session’ cookies which enable you to carry information across pages of the Website and avoid having to re-enter information. Session cookies enable us to compile statistics that help us to understand how the Website is being used and to improve its structure.
11.5 We also use ‘persistent’ cookies which remain in the cookies file of your browser for longer and help us to recognise you as a unique visitor to the Website, tailoring the content of certain areas of the Website to offer you content that matches your preferred interests.
13. How can I request a copy of, an update of, or a deletion of data stored about me or my business?
You can request a copy of what data we have on record for you or request any changes to that data by emailing email@example.com and separately providing us with a processing fee of €6.35 and we will respond to your query as quickly as possible but in any event within 40 days of receipt of your request.