Privacy Policy

General Principle

Xtra Logistics collects data from its employees, contractors (including self-employed drivers/delivery associates), affinity partner businesses and their clients with whom it engages with in the course of, and for the purposes of, running its business.

This Privacy Policy provides information on how Xtra Logistics hold and process this data.

What Data Do Xtra Logistics Collect?

For such purposes, Xtra Logistics collects Personal Identifiable Information (PII) such as:

• Names (personal & business)
• Addresses
• Telephone numbers
• Email addresses
• VAT registration details
• Driving Licence details (including the recording of any extant penalty points & convictions)
• Details of any criminal convictions (collected via a DBS/CRB check via a third party)
• Bank account details
• Copies of ID documents (where applicable and required to confirm settled or pre-settled status and right to work etc.)

If applicable:

• Company registration details
• Personally identifiable information of any directors, owners or partners
• Company bank details

How Do We Collect Your Information?

Xtra Logistics collect your information and process data under the following circumstances:

• When you complete an application to work for or provide services to Xtra Logistics
• When you complete an application for you or your business to work with Xtra Logistics
• Submit an invoice in return for the services provided to Xtra Logistics
• Request access to any Xtra Logistics affinity partner to provide additional services, i.e. vehicle rental etc.
• Use any mobile application provided by Xtra Logistics, its clients or its customers

How We Use Your Data

Depending on your relationship with Xtra Logistics, we will use your data in the following ways:

Xtra Logistics Contractors & Partners

Any data supplied by Xtra Logistics contractors, business partners and drivers/delivery associates, will be used to enable Xtra Logistics to assess the suitability of such persons for roles applied for within the organisation.

In addition to the above, such data will also be used to ensure all Xtra Logistics personnel, regardless of their employment status, maintain Xtra Logistics's and their clients' ongoing compliance standards and requirements.

GPS and locational data provided by any mobile device or vehicle tracking capability used in accordance with personal safety and security and in protection of Xtra Logistics's or its client's property and goods (parcels/shipments etc.) under your charge or control and in the prevention of crime.

Data may also be shared with any regulatory body, such as the DVLA, HMRC and Police or other law enforcement agencies if/where required.

Xtra Logistics Clients

Any and all data supplied by Xtra Logistics clients will only be used in conjunction with Xtra Logistics's business engagement with such clients.

How Do Xtra Logistics Store Your Data?

Xtra Logistics is committed to securing and storing ALL data electronically using online and cloud-based services that are recognised and meet global legislative and regulatory standards on information and data privacy and protection.

How Long Do Xtra Logistics Hold Your Data?

All information and data provided by persons engaging with Xtra Logistics, either under employment or in the course of service provision to Xtra Logistics, will be retained for the duration of the employment period or for the period of the services provided and for a maximum of 6 years after the last date of employment or services provided.

Information and data for unsuccessful applicants is retained for a minimum of 3 months to allow for any response for any dispute or claims that may arise from the application process.

Your Data Protection Rights

Xtra Logistics are obliged to ensure you are aware of all your data protection rights which includes the following:

• The right to access
• The right to rectification
• The right to erasure/deletion
• The right to restrict processing
• The right to object to processing
• The right to transfer your data

How to Contact Xtra Logistics

If you wish to contact Xtra Logistics with regards to any questions outlined in this policy or to request any of the above, please contact us via any of the methods detailed below: