Privacy Policy

Introduction

Your privacy is important to us. Our Privacy Policy aims to help you understand:

• who we are,
• what data we collect about you,
• why we collect it,
• what we do with it.

Personal data (also referred to as data or your data) refers to any information or set of information from which we are able, directly or indirectly, to personally identify you, in particular by reference to an identifier, e.g. first name and last name, email address, phone number, etc. Your personal data does not include anonymous or non-personal information, i.e. data that cannot be associated with or tracked back to you.

We encourage you to take some time to read this statement in full.

Who are we?

When this statement mentions we, us, or M9 Logistics, it refers to the controller of your Personal Data under this statement, namely an M9 Logistics affiliate, which may be in contact with you or otherwise decides which data is collected and how it is used. It also can be used to refer to M9 Logistics Limited, a company registered in England and Wales with a number 08269826 (M9 Logistics).

Who can you contact for privacy questions or concerns?

If you have questions or comments about this statement or how we handle personal data, please direct your correspondence to:

M9 Logistics
Data Protection Officer
Mariner House,
Trondheim Way,
Stallingborough,
Grimsby
DN41 8FD

You can also email dataprotection@m9logistics.com.

We aim to respond within 30 days from the date we receive privacy-related communications.

How do we collect personal data?

Direct Collection. We obtain personal data directly in a number of ways. This includes gathering data from individuals who:

• provide us with a business card
• complete our online or off-line forms
• subscribe to our newsletters and preference centre
• register for seminars
• attend meetings or events we host
• visit our offices.

We may also obtain personal data directly when we are establishing a business relationship, performing professional services through a contract, or through our hosted software applications.

Indirect Collection. We obtain personal data indirectly from a number of sources, including recruitment services and clients. We may attach personal data to our customer relationship management records to better understand our clients and subscribers, satisfy a legal obligation, or pursue our legitimate interests.

Public sources. Personal data may be obtained from public registers (such as Registrar of Companies), news articles, sanctions lists and Internet searches.

Social and professional networking sites. If you register or login to our websites using social media (e.g. LinkedIn, Facebook or Twitter) to authenticate your identity, we will collect information or content needed for the registration or login that you permitted your social media provider to share with us. This information may include your name, email address and, depending on your privacy settings, additional details about you, so please review the privacy controls on the applicable service to set how much information you want shared with us.

Business clients. Our business clients may contact us to perform professional services, which can involve sharing of personal data they control as part of that engagement. For example, we get a shipper or consignee contact data as part of a shipping order and we often need to use personal data to provide global mobility services. Our services may also include processing personal data under our clients’ control on our hosted software applications, which may be governed by different privacy terms and policies.

What types of personal data do we collect about you?

We may obtain the following categories of personal data about individuals through direct interactions with us, or from information provided through client engagements, applicants, suppliers and other situations including those described in this Privacy Statement.

Here is a list of personal data we commonly collect to conduct our business activities:

1. Contact details (e.g. name, company name, job title, work and mobile telephone numbers, work and personal email and postal address, IP address, or geographic location).
2. Shipment information (e.g. contact information of shipper, consignee and/or notify party; signature on delivery order; description of goods, number of pieces, weight, and value of shipment).
3. Financial information (e.g. duties and taxes, payroll, bank accounts details).
4. CCTV at our sites may collect images of visitors. Our policy is to automatically overwrite CCTV footage within 15 days.
5. Employment information (e.g. employment history, employee number, assessments, salary, and benefits).
6. Some personal data we collect automatically when you use our website or services. This is known as user-generated content and may include some or all of the following types of information:
   1. Your Internet Protocol (IP) address
   2. Cookie identifier
   3. Country of origin information (from where you access our website)
   4. Usernames and passwords used for access to M9 Logistics resources
   5. Mobile device unique identifier
   6. SMS Text
   7. Social Media identifier (such as Facebook or Twitter ID)
   8. Geographic location based on GPS/Wi-Fi/communications network local information

How do we use your personal data?

Below you will find an overview of the purposes for which we may process your data. We collect, process, and/or otherwise use your personal data for the following purposes:

If you are a customer, service provider, agent, or contractor:

1. Provide the information of products and services you request
2. Pick-up and deliver shipments
3. Provide you with shipment’s information such as tracking and tracing
4. Allow you, if you are a driver, to check-in in advance for a pick-up
5. Invoice you for the products and services you request
6. Provide you, if you are a costumer, with effective customer service
7. Contact you with information and notices related to usage of our products and services, including our website
8. Contact you with special offers and other marketing information we would like to deliver to you

If you are a service provider, an agent or contractor to ensure you (and your company) have the appropriate experience and qualifications to provide services on our behalf:

1. Invite you to participate in surveys and provide feedback to us (in accordance with any privacy preferences you have expressed to us)
2. Improve our products and services and develop new products and services
3. Improve our marketing and promotional efforts
4. Improve the content, functionality, and usability of our website
5. Use for any other purposes for which we provide notice at the time of collection
6. Comply with legal and regulatory requirements, monitoring and enforcing compliance with company policies and procedures and with legal and regulatory requirements
7. Protect the security of personal data as well as M9 Logistics systems and premises
8. Protect against, identify, and prevent fraud and other criminal activity, claims and other liabilities

If you are an employee or job applicant:

1. Conduct background checks on you, where it is permitted by law
2. Evaluate your interest in employment and contact you regarding possible employment with M9 Logistics
3. Manage payroll processing (including management of salaries, expenses, taxes, pensions, required notifications to governmental authorities)
4. Establish, maintain, and manage benefits and personnel administration
5. Manage business travel (e.g., taxi, commercial flights, hotels, rental cars)
6. Perform services contracts and obligations
7. Facilitate legal proceedings and government investigations, including preservation of relevant data
8. Monitor and enforce compliance with M9 Logistics policies and procedures and with legal and regulatory requirements
9. Provide IT support and services.

We do not sell, disclose, or otherwise process your personal data except as described herein or otherwise disclosed to you at the time the data is collected. We will retain your personal data no longer than is necessary to carry out the purposes listed in this Privacy Policy and/or as required by applicable law.

We also use data that does not identify you, known as non-personal data, for several purposes, including the improvement of our products and services. We may use non-personal data to build anonymous data profiles and provide segmented marketing, generate aggregate statistical information, and to improve and administer our current services and create new products and services.

You can be assured that we protect the information we collect.

Do we share personal data with third parties?

We may occasionally share personal data with trusted third parties to help us deliver efficient and quality services. These recipients are contractually bound to safeguard the data we entrust to them. We may engage with several or all of the following categories of recipients:

1. M9 Logistics member firms, where necessary for administrative purposes and to provide professional services to our clients (e.g. when providing services involving advice from M9 Logistics member firms in different territories)
2. Parties that support us as we provide our services (e.g., carriers, freight forwarders, providers of telecommunication systems, mailroom support, IT system support, archiving services, document production services and cloud-based software services)
3. Our professional advisers, including lawyers, auditors and insurers
4. A potential buyer, transferee, merger partner or seller and their advisers in connection with an actual or potential transfer or merger/acquisition of part or all of our business or assets, or any associated rights or interests
5. Payment services providers
6. Marketing services providers
7. Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation
8. Recruitment services providers.

Do we transfer personal data abroad?

We may transfer the personal data we collect about you to countries other than the country in which the personal data originally was collected. Those countries may not have the same privacy and data protection laws as the country in which you initially provided the information. When we transfer your personal data to other countries, we will protect that information as described in this policy and in accordance with applicable law. We use contractual protections for the transfer of personal data among various jurisdictions (e.g., the European Commission’s Standard Contractual Clauses).

Do we use cookies?

Our websites may use cookies. Where cookies are used, a statement will be sent to your browser explaining the use of cookies.

What are your data protection rights?

Your data protection rights are highlighted here. To submit a data request please send us an email at dataprotection@m9logistics.com

Access. You can ask us to verify whether we are processing personal data about you, and if so, to provide more specific information.

Correction. You can ask us to correct our records if you believe they contain incorrect or incomplete information about you.

Erasure. You can ask us to erase (delete) your personal data after you withdraw your consent to processing or when we no longer need it for the purpose it was originally collected.

Processing restrictions. You can ask us to temporarily restrict our processing of your personal data if you contest the accuracy of your personal data, prefer to restrict its use rather than having us erase it, or need us to preserve it for you to establish, exercise, or defend a legal claim. A temporary restriction may apply while verifying whether we have overriding legitimate grounds to process it. You can ask us to inform you before we lift that temporary processing restriction.

Data portability. In some circumstances, where you have provided personal data to us, you can ask us to transmit that personal data (in a structured, commonly used, and machine-readable format) directly to another company if is technically feasible.

Automated Individual Decision-making. You can ask us to review any decisions made about you which we made solely based on automated processing, including profiling, that produced legal effects concerning you or similarly significantly affected you.

Right to Object to Direct Marketing including Profiling. You can object to our use of your personal data for direct marketing purposes, including profiling. We may need to keep some minimal information to comply with your request to cease marketing.

Right to Withdraw Consent. You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make a request unless your request is clearly repetitive, unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on lawful grounds.

How safe is your personal data?

We have put appropriate technical and organizational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. We aim to ensure that access to your personal data is limited only to those who need to access it.

Those individuals who have access to the data are required to maintain the confidentiality of such information.

If you have access to parts of our websites or use our services, you remain responsible for keeping your user ID and password confidential. Please be aware that the transmission of data via the Internet is not completely secure. Whilst we do our best to try to protect the security of your personal data, we cannot ensure or guarantee the security of your data transmitted to our site; any transmission is at your own risk.

How long do we retain personal data?

We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. We retain personal data for as long as we have a legitimate business purpose to do so and where a specific legal, regulatory or contractual requirement applies. We will dispose of personal data in a secure manner when we no longer need it.

Do we link to other websites?

Our websites may contain links to other sites, including sites maintained by other M9 Logistics member that are not governed by this Privacy Policy. Please review the destination websites’ privacy policies before submitting personal data on those sites. Whilst we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by other sites.

Do we update this privacy policy?

We regularly review this privacy policy and will post any updates to it on this webpage. This policy was last updated on July 1, 2020.