Privacy Policy
1.0 INTRODUCTION
We, Mandata (Management and Data Services) Ltd , take the protection of your personal data very seriously and strictly adhere to the rules laid out by data protection laws and the General Data Protection Regulation (GDPR-EU and GDPR-UK).
This privacy notice gives you information on how we collect and process your personal data through your use of this site and any data you may provide if you contact us regarding our products and services.
We have appointed a data protection officer (DPO) who is responsible for monitoring and providing guidance with our GDPR status. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the us using the contact information in section 15 of this privacy notice.
2.0 WHY WE COLLECT YOUR PERSONAL INFORMATION
We collect your personal data for one of the following purposes:
- To manage communications between you and us;
- To provide you with access to our services (including access to our Mandata Apps);
- Where we need to perform the contract we have entered into with you;
- To provide you with information you have requested or which we may feel may be of interest to you;
- To ensure the safe operation of our website and to monitor the performance of our website;
- For marketing and advertising purposes. we may use information you provide to personalise (i) our communications to you; (ii) our website; and (iii) products or services for you, in accordance with our legitimate interests;
- To monitor use of our websites and online services. We may use your information to help us check, improve and protect our products, content, services and websites, both online and offline, in accordance with our legitimate interests;
- If you provide a credit or debit card, we may use secure POS payment providers to process payments;
- We may monitor any customer account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, in accordance with applicable law and our legitimate interests; and
- We may use your information to invite you to take part in market research or surveys.
3.0 LAWFUL BASIS OF PROCESSING INFORMATION
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:
- The data subject (you) has given consent to the processing activity taking place.
- If the processing is necessary for the performance of a contract
- If the processing is necessary for compliance with a legal obligation to which the controller is subject
- If the processing in necessary for the purpose of the legitimate interest pursed by us or our partners.
Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment which is a three-part test covering:
The purpose test – to identify the legitimate interest
Necessity test – to consider if the processing is necessary for the purpose identified
Balancing test – considering the individual’s interests, rights or freedoms and whether these override the legitimate interests identified.
4.0 WHAT INFORMATION WE COLLECT AND WHERE FROM
We collect personal information from you, for example, if you register to our website, request product information, call us or use any of our services. The categories of personal information that we may collect, store and use about you include:
- your name, username (either an email address or a user ID), signature and photos;
- your work address, email address and phone number;
- internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, installed apps and other technology on the devices you use to access our website and/or Mandata Apps;
- your device type and permission preferences;
- records of calls you make to our customer service and sales team; and
- and/or other information relevant to customer surveys and/or offers.
5.0 HOW WE USE YOU INFORMATION FOR THE PURPOSE(S) OF A MANDATA APP
We have set out below, in a table format, a description of all the ways we plan to use your personal data for the purposes of our Mandata Apps, and which of the lawful bases we rely on to do so.
Purpose/Activity |
Type of data |
Lawful basis for processing |
| All Mandata Apps | ||
| To carry out our authentication process to confirm its you accessing the Mandata App. | Username, email address and phone number | Necessary for our legal obligation to keep your personal data secure and prevent unauthorised access to your Mandata App account. |
| To tailor the content on the Mandata App to you (for example providing you with a friendly greeting or including your relevant work address). | Name, signature and work address | Necessary for our legitimate interest to build a relationship with you as a Mandata App user. |
| To record your user ID against your username following updates and your interaction on our Mandata App via your device. | User ID | Necessary for our legitimate interest to understand how you interact with our Mandata Apps and to provide an audit trail of changes instigated by you for use by your employer. |
| To retrieve your user information associated with your username. | Username | Necessary for our legitimate interest to understand how you interact with our Mandata Apps and to identify your organisation so that the app can display employer specific customisations and workflows. |
| To collect, transmit, sync and store the following device information for diagnostic purposes:
· battery level; · manufacturer; · model; and · if applicable, OS version. |
Device type and operating system and platform | Necessary for our legitimate interest to provide you with a quality service when you use our Mandata Apps and for diagnostic purposes when you opt to send error logs to us. |
| To collect, transmit, sync and store crash logs during your use of our Mandata App. | Device type and operating system and platform | Necessary for our legitimate interest to provide you with a quality service when you use our Mandata Apps. |
| To ensure the browser on your device presents the appropriate HTML ‘Help Text’ while you interact with our Mandata Apps. | Browser type and version | Necessary for our legitimate interest to provide you with a quality service when you use our Mandata Apps. |
| To enable you to select previously captured images and associate them with other data captured within the Mandata App. | Photos | Necessary for our legitimate interest to provide you with a simple, easy and accessible Mandata App. |
| To enable us to launch another Mandata App from the Mandata App you’re currently using to provide you with more relevant content. | Installed apps | Necessary for our legitimate interest to provide you with a simple way to navigate across our Mandata Apps. |
| To enable the app to continually download and upload data from and to our servers it is necessary to run a foreground data synchronisation task. You can see the operational state of this task and the last synchronisation time in your device’s task bar. | Data required to use the app for its intended purpose. | Necessary for legitimate interest so that we can provide live updates to the data you use and collect via the app. |
| Mandata Manifest App | ||
| To access external storage to allow the app to write images to your device’s photo gallery and access previously captured images. | Permission preferences | Consent |
| To access your device’s course and fine location to enable the app to record the physical location or any job progress changes. | Location and permission preferences | Consent |
| To access your device’s camera to enable you to capture images of goods that you have collected and/or delivered. | Photos and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| To enable you to log in to the app by facial or fingerprint recognition. | Permission preferences | Consent |
| Mandata Vehicle Checks App | ||
| To access external storage to allow the app to write images to your device’s photo gallery and access previously captured images. | Permission preferences | Consent |
| To access your device’s course and fine location to enable the app to record the physical location where inspections are conducted. | Location and permission preferences | Consent |
| To access your device’s camera to enable you to capture images of a vehicle or trailer being inspected to assist with our legal obligation to ensure the vehicle and/or trailer is roadworthy/safe. | Photos and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| To enable you to login to the app by facial or fingerprint recognition. | Permission preferences | Consent |
| To access your photo gallery to enable you to select previously captured images associated with vehicle and/or trailer inspections. | Photos and permission preferences | Consent |
| Mandata Team Admin App | ||
| To access external storage to allow the app to write images to your device’s photo gallery and access previously captured images. | Installed apps and permission preferences | Consent |
| To access your device’s course and fine location to enable the app to record the physical location of timesheet entries and expense claims. | Location and permission preferences | Consent |
| To access your device’s camera to enable you to capture images of receipts as part of your expense claim. | Photos and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| To enable you to login to the app by facial or fingerprint recognition. | Permission preferences | Consent |
| Mandata MT Smart App | ||
| To access your device’s course and fine location to enable the app to provide a constant stream of location data for location tracking purposes. | Location and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| To enable you to login to the app by facial or fingerprint recognition. | Permission preferences | Consent |
| To enable the app to track your continual location even while the app is closed. | Location and permission preferences | Consent |
| Mandata Track & Trace App | ||
| To access external storage to allow the app to write images to your device’s photo gallery and access previously captured images. | Installed apps and permission preferences | Consent |
| To access your device’s camera to enable you to capture images of goods or documentation relating to those goods. | Installed apps, photos and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| Mandata Unit Tracking App | ||
| To access your device’s course and fine location to enable the app to identify the device’s currently physical location for the purpose of providing proximity information of points of interest and other team members near you. | Location and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
| To enable you to login to the app by facial or fingerprint recognition. | Permission preferences | Consent |
| Mandata FleetDrive App | ||
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system platform and permission preferences | Consent |
| Mandata SmartDrive App | ||
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system platform and permission preferences | Consent |
| Mandata Navigation App | ||
| To access your device’s fine location to provide you with the Sat Nav Guidance and Mapping functionality | Location and permission preferences | Consent |
| To access your device’s serial number to enable us to manage the functionality of our app. | Device type, operating system and platform and permission preferences | Consent |
6.0 HOW LONG WE KEEP INFORMATION FOR
We pride ourselves on ensuring that your personal data is only retained for the period that we need it for, or in accordance with laws, regulations and professional obligations that we are subject to. All personal information collected has a defined retention period, which is in line with our retention policy. If you would like to find out how long your information is being retained, please see “additional information”, section 16 of this policy.
7.0 SECURITY OF PERSONAL INFORMATION
We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed. We have in place a robust access control policy which limits access to your personal data to those employees, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.
We have policies and procedures to handle any potential data security breaches and data subjects, third parties and any applicable regulators will be notified where we are legally required to do so.
We have ensured that all employees have had information security and data protection training. If you would like more details of the security we have in place, please see “additional information”, section 17 of this policy.
To enable us to keep your personal data secure when you use our Mandata Apps, we will ask you to log in using your username and password credentials or your biometrics stored on your device. Before using biometrics to log into your account, we will ask for your prior permission to enable use of biometrics stored on your device to do so. We will not however collect or store your biometric data.
8.0 CHILDREN’S INFORMATION
We do not knowingly collect information on children. If we have collected personal information on a child, please contact us immediately using the details in section 15, so we can remove this information without any undue delay.
9.0 YOUR INDIVIDUAL RIGHTS
In this Section, we have summarised the rights that you have under General Data Protection Regulation. Some of the rights are complex, and not all the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
Your principal rights under General Data Protection Regulation are:
- Right to Object
- Right of Access
- Right to be informed
- Right to Rectification
- Right to Erasure
- Right to Restrict Processing
- Right to Data Portability
The right to object
You can exercise this right if
- Processing relies on legitimate interest
- Processing is for scientific or historical research
- Processing includes automated decision making and profiling
- Processing is for direct marketing purposes
The right of access
- You or any third party acting on your behalf with your authority may request a copy of the personal data we hold about you without charge.
- We will ask to verify your identity or request evidence from the third party that they are acting on your behalf before releasing any personal data we hold about you.
The right to be informed
- We are required, to provide clear and transparent information to you about how we process your personal data. This privacy notice addresses this right.
The right of rectification
- If you believe the personal data we hold about you is incorrect or incomplete you have the right to correct this and you may exercise this right along with the right to restrict processing until these corrections are made.
The right to erasure
- If there is no legal basis or legitimate reason for processing your personal data, you may request that we erase it.
The right to restrict processing
- You may ask us to restrict the processing of your personal data. This means we will still hold it but not process it. This is a conditional right which may only be exercised when:
- Processing is unlawful
- We no longer need the personal data, but it is required for a legal process
- You have exercised your right to object to processing and require processing to be halted while a decision on the request to object is made.
- If you are exercising your right to rectification
The right to data portability
- You can request that your personal data is transferred to another controller or processor in a machine-readable format if:
- Processing is based on consent
- Processing is by automated means (i.e. not paper based)
- Processing is necessary for the fulfilment of a contractual obligation
If you have any question about these rights, please see “additional information”, section 16 of this policy.
10.0 CONSENT
Where you have given consent for processing, or explicit consent in relation to the processing of special category data, you have the right to withdraw this consent (or when you use our Mandata Apps you can amend your permission preferences) at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.
11.0 FAILURE TO PROVIDE PERSONAL INFORMATION
Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.
12.0 COOKIES
Our website uses cookies. Please see our cookies policy for full details of the cookies used.
13.0 AUTOMATED DECISION MAKING
Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).
Where we make an automated decision which has a legal or substantially similar effect, you have the right to speak to us and we may then review the decision, provide a more detailed explanation and assess if the automated decision was made correctly.
14.0 TRANSFERS TO THIRD PARTIES
Mandata may disclose your personal data, listed in section 4 to some third parties to help us deliver our services/products. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all of the following categories of recipients:
- Business partners, suppliers, contractors for the performance of any contract we enter into with them or you;
- Companies within our group where necessary for administrative purposes and to provide services to you;
- Third parties that support us to provide products and services e.g. IT support, cloud-based software services, providers of telecommunications equipment);
- Marketing services providers;
- Payment service providers;
- Recruitment service providers;
- Professional advisors e.g. lawyers, auditors; and
- Web analytics and search engine provider to ensure the continued improvement and optimisation of our website.
If you use any of our Mandata Apps, we may share your personal data with your employer to enable us to perform our contracted services with your employer. Your employer may use this information for their own purposes (for example sending a photograph taken by you to your employer’s customer(s) as proof of collection or delivery). If you have any questions in relation to your employer’s use of your personal data collected via our Mandata Apps, please contact your employer.
15.0 TRANSFERS OUTSIDE OF THE EEA
In this section, we provide information about the circumstances in which your personal data may be transferred and stored in countries outside the United Kingdom (UK).
We may share personal information to third parties outside of the United Kingdom (UK). Any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by the Data Protection laws.
Where personal data is transferred outside of the UK to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:
- Standard Contractual Clauses
- International Data Transfer Agreement
- Binding Corporate Rules
- An exception as defined in Article 49 of the EU GDPR
For more information about transfers and safeguarding measures, please contact us using the information in section 16.
16.0 RIGHT TO COMPLAINT
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact us via email on hello@mandata.co.uk.
Alternatively, you can contact us:
By Post: 3rd Floor, Q5, Quorum Business Park, Benton Lane, Longbenton, Newcastle upon Tyne
By Phone: 01912502220
Alternatively, you can make a complaint to the Information Commissioner’s Office:
By Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
By Website: Information Commissioners Office
By Email: casework@ico.org.uk
By Phone: 0303 123 1113 (Local rate) or 01625 545 745 (National rate)
17.0 ADDITIONAL INFORMATION
Your trust is important to us. That is why we are always available to talk with you at any time and answer any questions concerning how your data is processed. If you have any questions that could not be answered by this privacy policy or if you wish to receive more in-depth information about any topic within it, please contact our DPO and Compliance Team via email on hello@mandata.co.uk.
For more information on Mandata’s information security policy, please see here.
For more information on Mandata’s Information Security Management System (ISMS) please see here.
For more information on Mandata’s quality policy, please see here.
18.0 POLICY REVIEW AND AMENDMENTS
We keep this Policy under regular review. This Policy was last updated on 14/11/2024.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.