HS is committed to ensuring that all data including personal data of Employees, Clients, Consignees and Suppliers are held securely. Data will not be processed/used for any other purpose other than for your business to provide logistics services on behalf of HS.

This policy outlines how data must be processed in accordance with the EU General Data Protection Regulations (GDPR) 2018.

HS is the data processor which means that we are responsible for your company data collected by us and we are obliged to keep this secure and process it fairly and lawfully.

As Supplier, HS will collect, retain and use details about your business for your business to receive services on behalf of Humber Services.

These details are stored securely either electronically or as part of a paper filing system, including information concerning:

• Employee names,

• Consignee Addresses

• Business Addresses,

• Phone Numbers,

• Email Addresses

• Business bank account information

Only the minimum amount of personal data necessary for the specified purpose shall be processed pursuant to these terms.

Data is either stored on Humber Services Virtual Machine 2012 r2 data server. Or via GSIT, which is stored on their VM SQL SRVR.

The Servers can only be accessed by authorised personnel. Access to this data is via face recognition, or via 2 way factor authetication. 

 

 

HS takes all reasonable steps to keep your information confidential and will minimize disclosure of your personal information to anyone outside Humber Services.

Humber Services requires disclosure of personal information to complete business transaction such as:

• Parties to the transaction e.g. Shippers, Consignees and 3rd Party Contractors (off shore islands)

• Security agencies; Police or Government agencies. (QUANGOS)

• Border and customs agencies.

• Port handling agents e.g. at airports and seaports.

We will treat your data with the greatest care and take all appropriate steps to protect it.

Personal data is held on HS's secure. This data can only be accessed by authorised personnel via secure personal passwords and/or office and cabinet locking systems.

We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

In the very unlikely event that this data is breached there is a data breach process which is designed to ascertain how information was obtained, what information was revealed, to whom and when. Depending on the nature of the breach and the likelihood of your personal data being shared you will be informed.

You are entitled to request access to any personal data concerning you which is held by Humber Services. If you need to you will need to contact info@hshomedeliveries.com

 

 

You are required to notify HS Home Deliveries promptly of any changes in your personal information which you are aware is held by HS Home Deliveries. Please inform HS Home Deliveries of any such changes.

HS Home Deliveries will only collect personal data that is necessary for the purposes of their approved services. However, there may be some circumstances where details may need to be deleted if requested by Suppliers:

• Upon termination where data is no longer necessary in relation to the purpose for which they were collected.

• Suppliers withdraws consent or objects to validity of the information held,

• data is processed unlawfully, e.g. shared without consent to a third party for marketing purposes

Processing erasure requests

In the event of an erasure request Humber Services will investigate to ensure that the request is:

• Genuine -without malicious or fraudulent

• Requested by an authorized source i.e. the person that initially provided the information, e.g. a manager of a person responsible for an operative whose job role includes fulfilling logistics services on behalf of HS Home Deliveries.

HS will also investigate to identify other sources where the data has been shared and to inform Suppliers. This is subject to cost and available technology.

Right to object

Where it is necessary to retain data for legitimate reasons, such as legal requirements the company has a right to object to erasure as some of your information may be necessary for tax, legal reporting and auditing obligations and customer product recall procedures.

Contact the HS Home Deliveries Supply Chain Department:

Email: info@hshomedeliveries.com

Data Retention

Whenever we collect or process personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected – for your company to provide logistics solutions on behalf of HS Home Deliveries Ltd.

At the end of that retention period, your data will either be deleted, encrypted or anonymised (so that it can be used in a non-identifiable way) if used for statistical analysis and business planning.

The majority of expired data will be retained for 7 years as it may be necessary to supply this data for legitimate reasons, such as tax, legal reporting, auditing obligations. In the case of certain services such as GDP, we will keep it for 10 years to comply with Pharmaceutical product recall procedures.

Termination of PII

HS Home Deliveries Ltd upon request will erase PII after contract termination where requested. 

We will also remove any previous back ups on our VM Server to ensure there is no recovery on this information of a customer. (7 days of data is the amount stored on backup).

 

Protection of Humber Services confidential information and business

Use of HS Home Deliveries Data

Suppliers shall only process/use HS Home Deliveries Data in accordance with this policy and, in all cases, in accordance with Humber Services written instructions from time to time. HS Home Deliveries Data must not be processed/used for any other purpose.

Data Security Management

Data “Security” covers organisational (i.e. people, processes) and technical measures to safeguard against:

• unauthorized or unlawful processing

• against accidental loss, destruction of, or damage to HS Home Deliveries Data.

Suppliers must always have in place, and regularly test and evaluate, appropriate technical and organisational security measures such as:

• Regularly monitoring your system for possible vulnerabilities and attacks

• Conducting penetration testing to identify ways to further strengthen security.

Security must be appropriate to the likely risks to individuals if data was lost, stolen or disclosed to unauthorised people.

Controlling access to HS Home Deliveries

Data Suppliers must ensure that only its employees who may be required by Suppliers to assist it in meeting its obligations under the agreement will have access to Humber Services Data.

Suppliers must maintain, and provide to HS Home Deliveries, if requested, details of all employees with access to HS Home Deliveries Data.

Suppliers must ensure that appropriate physical access controls are in place where Humber Services Data is stored.

Sub-Processing 

Humber services do not conduct any sub-processing with any data.

Security breaches or incident management

Suppliers must immediately notify (by means below) HS Home Deliveries of any if any of the following incidents occur in relation to HS Home Deliveries data:

• unauthorised or unlawful processing

• unauthorised or accidental loss

• damage to

• alteration of

• destruction of

• disclosure

Suppliers must provide HS Home Deliveries with all reasonable information, data and documentation relating to, and full co-operation and assistance and implement and comply with any reasonable steps and actions requested by HS Home Deliveries to minimise or stop such Security Breach and/or to prevent such Security Breach reoccurring.

 

HS Home Deliveries will immediately inform suppliers if any of the following incidents occur in relation to supplier / customer data:

• unauthorised or unlawful processing

• unauthorised or accidental loss

• damage to

• alteration of

• destruction of

• disclosure

HS Home Deliveries will provide Suppliers with all reasonable information, data and documentation relating to, and full co-operation and assistance and implement and comply with any reasonable steps and actions requested by Suppliers to minimise or stop such Security Breach and/or to prevent such Security Breach reoccurring.

UK / EEA Data

HS Home Deliveries fall under the UK GDPR Data Protection act. We do not process or send data, or fall under the remit of the EEA policy. If this modification becomes active within our business, we will obtain consent from our suppliers prior to proceeding with the modification. 

Insurances

HS Home Deliveries have a cyber insurance policy live which covers upto the cost of £2M. 

HS Home Deliveries will not during or after your services disclose confidential information belonging to HS Home Deliveries. Personal Information of both HS Home Deliveries Employees, Consignee and Consignor including:

• Names

• Addresses, including delivery or collection sites

• Phone Numbers

• Email Addresses

• Load Contents

• ID numbers etc.

HS Home Deliveries will not reveal any confidential information relating to HS Home Deliveries or its Suppliers, clients and their customers unless required by law. This obligation will continue after the termination of your services unless and until any such information comes into the public domain other than through any breach of this provision by you.