Your privacy, handled with care.

01. Who we are

DISTRIBUTION MANAGEMENT SOLUTIONS LIMITED is the organisation responsible for personal information processed in connection with enquiries made through this website and our business communications, where we determine the purposes and means of that processing.

Our services relate to courier and parcel delivery, document transport, collection arrangements and business distribution, subject to the requirements and availability confirmed for each request.

Our contact details are provided at the end of this policy.

02. Information we collect

Depending on your enquiry or interaction with our website, we may collect:

• Contact details, including your name, email address, telephone number and business name.
• Collection and delivery addresses or postcodes supplied for a delivery enquiry.
• Information about parcels, documents, quantities, approximate dimensions, requested dates and delivery requirements.
• Messages, correspondence, quotation details and information needed to respond to or manage your request.
• Relevant service, payment or transaction records where a service arrangement proceeds and those records are required.
• Basic technical information generated when you use the website, such as browser details, access times and security logs, where collected by our hosting or security systems.

Please provide only information relevant to your enquiry. Do not submit unnecessary personal details or sensitive information through general contact forms.

03. How we use information

We may use personal information to:

• Respond to enquiries and request further information where needed.
• Assess delivery requirements and prepare or communicate quotations.
• Discuss collection arrangements, destinations, scheduling and service availability.
• Manage agreed service arrangements and communicate relevant updates.
• Maintain business records and respond to customer questions or complaints.
• Protect our website, prevent misuse and maintain appropriate technical security.
• Meet applicable legal, tax, accounting and record-keeping obligations.

We do not use enquiry information for unrelated purposes unless the further use is permitted by law and, where required, we explain that use to you beforehand.

04. Our lawful basis for processing

We rely on the lawful basis that is appropriate to the particular processing activity under applicable UK data protection law. Depending on the circumstances, this may include:

• Steps taken before a contract: to consider your request, prepare a quotation or take steps you request before entering into a service arrangement.
• Contractual necessity: to manage an arrangement where you are a party to the relevant contract and the processing is necessary to perform it.
• Legal obligation: to retain or provide records where applicable law requires us to do so.
• Legitimate interests: to manage ordinary business communications, maintain records, protect our website and handle enquiries, where these interests do not override your rights and freedoms.
• Consent: where consent is the appropriate legal basis for a particular activity, such as certain optional cookies or communications.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before consent was withdrawn.

05. Sharing information

We do not make personal information available indiscriminately. Where necessary for the purposes described in this policy, information may be shared with relevant categories of recipients:

• Website hosting, email, technical support and security providers who help operate our business systems.
• Delivery operators, transport providers or other service providers involved in an arrangement, where sharing is necessary and appropriate.
• Professional advisers, insurers or financial service providers where relevant to a legitimate business requirement.
• Public authorities, regulators or other parties where disclosure is required by law or necessary to establish, exercise or defend legal claims.

Information shared with a delivery or transport provider will be limited to what is reasonably needed for the relevant collection, delivery or coordination activity.

Where third-party providers process personal information on our behalf, we take appropriate steps to ensure that their handling of that information is governed by suitable arrangements.

We do not claim that information is transferred internationally in every case. If a particular service involves a transfer of personal information outside the United Kingdom, we will apply the safeguards required by applicable law.

06. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting and record-keeping requirements.

• General enquiries: normally up to 12 months after the last meaningful communication where no service arrangement proceeds, unless a longer period is reasonably required to resolve a matter or meet a legal obligation.
• Service, quotation and transaction records: retained for the period needed to administer the arrangement and meet relevant legal or accounting obligations. Records subject to a six-year business record-retention schedule may be kept for six years from the end of the relevant accounting period or other applicable reference point, where appropriate.
• Website security logs: where maintained, normally reviewed for deletion within 90 days unless needed for a security investigation, legal obligation or other justified purpose.
• Consent records and suppression records: retained for as long as reasonably needed to demonstrate compliance or respect a recorded preference.

These periods are retention guidelines, not a claim that every record is subject to the same statutory deadline. We may retain specific records for longer where the law requires it or where necessary to establish, exercise or defend legal claims. Information is securely deleted or anonymised when it is no longer required.

07. Data security

We take reasonable technical and organisational measures appropriate to the information we handle. Depending on the system and activity, these may include access restrictions, account security, secure communications, system updates, backups and the careful selection of service providers.

No website or electronic transmission can be guaranteed to be completely secure. You should avoid sending confidential information through a general enquiry form unless it is necessary for your request.

08. Cookies and website use

Our website may use essential technologies needed for its operation, security and basic functionality. Other cookies or similar technologies may be used only where they are actually installed and where the required permissions or legal conditions have been met.

You can review additional information about website cookies in our Cookie Policy. You may also manage available cookie preferences through the controls provided on the website and in your browser.

09. Your privacy rights

Depending on the circumstances and the applicable legal conditions, you may have the right to:

• Request access to personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request erasure of personal information where the legal conditions are met.
• Request restriction of certain processing activities.
• Object to processing based on legitimate interests, including the right to object to direct marketing where applicable.
• Request a copy of certain information in a portable format where the relevant legal conditions apply.
• Withdraw consent where processing is based on consent.
• Raise a complaint with the Information Commissioner’s Office (ICO).

These rights are subject to legal conditions and exceptions. For example, we may need to retain certain records to meet a legal obligation or establish, exercise or defend a legal claim.

To make a request, contact us using the details below. We may need to verify your identity before responding. We will normally respond without undue delay and within one month of receiving your request. Where the law permits an extension for a complex or multiple request, we will explain this within the initial one-month period.

You do not have to pay a fee for an ordinary request. A reasonable fee may be charged, or a request may be refused, where permitted by law for manifestly unfounded or excessive requests.

10. Children’s information

This website and the services described on it are intended for general business and delivery enquiries, not specifically for children. Please do not submit a child’s personal information unless it is genuinely necessary and you are authorised to provide it. If you believe a child’s information has been submitted unnecessarily, contact us so we can review the matter.

11. Changes to this policy

We may update this policy when our business practices, website systems or applicable legal requirements change. The current version will be published on this page. Where a change affects how we use personal information in a way that requires further notice, we will provide that information before beginning the new processing where required by law.

We review this policy periodically and when there is a material change to the way personal information is handled.

12. Contact and complaints

For questions about this policy, to exercise your privacy rights or to raise a concern about how your information is handled, please contact our company using the details below.

You also have the right to complain to the UK Information Commissioner’s Office if you are concerned about our handling of your personal information. Information and complaint guidance are available at ico.org.uk .