Haydn Rowlandson Distribution Ltd ("HRD", "we", "us" or "our") is committed to protecting the privacy of everyone who contacts us or uses our website. This policy explains what personal data we collect, why we collect it, how we use it, and the rights you have under the UK GDPR and the Data Protection Act 2018.
Who we are
HRD is the data controller for personal data collected through this website and through our haulage operations.
- Registered office: 5 Capel Drive, Felixstowe, Suffolk, United Kingdom, IP11 2FR
- Contact: traffic@hrdltd.co.uk
Information we collect
We only collect information that we need to respond to enquiries and to provide our services. This includes:
- Quote and contact form data — such as your name, company, email address, collection and delivery locations, load details, and any information you choose to include in your message.
- Correspondence — emails you send us and our replies, kept as a record of your enquiry or booking.
- Essential technical data — standard server logs (IP address, browser type, pages requested, timestamps) used solely to keep the website secure and operational.
Why we use your information (lawful basis)
- Legitimate interests — to respond to your enquiries, provide quotations, operate our website securely, and keep records of our business communications.
- Contract — where you engage us for haulage or distribution services, to plan, perform and administer that contract.
- Legal obligation — to meet accounting, tax and transport-industry record-keeping requirements.
Sharing your information
We do not sell your personal data. We only share it where necessary to operate our services — for example with the IT providers that host our email and website, and with subcontracted hauliers or partners strictly for the purpose of fulfilling a booking you have made with us. All such parties are required to handle your data confidentially and only on our instructions.
We may also disclose information where required by law, a court order, or a regulator (including HMRC and the DVSA).
How long we keep it
We keep personal data only for as long as we need it. Enquiry correspondence is typically retained for up to 24 months so we can respond to follow-up questions. Records relating to bookings, invoices and consignments are retained for at least six years to meet UK tax and transport record-keeping obligations, after which they are securely deleted or anonymised.
Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. Access to customer information within HRD is restricted to staff who need it to do their job.
International transfers
Personal data is processed in the United Kingdom. Where any of our service providers process data outside the UK, we ensure appropriate safeguards are in place (such as UK adequacy regulations or the International Data Transfer Agreement).
Your rights
Under UK data protection law you have the right to:
- Access the personal data we hold about you.
- Ask us to correct information that is inaccurate or incomplete.
- Ask us to erase your personal data, where we no longer need it.
- Object to, or ask us to restrict, certain processing.
- Ask for a copy of the data you provided to us in a portable format.
To exercise any of these rights, email traffic@hrdltd.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Cookies
Our website only uses strictly necessary cookies. See our Cookies Policy for details.
Changes to this policy
We may update this policy from time to time to reflect changes to our practices or the law. The "last updated" date at the top of the page shows when it was last revised.