Driver Privacy Notice

Who is responsible?

STOXALL LOGISTICS LIMITED
Company number 15177038
Unit H, 3rd Floor, Winton House
Stoke Road
Stoke-on-Trent
ST4 2RW
Privacy enquiries: stoxall.logistics@gmail.com. Please put “Privacy request” in the subject.

STOXALL is the controller of the personal information described here. This notice explains our handling of that information under UK data protection law, including the UK GDPR and Data Protection Act 2018.

The information we use

• Your name, contact details, address, account details and password hash.
• Requested identity and driving documents, expiry dates, eligibility evidence, share codes and the office’s review records.
• Bank details, VAT information, signed self-billing evidence, invoices, payments, advances and adjustments.
• Working dates, routes, rates, extras, allocated vehicles, inspections, incidents, claims and supporting evidence.
• Emergency contact details, correspondence, work queries and account security records.

Information comes from you, authorised office staff, work records and relevant delivery partners. Vehicle checks may use public DVLA records. An incident report or allegation is recorded as a report, not proof that someone is responsible. Tell your emergency contact that you have provided their details. These details are used when necessary to contact someone about an urgent incident involving you.

We record relevant account changes, document downloads and when you first open an invoice so the office can maintain an audit trail and check invoice delivery.

Why we use it

Where health information or criminal-offence allegations are involved, an additional legal condition is needed. Please avoid including unrelated sensitive information in documents or free-text fields.

Required information and office decisions

Account details are needed to provide access. Missing or unapproved documents, incomplete billing details or an unsigned self-billing agreement can hold back access or invoicing. The office can explain a particular requirement and review a problem with your records.

The application calculates totals, flags missing information and applies access rules. Office staff approve accounts and documents, allocate work and review claims. Use My work queries or contact the office to challenge a record or calculation. Choosing optional device storage has no effect on approval, rates or payment.

Who may receive information

Authorised office staff use information for their responsibilities. Relevant information may also be handled by hosting, email, backup and IT support providers working for us, and by professional advisers where needed.

Where necessary for the work or a related claim, relevant information may be shared with delivery partners, insurers, accountants, legal advisers and payment service providers. Access to the portal is restricted; another driver is not entitled to your records.

Information is not made public simply because it has been submitted to STOXALL. We do not sell personal information.

Requests from authorities

We may disclose relevant records to the police, courts, regulators or other competent authorities when legally required, or when disclosure is lawful, necessary and proportionate to prevent, detect or investigate suspected offences or protect people.

Requests must be assessed and the information limited to what is needed. Additional safeguards apply to sensitive information and criminal allegations. We may also use relevant records to establish, exercise or defend legal claims. A cookie choice is not permission for unrestricted disclosure.

How long records are kept

The period depends on the reason for holding the record. We consider whether an enquiry or application remains open, whether there is an ongoing working arrangement, applicable accounting and tax obligations, and any unresolved incident, dispute or legal claim. Supporting documents should be kept only while needed for their specific verification or evidential purpose.

Account suspension does not itself erase invoices or other records that still need to be retained. Retention and deletion requests require review; the portal does not promise automatic deletion on a fixed date. Contact us for the retention position for a particular record. Backup copies also need to be considered when arranging deletion.

Service providers, security and your device

Access controls, private document storage and activity records help protect information. Protect your password and device, and sign out on shared devices. Downloaded documents and PDFs can remain in your browser or Downloads folder after signing out.

Service providers may process information in different locations. Before a service involves a restricted transfer outside the UK, the relevant location and lawful transfer arrangements must be assessed. Contact us for the providers, locations and any applicable safeguards relevant to your information.

Your rights and how to contact us

You can ask for access to your information, correction of errors, or deletion or restriction where the law allows. Portability may apply to information you supplied where processing is automated and based on consent or contract. Some records may need to be retained despite a deletion request.

Where a use relies on consent, you may withdraw it without changing the lawfulness of earlier use. Change optional app storage through Cookie settings. Operational processing described under other lawful bases does not depend on accepting cookies.

Send a privacy request to stoxall.logistics@gmail.com. We may need proportionate information to establish your identity. You can also raise a concern with the Information Commissioner’s Office (ICO).