Privacy Policy

Oxalis Logistics UK Ltd, & MHR (Recruitment Partner) respect your privacy and are committed to protecting your personal data. This Privacy Notice explains how we collect, use, disclose, and protect information that we obtain from customers, suppliers, business partners, employees, and website users. All Personal Information held and processed is done so in compliance with GDPR guidelines. 

Oxalis Logistics UK Ltd / MHR (Recruitment Partner) only require such personal information as is essential to process any vacancy applications you make through our web site. 

Oxalis Logistics UK Ltd / MHR (Recruitment Partner) take all reasonable steps to protect the information you provide during your visit to our web site, but we cannot accept responsibility for security breaches beyond our control. 

Our site may contain links to other websites, which are not covered by this Privacy Policy. 

What is personal data? 

Personal data means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. 

Types of data we collect 

• Recruitment information, such as your application form, CV, references, qualifications and membership of any professional bodies and details of any employment assessments. 
• Contact details and date of birth. 
• Contact details for emergency contacts. 
• Gender 
• Marital status and family details. 
• Contract Information, including start and end dates, role and location, working hours, details of promotion, salary (including details of previous remuneration), pension, benefits and holiday entitlement. 
• Bank details and information in relation to tax status, including National Insurance number
• Identification documents, including passport, driving licence and information in relation to immigration status and right to work in the UK. 
• Information relating to relevant disciplinary or grievance investigations and proceedings. 
• Information relating to performance and behaviour at work 
• Training records. 
• Electronic information in relation to use of IT systems/on board computers/swipe cards/telephone systems. 
• Images (whether captured on CCTV, in-vehicle camera, video or by photograph). 
• Any other category of personal data which we may notify you of from time to time. 
• Special Categories of Personal Data:
  • Racial or ethnic origin
  • political opinions 
  • religious or philosophical beliefs 
  • trade union membership 
  • genetic or biometric data 
  • health 
  • sex life and sexual orientation 

How we will process your personal Data 

We will process your personal data (Including Special Categories of Personal data) in line with our obligations under the Data Protection Act 2018. 

We will use your personal data: 

• To perform the contract between us 
• To comply with any legal obligation 
• If it is necessary for our legitimate interests (or for the legitimate interests of someone else). However, we can only do this if your interests and rights do not override ours (or theirs). You have the right to challenge our legitimate interests and request that we stop using your personal data. 
• We can process your personal data for the purposes listed directly above without your knowledge or consent. We will not use your personal data for an unrelated purpose without telling you about it and the legal basis that we intend to rely on for processing it. 

If you choose not to give us certain personal data, we may not be able to carry out some parts of the contract between us. For example, if we do not have your bank account details, we will not be able to pay you. It might also prevent us from complying with certain legal obligations and duties, such as paying the right amount of tax to HMRC or making reasonable adjustments in relation to any disability you may have. 

Lawful Basis for the processing 

• Contractual obligations 
• Legitimate interests 
• Legal Obligation 

Cookies and Tracking Technologies 

Oxalis Logistics UK Ltd use cookies and similar technologies on our website to improve your experience, analyse performance, and deliver relevant advertising content. 

What Are Cookies? 

Cookies are small data files stored on your device when you visit a website. They help us remember your preferences, understand how you interact with our content, and tailor advertising to your interests. 

Types of Cookies We Use 

• Essential Cookies 
  These are required for the basic functionality of our site (e.g., to enable navigation or access to secure areas). They do not require consent. 

• Analytics Cookies 
  We use tools such as Google Analytics and Google Search Console to collect anonymised and pseudonymised data on website usage and performance. This may include: 
  • Technical Data – such as IP address, browser type and version, device information, time zone settings, operating system 
  • Usage Data – including information about how you use our website such as pages visited, time spent, links clicked
    
• Advertising Cookies 
  These cookies help us deliver personalised ads and measure their effectiveness via platforms like Meta and Facebook Ads and Google Ads. They may collect IP address, location data, device type, and browsing behaviour. 
  We only set non-essential cookies (analytics and advertising) after obtaining your explicit consent. You can change or withdraw your consent at any time by adjusting your browser settings or using the cookie preferences banner. 

Data Retention 

Information will be kept for as long as necessary for the stated purpose or as required by law. 

Recruitment data is automatically deleted from our recruitment system after 12 months following the last activity relating to your data. 

Enquiry form data will be automatically deleted after 2 years.

Automated Decision Making 

Making a decision solely by automated means without any human involvement 

As part of our recruitment process, we may use automated decision-making tools to help assess job applications. 

These systems may evaluate information such as qualifications, experience, and responses to application questions to support shortlisting and suitability assessments. Automated decisions are used to ensure consistency and efficiency in the initial stages of recruitment. 

You have the right to request human intervention, express your point of view, and contest the decision. If you wish to exercise these rights, please contact us using the details at the end of this notice. 

Enquires Form

What information we collect

• Name
• Contact Information
• Organisation name
• Details of your enquiry

How we use your information

• To respond to your enquiry
• Provide information and services you have requested
• Maintain records of correspondence for service improvement and accountability

Lawful Basis for Processing

• Legitimate interests – to respond to enquiries and deliver our services.
• Consent – where you have clearly agreed to us contacting you, by providing us with your contact details to respond to your enquiry.

Data Sharing

We will not share your data with third parties unless:

• It is necessary to respond to your enquiry
• We are required to do so by law

Your Rights Under UK GDPR 

Under the UK General Data Protection Regulation (UK GDPR), you have the following rights in relation to your personal data: 

• Right to be informed – You have the right to be informed about how we collect and use your personal data. 
• Right of access – You can request a copy of the personal data we hold about you. 
• Right to rectification – You have the right to request that we correct any inaccurate or incomplete personal data. 
• Right to erasure – In certain circumstances, you can request that we delete your personal data (“right to be forgotten”). 
• Right to restrict processing – You can request that we restrict the processing of your personal data in certain situations. 
• Right to data portability – Where applicable, you may request a copy of your personal data in a structured, commonly used, and machine-readable format. 
• Right to object – You can object to the processing of your personal data where it is based on our legitimate interests or for direct marketing purposes. 
• Rights related to automated decision-making – You have the right not to be subject to a decision based solely on automated processing, including profiling, where it produces legal effects or significantly affects you. 

To exercise any of these rights, please contact us using the details provided below 

How to contact us 

Representative 

Terri Waterhouse 
Email: data.protection@oxalis-logistics.com 

Data Protection officer 

Mike Linney 
Email: Mike.Linney@Oxalis-Logistics.com 

We will aim to respond to all requests within one calendar month, as required by UK GDPR. 

How to Complain 

If you are unhappy with how we have handled your personal data or your privacy rights, you can contact us directly to resolve the issue. If you are not satisfied with our response, you also have the right to lodge a complaint with the UK’s data protection authority: 

Information Commissioner’s Office (ICO) 

Website: www.ico.org.uk 

Helpline: 0303 123 1113 

Live chat and other contact options are available via their website.