Privacy Policy.
How Gap Container Services Ltd collects, protects, processes, and manages personal data across container sales, hire, bespoke conversion projects, and nationwide transport operations.
1. Introduction & Statutory Background
The EU General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 (collectively referred to as Data Protection Legislation) represent the benchmark legal framework for privacy and data governance. Based on privacy by design and a rigorous risk-based approach, the regulation was designed to meet the operational demands of the digital age.
Modern commercial operations involve broader use of digital systems, bespoke specification tools, digital logistics planning, and cross-border commercial communication. Data Protection Legislation standardises data protection laws and processing standards; affording individuals stronger, more consistent rights to access, inspect, and control their personal information.
2. Our Commitment & Governance
Gap Container Services Ltd is dedicated to safeguarding the personal information under our remit and maintaining a data protection regime that is effective, fit for purpose, and demonstrates an ongoing commitment to transparency and data subject rights.
We have always operated robust data protection practices in accordance with UK and European statutory obligations. We maintain and continually expand this program to meet the standards of the UK GDPR and the Data Protection Act 2018. Our compliance objectives include the deployment of dedicated data protection procedures, internal training, access controls, and regular audits.
Company Entity & Controller Identity
Gap Container Services Ltd · Company Number: 03019539 · VAT Number: GB 949 0885 9
Registered Office: Gale Road, Knowsley Industrial Estate, Kirkby, Merseyside, L33 7YE
3. Personal Data We Collect
To prepare accurate container sales quotes, manage bespoke fabrication drawings, dispatch transport haulage, and fulfill commercial contracts, we collect and process specific categories of data:
Client Contact & Business Info
- • Full name, job title, and company name
- • Business and billing addresses
- • Email addresses and direct telephone numbers
- • VAT registration and company numbers
Site & Logistics Data
- • Delivery postcodes and site drop coordinates
- • On-site contact names and mobile numbers
- • Site access constraints and ground conditions
- • Crane / HIAB offload specifications
Technical & Specification Data
- • 3D customizer container configurations & snapshots
- • Bespoke CAD drawings, sketches, and notes
- • RAL colour choices and partition requirements
- • Electrical pack and fitout specifications
Financial & Transactional Data
- • Order histories, invoices, and payment receipts
- • Bank account details for BACS transfers
- • Credit check records (for trade credit accounts)
4. Legal Bases for Processing
We only process personal data when we have identified a valid lawful basis under Article 6 of the UK GDPR:
1. Contractual Necessity (Art. 6(1)(b))
Processing necessary to provide quotes, fulfill purchases, deliver containers, perform custom conversion fabrication, and manage hire agreements.
2. Legal Obligation (Art. 6(1)(c))
Compliance with statutory requirements including HMRC tax records, VAT accounting, corporate reporting, and health & safety haulage compliance.
3. Legitimate Interests (Art. 6(1)(f))
Enhancing website performance, responding to customer enquiries, fraud prevention, depot security, and communicating with corporate clients.
4. Explicit Consent (Art. 6(1)(a))
Where opt-in consent is requested for direct newsletter marketing or non-essential website tracking. Consent can be withdrawn at any time.
5. GDPR Compliance & Operational Procedures
Gap Container Services Ltd maintains an active compliance program incorporating specific operational controls:
- ✓Information Audit: Regular company-wide assessments to identify and document what personal data we hold, where it originates, why it is processed, and with whom it is shared.
- ✓Data Protection Policies: Overhauled internal policies establishing governance, accountability, and role-based data handling responsibilities across all departments.
- ✓Data Breach Management: Strict procedures to identify, evaluate, contain, and report any personal data breach to the ICO within statutory timeframes (72 hours where applicable) and notify affected individuals without undue delay.
- ✓Processor Agreements & Due Diligence: Formal Data Processing Agreements (DPAs) with third-party service providers (IT hosts, hauliers, CRM providers) verifying that appropriate technical and organisational safeguards are enforced.
- ✓Special Categories Data: Complete compliance with Article 9 requirements. Special category data is only processed where strictly necessary and under verified statutory exceptions.
6. Your Data Subject Rights
Under UK GDPR and Data Protection legislation, you have enforceable rights regarding your personal information:
Right of Access (SAR)
Request a copy of the personal data we hold about you and receive information regarding its source, purpose, and recipients.
Right to Rectification
Require us to correct incomplete, inaccurate, or outdated personal information promptly.
Right to Erasure ("To Be Forgotten")
Request deletion of your personal data where there is no overriding legal or statutory obligation for retention.
Right to Restrict Processing
Limit how we use your data while a dispute over accuracy or legitimate grounds is evaluated.
Right to Data Portability
Receive your personal data in a structured, commonly used, and machine-readable format.
Right to Object
Object to processing based on legitimate interests or direct marketing at any time.
7. Information Security & Technical Measures
Gap Container Services Ltd takes the privacy and security of individuals and their personal information very seriously. We take every reasonable precaution and technical measure to protect and secure the personal data that we process:
🔒 SSL & TLS Encryption
End-to-end encrypted HTTPS protocol across all web pages and quote builders.
🛡️ Access Controls & MFA
Role-based access restrictions and multi-factor authentication for administrative systems.
💾 Resilient Backups
Encrypted, geo-redundant backups to prevent accidental data loss or alteration.
🏢 Physical Depot Security
Monitored access and CCTV protection across our Kirkby headquarters and yard locations.
8. Data Retention & Erasure Schedules
In accordance with the storage limitation and data minimisation principles, personal information is retained only as long as necessary to fulfill the purposes for which it was collected:
| Record Category | Retention Period | Statutory Purpose |
|---|---|---|
| General Quote Enquiries | 12 months | Follow-up pricing and specification reference |
| Sales & Hire Invoices / Contracts | 6 years + current financial year | HMRC tax, VAT, and corporate statutory compliance |
| Conversion CAD Drawings | Duration of unit warranty (up to 5 years) | Maintenance, warranty, and structural support |
| Transport & Drop Slips | 2 years | Logistics verification and driver proof of drop |
9. Third Parties & International Transfers
Where we use third parties to process personal information on our behalf (e.g., website hosting, email communication, delivery hauliers, and payment processors), we enforce strict Due Diligence procedures and GDPR-compliant processing agreements.
Where personal data is stored or transferred outside the UK or European Economic Area (EEA), we verify that standard contractual clauses (SCCs) or UK International Data Transfer Agreements (IDTAs) are in place to ensure equivalent safeguards.
11. Contact Details & Supervisory Complaints
If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact our compliance officer:
Gap Container Services Ltd
Attention: Data Protection Officer
Gale Road, Knowsley Industrial Estate, Kirkby, Merseyside, L33 7YE
Telephone: 0151 546 2355
Email: sales@gapcontainers.co.uk
Right to Complain to the Regulator:
If you are not satisfied with our response to any data privacy concern, you have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner's Office (ICO) · Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF · Helpline: 0303 123 1113 · Website: ico.org.uk