INTRODUCTION¶

This privacy notice sets out how Menzies Distribution Solutions Limited (“MDS”, “we”, “us”, “our”) safeguards personal data. This notice applies to personal data as it pertains to MDS’ services, including our service provision, our website, surveys, electronic marketing communications and service emails (“Services”).

This notice explains the types of personal data we process, the categories of data subjects to whom data belongs, and how and why we process your personal data. The integrity of your personal data is of paramount importance to our business, and we are committed to keeping it secure.

WHO WE ARE¶

Menzies Distribution Solutions Limited (MDS) is a company specialising in the delivery of logistics, warehousing and distribution services across the UK. MDS has a company number of 03805401 and a registered office address of Unit 301 Pointon Way, Hampton Lovett, Droitwich, England, WR9 0LW.

Menzies Distribution Solutions Ltd acts as a Data Controller, responsible for taking care of the personal data we process for our business purposes, in accordance with applicable data protection laws and regulations. This means we make decisions about how and why we use your data and are responsible for safeguarding your privacy rights and maintaining the integrity of your data. Where a customer is the Data Controller, with MDS processing personal data on behalf of that Controller to delivering a service, MDS will be a Processor of the personal data.

Menzies Distribution Solutions Ltd is registered as a Data Controller with the Information Commissioner’s Office (ICO), with a registration reference of Z2991741.

PERSONAL INFORMATION WE COLLECT FROM YOU¶

Depending on our relationship with you, we may collect types of personal data from you. For example, we collect specific personal data from our customers so we can deliver our services. Where you are a supplier to MDS, we may collect personal data that allows us to interact with you about your services. Personal data collected by MDS can include information that you provide to us directly and information we collect from other sources.

MDS specialises in business-to-business services, which means the personal data we process about individual consumers is limited and rare. However, we may be required to process personal data about you in order to provide our logistics, distribution and warehousing services to our customers. This data includes:

Information PROVIDED BY YOU:¶

Customer contact data (non-consumer): such as names, job titles and business name, work email address, work contact number(s) of customer or customer personnel/representatives and delivery/invoicing address(es) including postcode, and records of interactions such as email exchanges, agreements or call notes;
Delivery data such as Customer Reference Number or a similar identifier, delivery tracking details, delivery preferences, instructions and notes, delivery references, delivery invoice details (where these are tied to an individual customer contact), communication preferences and queries relating to service delivery submitted by customers/customer personnel;
Customer payment details including bank account number and sort code (where this is processed at the individual level e.g. an employee’s corporate card);
Marketing data such as your instructions as to whether you would like to receive B2B marketing and promotional correspondence from Menzies Distribution Solutions Limited, including emails, newsletters and surveys.
Survey Data: Responses, feedback and comments submitted by customer or customer personnel, which may include name, opinions and work contact details.
Support interactions such as any information you provide in any enquiry, comment or request made to MDS, for example, when you contact our customer service teams, log a support ticket or email our team (where they contain personal identifiers);
Third party supplier/vendor data such as name, address, email address and phone number of supplier/vendor personnel, location information, banking/payment information and any other data at an organisation level required to fulfil the agreement between the parties;
Visitors/guests to MDS premises: Full name, organisation name, job title, vehicle registration number (if you have used our visitor parking), phone number, sign in/out time and date;
When you interact with MDS social media pages, such as leave a comment, we may process personal information from your profile in order to manage your interaction (such as respond, react or take action as instructed by you/your organisation).
From records of delivery, including the name and signature of any person who signs for or accepts a delivery from MDS.

Information we collect automatically:¶

(Where non-essential Cookies are accepted) Technical Data: information about the device you are using to access our website, including Internet Protocol (IP) address used to connect your device to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system;
(Where non-essential Cookies are accepted) Analytical Data: information about your website visit, including services you viewed or searched for; page response times, download errors, length and frequency of visits to certain web pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page;
Where an individual can be identified from barcodes and reference numbers on items we collect or deliver; and
Recordings of calls placed to our Customer Service Centre, including contact number used for inbound calls.

HOW WE USE YOUR INFORMATION¶

We process your personal data for specified, explicit purposes only and only where we have identified an appropriate lawful basis to do so. These lawful bases, set by the UK General Data Protection Regulations (“UK GDPR") and the Data Protection Act 2018, include but are not limited to:

Contract: Where the processing is necessary for the performance of a contract we have entered in to with your organisation, meaning we may need to process personal data in order to comply with the obligations of the contractual arrangement. This also includes data processed during negotiation of a contract;
Legal Obligation: Where the processing is necessary for us to comply with a legal obligation to which MDS is subject;
Legitimate Interests: Where the processing is necessary for the purposes of the legitimate interests pursued by MDS as a business or pursued by MDS on behalf of a third party, except where such interests are overridden by the interests, rights, and freedoms of a data subject (please see below for more information).

In any event, we will only process personal information for the purpose(s) for which it was originally collected, where it is strictly necessary to do so and where there is a legitimate basis for doing so.

We may use your personal information in the following ways:¶

to carry out the logistics, warehousing and delivery services and comply with our contractual obligations in relation to service provision to your organisation;
to provide you with any information or services that your organisation has requested;
to respond to any request, comment, complaint or query submitted by you either directly or on behalf of your organisation;
to manage our relationship with you, for example, to send you messages about our services and business, such as service updates and to notify your organisation and personnel about material changes to our terms and conditions, this privacy notice, our cookie notice and to manage any service issues;
to create a customer account on behalf of your organisation;
to provide you with business-to-business marketing and promotional material information about MDS’ services that we feel may be of interest to your organisation;
to ensure that content from our website is presented in the most effective manner for you and the device you are using (via cookies);
to detect and prevent fraud and related activities, and protect our business and legal interests;
we may record inbound and outbound calls from our Customer Service Centre for training and quality assurance purposes. You will be informed of this at the beginning of the call.
to collect evidence and supporting documentation for the purposes of defending legal claims and to protect MDS’ business interests.
Use of cookies and other tracking technologies that are non-essential for our services and may support our marketing and advertising efforts, where you have consented to the use of these cookies. For example, to serve targeted advertising and content recommendations based on your behaviour on and usage of MDS' website, or by determining your approximate location on a city and country level;

COOKIES¶

Our website may use cookies and other tracking technologies to enhance your experience and enable certain website functionality. To learn about the cookies we use on our sites, please visit our Cookie Notice.

SHARING PERSONAL DATA¶

We may share your personal information throughout Menzies Distribution Solutions Ltd as necessary to provide our services to you. In addition to internal sharing, in certain, limited circumstances, we may need to share your personal data with third parties, such as:

Where we sell or buy any company or business/assets or enter into a joint venture, we may need to disclose your companies’ information to the prospective seller or buyer of such business or assets or to our business partner in a joint venture business (where this involves personal data at the individual level);
Where we engage suppliers and vendors as data processors or sub-processors, to act on our behalf or assist us in delivering specific services to you. We enter into contractual arrangements with data processor(s) who may process personal data on our behalf, ensuring confidentiality and security obligations in place to protect data relating to your organisation and personnel;
We work with various industry third parties who support us in our business activities or sit within our supply chain. These third parties are only permitted to process shared personal data under our strict instructions and in line with applicable data protection laws and are under a contractual obligation of confidentiality. Examples of such parties are analytics and reporting tools, delivery and tracking tools, email providers for outbound emails and third party delivery partners;
Where we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce contractual rights; or to protect the rights, property, or safety of Menzies Distribution Solutions Ltd, our customers, or personnel.
Sharing information with company insurers and company appointed solicitors as required and necessary to defend legal claims impacting our business;
Where we are required to share data belonging to you or your organisation with governmental bodies, official authorities, courts and other official bodies.

STORAGE OF PERSONAL DATA¶

In line with the Storage Limitation principle laid down by the UK GDPR, MDS are committed to retaining personal data for the shortest duration possible to achieve our aims and original purpose. The retention period for which your data will be retained by MDS is based on the type and nature of personal data and our purpose for processing it. We will store your personal data for only as long as necessary to fulfil the original purpose for which it was collected. Where MDS are under a legal obligation to retain data for a longer period, we will do so solely to comply with our legal obligations. This also applies where MDS is subject to litigation or regulatory investigations.

LEGITIMATE INTERESTS¶

We may commonly rely on legitimate interests as a lawful basis to process personal information, provided that your interests do not override our own. This also includes where we are pursuing the legitimate interests of a third party. Legitimate Interests is only one lawful basis available under data protection legislation. We may also process your personal data because we have a legal obligation to do so, or where necessary to fulfil our obligations covered by our contract with you.

Examples of processing conducted in pursuit of our legitimate interests (or the interests of a third party) include:

to understand how our website and other services are used (via cookies);
to administer and protect our business and web presence (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting);
to manage our relationship with you, including sending you service messages, notifications of material changes to terms and notices, to reset your account password, to respond to any comment or query submitted by you;
To improve and develop our service and customer experience;
Respond to customers and customer personnel on social media; and
To deliver and circulate B2B marketing and promotional materials to promote MDS’ activities unless you have opted out of receiving marketing – which you can do at any time.

TRANSFERS OUTSIDE OF THE UK¶

MDS may transfer and process Personal Data within the United Kingdom or European Economic Area, as required, to fulfil its obligations to Customers. MDS ensures that all data transfers comply with applicable data protection legislations, including the UK General Data Protection Regulations (UK GDPR). Whenever we transfer your personal data out of the UK, adequate protections are afforded to it by ensuring that at least one of these appropriate safeguards are in place:

Where the destination country has been granted an adequacy decision from the UK Government, or the destination country offers adequate or exceeding levels of protection for Personal Data as the UK, such as EU member states or members of the European Economic Area.
Where MDS relies on service providers operating outside of the UK or EEA, we will adopt an appropriate transfer mechanism approved by the UK Government and European Commission, such as Standard Contractual Clauses with the UK’s International Data Transfer Addendum (IDTA), which protects the personal data transferred internationally to the same degree offered by the UK.

For further information regarding the transfers of your personal information outside of the UK and EEA, please contact us at [email protected].

SECURITY OF YOUR DATA¶

The security of your personal data is of vital importance to MDS. We have embedded technical and organisational security measures into our business practices and infrastructure to protect the personal data we process. Our controls are in place to protect your personal data from unauthorised access or disclosure, improper use, alteration, unlawful or accidental destruction or loss and theft.

Menzies Distribution Solutions Ltd complies with the requirements laid down by data protection legislation to ensure that your personal information is transmitted securely using the latest secure server technology, protecting your personal and transactional information to the highest standards. MDS stores Personal Data in UK based, secure data centres.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone and inform us if you believe your password is or could be compromised.

Any party, including MDS employees, contractors or third-party suppliers in their capacity as data processors, are subject to confidentiality provisions in contractual agreements, as well as various company policies, procedures, and controls, and will only process personal data under MDS’ strict instructions. Access to personal data stored on MDS systems is strictly limited to individuals (employees, contractors, suppliers) who undoubtedly require access to perform their role and duties in delivering the Services.

MARKETING¶

Where you agree, we would like to keep you up to date with information about our business and services, including offers, promotions and business-to-business marketing material, via email and telephone. We will only process your personal data for B2B marketing where you have freely given your consent, such as ticking an empty tick-box mechanism on one of our websites. You can change your mind at any time. If you have previously agreed to receive marketing correspondence from MDS, you can unsubscribe (opt-out) at any time by using the 'unsubscribe' links at the bottom of the promotional emails you receive. Otherwise, you can email or call us using the details on our website page.

We may perform live marketing calls for marketing purposes, which you can refuse at any time. Before we call you, we will check in advance that you have not registered with the Corporate Telephone Preference Service (CTPS) and the Telephone Preference Service (TPS) and that you have not previously informed us that you object to live marketing calls.

LINKS TO OTHER SITES¶

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers, and affiliates. Please be aware that Menzies Distribution Solutions Ltd has no control over third party websites, which will have their own privacy notices, and that we do not accept any responsibility or liability for these notices. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Notice. You should exercise caution and please check these policies before you submit any personal data to the websites in question.

CONTROLLING YOUR PERSONAL INFORMATION¶

You may choose to restrict the collection or use of your personal information in the following ways:

Whenever you are asked to fill in a form on the website, leave the opt-in tick box clear to indicate that you do not want to receive B2B marketing material from MDS; and

If you have previously agreed to us using your data for marketing purposes, you may change your mind at any time by unsubscribing using the link provided at the footer of any promotional material shared. Alternatively, you can email us at [email protected].

We will not sell, share or lease your personal information to third parties unless we have your permission or are required by law to do so.

YOUR RIGHTS¶

Under UK Data Protection Laws, you have the following rights over the way MDS uses your information:

Right to object: you have the right to object to your data being processed in certain circumstances, for example, for direct marketing or profiling.
Right to erasure: also known as the right to be forgotten, enables you to request deletion or removal of your personal data where there is no necessary reason for us to continue to process it. However, this is not an absolute right, and we may not be able to comply with your request for legal reasons, which will be explained to you at the time of your request where applicable.
Right to restrict processing: the right to restrict how your personal information is used or request suppression of your data in certain circumstances;
Right to data portability: allows individuals to obtain and reuse their personal data for their own purposes across different services.
Rights related to automated individual decision-making and profiling: automated individual decision-making is making a decision solely by automated means without any human involvement and automated processing of personal data is used to evaluate certain things about an individual. At the time this notice was published, MDS does not expose your personal data to any automated decision making or profiling activities.
Withdraw consent: At any point we are relying on your consent to process your personal data (such as for marketing purposes), you have the right to withdraw that consent at any time. This does not apply to processing activities that do not require consent, nor does it impact the lawfulness of processing carried out before you withdraw consent.
Right of access (Subject Access Request): the right to confirmation as to whether or not we are processing your personal data and, if we do, to obtain a copy of it (subject to exemptions).
Right to rectification: the right to have inaccurate data rectified or completed if incomplete.

You may exercise your rights at any time. To do so, please contact us by email at [email protected]

Please note that before we can begin to fulfil a data subject rights request, we may need to request certain information from you to help us verify your identity or the authority of any third party acting on your behalf. This is a protective measure to ensure that your personal data is not disclosed to any unauthorised third party or that your data is not amended without your knowledge or approval. We may ask you to provide other details to assist us in handling your request, such as clarification on what you are looking for.

If you believe that our processing of your personal information is contrary to data protection law, please contact us using the details below in the first instance. You are also entitled to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection issues. Details of how to do this may be found at www.ico.org.uk.

CHANGES TO THIS PRIVACY POLICY¶

We may update this policy from time-to-time to ensure that it accurately reflects our data processing activities or changes to data protection laws and regulation. Any new version of this Privacy Notice will be considered to be valid at the time of posting on our website. Please check this page regularly for any updates or changes.

CONTACTS¶

If you have any questions about our privacy policy or how we use your personal information, or to exercise any of your privacy rights under UK GDPR, please contact us [email protected].

This policy was last updated in February 2025.