Privacy Policy

DeliveryPro is operated by Ovon Group Ltd, registered in England and Wales under company number 16230222. Our registered office is C4DI Suite 4, Building 1, 31-38 Queen St, Kingston upon Hull, HU1 1UU, United Kingdom. Contact us about privacy at privacy@ovon.co.uk.

This policy explains how we collect, use, store, protect and share personal information in connection with DeliveryPro's website, vehicle movement platform, driver applications, customer tracking services and related services, and your rights under UK data protection law.

We act as a data controller where we decide how and why information is processed, for example for our enquiries, business relationships and account administration. Where a dealer, fleet operator, transporter or other organisation determines the purposes of delivery, driver and customer records, it may be the controller and we process those records on its behalf. Its privacy notice and the relevant data processing agreement also apply.

The information collected depends on the services, permissions and features used. We collect only what is reasonably necessary for the relevant purpose. It may include:

• Name, business and role, addresses, email addresses, telephone numbers and account details.
• Vehicle registration, make, model, mileage and other vehicle identifiers or details.
• Delivery and collection addresses, schedules, instructions, allocated drivers, job progress and timestamps.
• Driver or vehicle location, journey progress, routes and estimated arrival times where tracking is used.
• Inspection reports, vehicle condition, photographs, damage annotations, notes, GPS stamps and handover signatures.
• Customer or recipient verification information, documents and verification results where required for the handover process.
• Service enquiries, subscriptions, invoices, payments and related transaction records. Payment method information may be processed by the relevant payment provider.
• Messages, emails, support requests, complaints and other communications.
• IP address, browser and device information, application activity, access and security logs, and information necessary for fraud prevention.

We may receive information directly from you through accounts, forms, enquiries, applications or communications; from your dealer, fleet operator, employer, transporter or other organisation arranging a movement; from drivers completing inspections and handovers; and from service providers where necessary to operate a service.

Tracking information may be obtained through the driver's device or connected services where enabled. The organisation arranging tracking is responsible for its lawful use, appropriate notices and any required authorisations. Information may also come from verification or fraud prevention services and publicly available sources where appropriate.

An organisation providing another person's information is responsible for having an appropriate lawful basis and supplying the required privacy information.

We may process information for the following purposes. We do not sell your personal information.

• Providing and administering DeliveryPro, accounts, enquiries and business relationships.
• Planning deliveries and collections, assigning drivers and coordinating vehicle movements.
• Displaying journey progress and arrival estimates to authorised users and sending relevant delivery updates.
• Supporting recipient verification, inspections, condition evidence, signatures and handover records.
• Providing customer support, resolving complaints and investigating delivery issues or disputes.
• Administering subscriptions, orders, invoices, payments and financial records.
• Maintaining, securing, monitoring and improving our systems and preventing fraud or misuse.
• Meeting legal obligations, maintaining appropriate records and establishing, exercising or defending legal claims.
• Sending marketing where permitted by law and subject to your choices.

Contract: processing necessary to provide a service you requested or take steps at your request before entering a contract.

Legal obligation: processing necessary to comply with a legal or regulatory requirement.

Legitimate interests: processing necessary for our interests or those of another organisation, where not overridden by your rights. These may include coordinating vehicle movements, maintaining evidence and business records, customer support, security, fraud prevention and managing disputes.

Consent: where required, for example for certain marketing or non-essential cookies. You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

Where we act as a processor, we follow the controller's documented instructions under the applicable agreement. That organisation is responsible for determining and explaining its lawful bases. Device permission for location access does not, by itself, determine the legal basis for an organisation's tracking activities.

Location and journey data are used to coordinate movements, provide progress and arrival information, and document operational activity. Photographs, inspection details, signatures and verification records are used to evidence vehicle condition and handover and to help investigate disputes.

These records may identify drivers, recipients or other individuals. Organisations should ensure collection and access are proportionate, explain tracking to affected people, and avoid including unnecessary personal information in photographs, notes or documents.

The organisation managing a movement determines which users and recipients may access its records, subject to its permissions and lawful obligations. Customer tracking links should be shared only with intended recipients. Contact that organisation about its specific tracking practices or requests relating to records it controls; we will assist as appropriate.

We share only information reasonably required for the relevant purpose. Depending on the service, recipients may include the dealer, fleet operator or transporter arranging the movement; assigned drivers and authorised operational users; the intended customer or handover recipient; and relevant service providers.

Providers may include technology and hosting, mapping, communications, verification, fraud prevention and payment providers. We may also share information with professional advisers, insurers, regulators, law enforcement or courts where required or permitted by law, and parties involved in a corporate transaction subject to appropriate safeguards.

Where a third party processes information on our behalf, we require appropriate contractual and security protections. Independent controllers are responsible for their own processing and privacy notices.

We retain personal information only as long as reasonably necessary for its purposes, including legal, accounting, audit and dispute-resolution requirements. Relevant customer, transaction and vehicle movement records are generally retained for up to 7 years after the relevant customer relationship, service or transaction ends.

Where necessary, these records may include delivery instructions, contact details, inspection and handover evidence, signatures and associated journey or driver location information. This is not a blanket requirement to retain every location point or document for the full period: information may be deleted or anonymised earlier when it is no longer needed.

Enquiries unrelated to a service or transaction are retained only as long as necessary to answer them and deal with follow-up. Some records may be held for a different period because of a legal obligation, ongoing complaint, claim or investigation. Where we process records for an organisation, its instructions and applicable agreement govern return, deletion and retention, subject to law.

Our primary production systems and customer data are hosted in the United Kingdom. Some service providers may operate internationally. Where personal information is transferred outside the UK, we ensure appropriate protections required by UK data protection law, such as a recognised adequacy decision or appropriate contractual safeguards.

We use appropriate technical and organisational safeguards against accidental or unlawful loss, alteration, disclosure, access or destruction. These include access controls, authentication and permissions, secure hosting, encryption, monitoring, backups, staff confidentiality and training, incident management and supplier controls.

Access is restricted to authorised personnel who need information for legitimate purposes. We review our controls and manage security risks, but no system can guarantee absolute security.

Communications may be retained, and calls may be recorded where appropriate, for customer service, quality assurance, maintaining accurate records, resolving complaints, preventing fraud or meeting legal requirements. Where calls are recorded, appropriate notification is provided. Access and retention are controlled in line with the relevant purpose.

We may contact you about products or services where you requested this or the law permits it. Where consent is required, we ask for it. You can opt out using the unsubscribe option or by contacting privacy@ovon.co.uk.

Opting out of marketing does not prevent essential account, delivery, security or other service communications.

Our websites and applications may use cookies or similar technologies for operation, preferences and security. If non-essential analytics or advertising technologies are used, we will request consent where the law requires it and provide information about those technologies and available choices.

Depending on the circumstances, you may ask to access, correct or delete information, restrict processing, object to processing, receive certain information in a portable format or withdraw consent. You may also raise concerns about solely automated decisions with legal or similarly significant effects. Contact privacy@ovon.co.uk to exercise your rights.

Rights are not absolute. We may need to verify your identity and will respond within the timescales required by law. You will not normally pay a fee. Where another organisation controls the information, we may refer your request to it or assist it in responding.

DeliveryPro may use automated processes for operational tasks such as notifications, estimated arrival information and status updates. Where we carry out solely automated decision-making that produces legal or similarly significant effects, we will provide the additional information and safeguards required by data protection law. An independent provider is responsible for its own decisions and privacy information.

DeliveryPro is not generally intended for direct use by children. We do not knowingly collect information directly from children unless necessary for a particular service and supported by an appropriate lawful basis.

We maintain processes to identify, investigate and manage breaches and security incidents. Where a breach occurs, we assess the impact, maintain appropriate records and notify the Information Commissioner's Office and affected individuals where required by law. Where acting as a processor, we notify the relevant controller in accordance with applicable obligations.

Please contact privacy@ovon.co.uk, or write to Ovon Group Ltd, C4DI Suite 4, Building 1, 31-38 Queen St, Kingston upon Hull, HU1 1UU, United Kingdom, so we can investigate concerns about our handling of personal information. You also have the right to complain to the UK's Information Commissioner's Office (ICO). Information about your rights and complaints is available at ico.org.uk.

We may update this policy to reflect changes to services, legal requirements or processing practices. The latest version will be published here, with its update date shown at the top.