Website & Enquiry Privacy Notice

North Route Systems Ltd is a company registered in Scotland under company number SC893550. Its registered office is 65 Glensax Road, Peebles, Scottish Borders, EH45 9AP, United Kingdom.

For the website, sales, account administration and our own customer-care records, North Route Systems Ltd generally acts as the controller. Where we process operational personal data solely on an operator Customer’s instructions, the Customer may be the controller and North Route Systems Ltd the processor.

Privacy enquiries may be sent to Jay@northroutesystems.com.

This notice covers the public North Route Systems website, contact and demonstration enquiries, business relationship records and support communications sent directly to North Route Systems Ltd.

It does not replace an operator Customer’s own privacy information to drivers, employees, passengers or customers. Operators remain responsible for explaining their own use of North Route Operations and establishing an appropriate lawful basis for their processing.

Depending on how you interact with us, we may collect:

• your name, work email address, company and job-related contact details;
• fleet size, product interest, enquiry content and the page from which an enquiry was sent;
• demonstration, quotation, contract and business-relationship records;
• customer-care messages and information you choose to send through email or WhatsApp;
• technical request and security information processed by our hosting provider, such as IP address, browser or device information, timestamps and request logs; and
• your website privacy preference stored in the nr_cookie_preferences cookie.

Please do not send passwords, payment-card details or unnecessary sensitive personal information through a website form or WhatsApp support message.

Most information comes directly from you, your employer or another representative of the organisation making the enquiry.

Technical information is generated when your browser connects to the website. Business contact information may also come from public company sources, professional introductions or an existing Customer relationship where it is lawful and appropriate to use it.

We use information to:

• respond to enquiries and arrange demonstrations;
• prepare quotations, orders and service scopes;
• manage prospective and existing business relationships;
• provide customer care and investigate service issues;
• operate, secure, monitor and improve the website;
• prevent spam, abuse, fraud and security incidents;
• maintain legal, accounting and commercial records; and
• establish, exercise or defend legal claims.

Our lawful bases may include taking steps at your request before entering a contract, performing a contract, complying with legal obligations and our legitimate interests in operating a secure business, responding to commercial enquiries and managing customer relationships.

Where we specifically rely on consent, you may withdraw it at any time. Withdrawal does not affect processing that was lawful before withdrawal.

The contact form is processed through the website hosting and form-handling service. Form information is transmitted only when you choose to submit it.

The anti-spam field and technical request information may be used to identify automated or abusive submissions. We do not sell enquiry information.

Submitting an enquiry does not subscribe you to unrelated marketing. Any future marketing communication must have its own lawful basis and provide an appropriate way to object or unsubscribe.

Customers may submit customer-care requests through the official North Route Systems WhatsApp channel 24 hours a day, seven days a week.

If you use WhatsApp, your phone number, profile information made available by WhatsApp, message content, attachments and communication metadata may be processed by North Route Systems Ltd and by WhatsApp or Meta under their own terms and privacy arrangements.

WhatsApp should not be used for emergencies or for unnecessary sensitive information. We may move a conversation to email, a secure product channel or another appropriate route where the subject matter requires it.

The website uses a first-party preference cookie to remember your optional analytics and marketing choices. The current public website does not load third-party analytics cookies or an advertising pixel.

More detail, including the cookie name, purpose and duration, is provided in the Cookie & Storage Technologies Notice.

Information may be shared only where reasonably necessary with:

• website hosting, form-handling, email, communications and security providers;
• WhatsApp or Meta when you choose that channel;
• professional advisers, insurers, auditors and contractors under appropriate obligations;
• a buyer, investor or successor involved in a genuine corporate transaction, subject to suitable confidentiality; and
• courts, regulators, law-enforcement bodies or public authorities where required or permitted by law.

Service providers may process information only for the relevant service and according to their contractual and legal responsibilities.

Some technology and communications providers may process information outside the United Kingdom.

Where UK data protection law requires a transfer safeguard, we rely on an applicable adequacy regulation, approved contractual safeguard or another lawful transfer mechanism, together with supplementary measures where appropriate.

We keep personal information only for as long as reasonably necessary for the purpose collected, the business relationship, support history, security, accounting, dispute management and legal obligations.

Retention depends on factors including whether an enquiry becomes a Customer relationship, whether information forms part of a contract or financial record, whether a dispute is active and whether deletion is technically and legally appropriate.

Information that is no longer needed is deleted, anonymised or securely archived in accordance with the applicable retention process.

We use reasonable technical and organisational measures intended to protect information against unauthorised access, loss, alteration and disclosure.

No online transmission or storage system can be guaranteed completely secure. Please contact us promptly if you believe information has been sent to the wrong recipient or a North Route Systems service has been compromised.

Depending on the circumstances, you may have rights to access, correct, erase, restrict or object to processing, and to receive certain information in a portable format. You may also withdraw consent where consent is the basis used.

Rights are subject to legal conditions and exemptions. We may need to verify identity and clarify a request before responding.

Send a request to Jay@northroutesystems.com.

Please contact North Route Systems Ltd first so we can investigate a privacy concern.

You also have the right to complain to the Information Commissioner’s Office. Information about raising a concern is available from the ICO.

We may update this notice when our website, providers, legal duties or information-handling practices change. The version and effective date identify the current notice.

Contact North Route Systems Ltd at Jay@northroutesystems.com or write to 65 Glensax Road, Peebles, Scottish Borders, EH45 9AP, United Kingdom.