Privacy Policy

1. Who we are

Advanced Cargo Systems Limited is the controller of personal information used for the purposes described here. ACS Logistics Group, ACS Same Day, ACS Air Freight, ACS Sea Freight, ACS European Transport and ACS Global Express are our trading names and divisions.

This policy covers customers, website visitors, portal users, suppliers, drivers, transport partners and collection or delivery contacts. It applies to ACS websites linking to this policy, including the ACS Same Day website and our quote, booking and portal services at online.acs-sameday.co.uk. Features vary between divisions.

We handle personal information under applicable UK data protection law and, where relevant, EU data protection law. Contact us using the email address or telephone number above.

2. Information we collect and where it comes from

• Contact and company details: names, business roles, email addresses, telephone numbers, company details and account contacts.
• Quotes and transport: collection and delivery addresses, postcodes, dates, times, shipment details, references, instructions and communications.
• Portal and account activity: authorised users, sign-in and access records, saved quotes, address-book entries, bookings and requests for updates.
• Shipment updates and delivery evidence: job status, collection and delivery timestamps, tracking positions and estimated arrival times where available, recipient names, signatures and delivery photographs or documents.
• Payment and financial records: invoices, payment references, amounts, payment status and information needed to administer customer or supplier accounts.
• Website and communications: IP addresses, browser and device details, referring pages, visit and interaction information, cookie choices, enquiries and chat messages.

We receive information directly from you and from people arranging transport, your employer or company administrator, consignors, recipients, drivers, carriers, transport partners and payment or technology providers. For example, a customer may provide a delivery contact's details and a carrier may provide a signature or tracking update.

If you provide someone else's information, give them this policy and only share details needed for the service. Avoid including unrelated personal or sensitive information in shipment notes or uploaded documents.

Information marked as required is needed to provide the requested quote, booking, account or service. Without it, we may be unable to proceed. Optional fields are identified in the relevant form.

3. Why we use information and our lawful bases

Enquiries, quotations and transport services

We use contact and shipment information to respond, quote, arrange transport and provide service updates. Where you contract with us personally, this is necessary to take steps at your request or perform that contract. For company representatives and other shipment contacts, we rely on legitimate interests in organising and delivering the requested service.

Accounts, portal access and customer support

We use account and communication records to manage access, assist users and administer bookings. Our basis is contractual necessity where the contract is with you personally, or legitimate interests in managing business relationships and providing secure, effective support.

Payments, accounting and legal requirements

We use financial records to administer payments and accounts, meet applicable accounting, tax and other legal obligations, and pursue or defend claims. The relevant bases are legal obligation, contractual necessity where applicable, and legitimate interests in recovering money owed and protecting our legal position.

Security and operational improvement

We use relevant access, technical and service records for legitimate interests in preventing misuse, resolving faults, protecting information and improving service delivery. These interests must be balanced against your rights and reasonable expectations.

Optional analytics and marketing

We use consent for the optional Google Analytics and Microsoft Clarity activity controlled by our analytics preference, and for marketing communications where we request your opt-in. Aggregate website statistics help us understand service demand and improve our website; where that involves personal information outside consent-based tracking, the relevant interest is website performance and service improvement. Device storage or access must also meet the separate cookie rules.

We do not sell personal information.

4. Portal, tracking and payments

Authorised company users can access the bookings and information made available to their company account. Shared address books and shipment records may therefore be visible to other authorised users within that account. Contact ACS if access needs to be changed or removed.

Where shipment tracking is available, we receive updates or location information from the transport partner or tracking service. We use it to show progress, estimate arrival and answer shipment enquiries. This relates to the transport operation and can include a driver's or vehicle's position; it is not a promise of continuous live tracking.

Proof of delivery may include a recipient's name, signature, delivery time or image. We use it to confirm delivery and resolve queries. Shipment information or delivery evidence may also be provided to an intended recipient through a shared tracking or document link. Anyone receiving such a link should keep it private.

Stripe processes online card payments through its checkout service. ACS uses payment references and payment-status information to administer bookings and accounts. Stripe's handling of payment information is explained in its Privacy Policy.

Our quote calculator automatically calculates prices using the journey, vehicle and timing information supplied and our pricing rules. Availability and booking rules can affect the options shown. Contact ACS if you need help with a result or cannot complete a booking.

5. Website tools and cookies

Our website uses Google Analytics for traffic and conversion reporting, Microsoft Clarity for interaction analysis including heatmaps and session recordings, Ahrefs Web Analytics for aggregate traffic reporting, Zoho SalesIQ for chat and visitor interaction features, and Elfsight for customer reviews. Quote and booking features can also use Google Maps and Stripe.

Booking and revenue measurement

With your analytics consent, we use Google Analytics to understand which website visits, pages and marketing sources lead to bookings and their value. This includes eligible account bookings made through our website or customer portal, even when you do not pay through Stripe. When ACS confirms an account booking, our server sends a purchase event to Google Analytics using analytics identifiers captured with your consent when you submitted the request. These identifiers allow Google to associate the confirmed booking with your earlier website activity where available.

The account-booking event includes a booking transaction reference, confirmation time, booking value excluding VAT, VAT amount, currency, service and vehicle type, and an account-payment indicator. It does not include your name, email address, telephone number, collection or delivery addresses, shipment contents, payment-card details or private tracking links. The analytics identifiers and booking reference are pseudonymous, not anonymous.

This reporting is optional and separate from arranging your transport or administering your account. You can change or withdraw analytics consent using the cookie controls on the website or portal. Withdrawal does not affect your booking or the lawfulness of earlier processing. It does not automatically delete information already sent to Google; contact ACS about access or deletion requests, or if you need help withdrawing consent for a pending account-booking report.

Depending on the tool and settings, information can include device or browser details, online identifiers, pages visited and interactions. Information linked to an identifier is not necessarily anonymous. Chat functionality and additional visitor monitoring serve different purposes and must not all be treated as essential functionality.

See our Cookie Policy for provider information, storage purposes and controls to manage or withdraw cookie consent. Rejecting optional analytics does not itself cancel an enquiry or booking. Browser restrictions on storage needed for a requested service may affect that service.

6. Who receives information

We share relevant information where needed with:

• ACS staff and divisions responsible for the enquiry, shipment, account or support request.
• Couriers, drivers, hauliers, carriers, transport networks, agents and subcontractors arranging or completing services.
• Customers, authorised company users, collection and delivery contacts, and intended recipients of shipment updates or delivery evidence.
• Website, hosting, database, transport-management, email, communications and support providers operating our systems.
• Payment and accounting providers, including Stripe, and the website providers described above.
• Accountants, insurers, legal advisers and authorities where needed for advice, claims or legal obligations.

Providers acting on our behalf are required to protect information and follow the applicable processing terms. Some recipients, such as certain carriers, payment providers or authorities, may act as independent controllers for their own responsibilities.

7. International transfers

International transport and the technology services we use can involve processing outside the UK. Where a transfer is subject to restrictions, we use the safeguards required by applicable data protection law. Depending on the recipient and destination, these may include recognised adequacy arrangements or approved contractual safeguards.

You can contact ACS for information about the destinations and transfer arrangements relevant to your information, including how to obtain a copy of applicable safeguards.

8. Retention and security

How long information is needed depends on its purpose:

• Enquiries and unbooked quotes: whether the enquiry remains active, reasonable follow-up needs and any related query or dispute.
• Bookings, tracking and delivery evidence: completion of the service, customer queries, contractual obligations, claims and relevant legal time limits.
• Financial records: applicable tax, accounting and record-keeping requirements.
• Portal accounts and address books: the ongoing account relationship, authorised access and any continuing service or legal need.
• Technical, chat and analytics records: the support, security or reporting purpose and the provider settings used for that purpose.
• Marketing choices: the continuing consent or contact preference, including a limited record needed to respect an opt-out.

We delete or anonymise information when it is no longer required. A deletion request may not remove records that we must retain for legal obligations or a relevant claim. Cookie expiry and locally saved quote progress are separate from records held in our systems; see our Cookie Policy.

We use technical and organisational measures intended to prevent unauthorised access, loss, misuse or disclosure. No online system can guarantee absolute security. Keep sign-in and private shipment links secure and tell us promptly if you believe an account or link has been accessed without permission.

9. Your rights and complaints

Depending on the circumstances and the basis for processing, you can request access to your information, correction, deletion, restriction of use or a portable copy of information you supplied. You can withdraw consent where we rely on it, without affecting the lawfulness of earlier processing.

To make a request or raise a privacy concern, email traffic@acs-sameday.co.uk or call 01234 385970. We may need information to verify your identity and understand the request. Requests are normally free and we generally respond within one month, subject to any extension or other allowance permitted by law.

You can also complain to the UK's Information Commissioner's Office (ICO). You do not have to obtain our permission to contact the ICO. Where applicable, you may also contact the relevant supervisory authority in the EEA.

10. Marketing choices

We will not send unsolicited marketing communications without consent. If you opt in, you can unsubscribe using the link in our marketing emails or contact ACS directly. We may retain a limited suppression record to respect your choice.

Booking confirmations, shipment updates, payment communications and replies to your enquiries are service messages. Opting out of marketing does not stop messages needed to administer your requested service.

11. Other information and policy updates

External websites

External websites and providers may have their own privacy policies. Check the relevant policy when you leave our website or provide information directly to another provider.

Business changes

If our business is restructured, sold or merged, relevant information may be disclosed to advisers or a prospective new operator, subject to appropriate confidentiality and data protection requirements.

Children

Our services are intended for business and adult users and are not directed at children under 16. Contact us if you believe a child has provided information that should be reviewed or removed.

Updates

We may revise this policy as our services or legal requirements change. The last-updated date identifies the current version. Where required, we will explain a new purpose or seek a new consent before using information in that way.