Privacy notice

This is a demonstration desk. Its jobs, firms, lorries and people are made up, and nothing done on it buys or sells any haulage.

Aerial Empire Ltd, trading as Yard 14 ("Yard 14"), runs it, and is the controller of anything you enter here.

On a firm's own desk, the firm decides what personal data the app holds and why, so it is the controller of that data. Yard 14 builds and runs the app for it as its processor, and acts only on its instructions.

Aerial Empire Ltd, trading as Yard 14, is a company registered in England and Wales, number 09085057, VAT number GB 311 0644 58. Its registered office is Spitalfields House, Stirling Way, Borehamwood, Hertfordshire WD6 2FX.

Questions about your data: nic@yard14.com.

• Your name, email, mobile, role and firm, and when you last used the app. Your password is kept only in a scrambled form that cannot be read back.
• Your firm's name, address, postcode, office phone and logo, its company, VAT, waste carrier and operator licence numbers, and what public registers said about them.
• Notes the desk keeps about your firm.
• Lorries: registration, fleet number, type, payload, FORS level, and a photo if you add one.
• Papers you upload, such as licences and insurance, with their numbers and expiry dates.
• For drivers: when their driving licence, driver CPC and tachograph card run out, and the site inductions they have done.
• What the checks against public registers found about your firm, its lorries and its drivers.
• The name typed to sign the desk's own haulier terms, and when.
• Prices, awards, loads, weights, statements and payments.
• Ticket photos, and the driver's name and the lorry on each load, with any weighbridge report emailed to the app.
• Messages in the app between you, your firm and the desk, with any photo sent in them, and when each was read.
• Notes the desk keeps of phone calls with your firm: who rang, when, for how long and what was said, typed or written down from a voice note the desk records. Only the desk sees them. A voice note's recording is never kept.
• Problems a driver reports on a load: what went wrong, any note or photo, whether the lorry was loaded, the time on the phone when it was tapped, and where the phone was at that moment, read once.
• Where the lorry is, only after the driver taps to share it, and only while the load is on the road and its page is open. Only the latest position is kept, apart from the one on a problem report.
• Your alert choices, the phones and browsers you turned alerts on for, and each alert sent to you.
• A log of what each person did and when, with the internet address and the browser it came from.

Some of it comes from your firm's office, from the desk or from public registers, rather than from you.

• To send out jobs, take prices, award jobs to hauliers, run and weigh loads, and pay for them. Where you are the haulier yourself, this is needed for the contract with you. For everyone else it is Yard 14's legitimate interest in getting the work done.
• To check a firm, its lorries and its drivers may carry waste and do the work, keep a true record of who did what, and keep the app secure. These are Yard 14's legitimate interests.
• To get help to a driver who reports a problem, put the load right, and keep a true note of calls about the work. These are Yard 14's legitimate interests too.
• To keep the money records tax law asks for. This is a legal duty.
• For Yard 14's own records: to make and keep its contract with each firm, and to keep the accounts the law asks for.

So each use rests on one of three lawful bases in UK data protection law: a contract, a legitimate interest, or a legal duty.

Without the details a form asks for, the app cannot take you or your firm on. Sharing where the lorry is stays up to you.

• AI readings are suggestions. A person checks each one before it counts.
• The desk can set a job to go to the lowest price when pricing closes, without a person choosing.
• Loads with nothing in question are confirmed for payment without a person checking them.
• A firm whose required papers have run out is not sent jobs until new ones are approved.

Ask nic@yard14.com, or message the desk in the app, for a person to look again at any of these.

• Vercel hosts the app, which runs in London.
• Neon keeps the database, on Amazon Web Services in London. Vercel Blob keeps photos and papers in a private store, also in London.
• Google's Gemini reads ticket photos, uploaded papers and the jobs the desk types, to fill in the figures, and writes down the voice notes the desk records of calls. Google does not use any of it to improve its products, and keeps it only for a short time, to stop misuse.
• Alerts to a phone or browser pass through its maker's push service, such as Apple, Google or Mozilla. They are encrypted, so that service cannot read them.
• If a firm signs its desk staff in with Microsoft, or sends the app's emails through Microsoft, Microsoft handles that sign-in or that mail.
• Cloudflare runs the app's web addresses, and passes on weighbridge reports emailed to the app.
• If the satellite map is on, its pictures load from Esri, which sees your internet address and the part of the map you look at.
• The map's streets are drawn from OpenStreetMap data kept with the app, so OpenStreetMap is sent nothing about you.
• Numbers you give are checked with public registers: Companies House, the Environment Agency, the Traffic Commissioners' list of operator licences, and, where they are set up, DVSA's MOT history, DVLA's vehicle check and HMRC's VAT check. Postcodes are checked with postcodes.io.
• What the Environment Agency's register says is kept for use inside the app only, as its licence asks.
• Directions open in Google Maps when you tap them.
• The app's alerts, emails and texts are about the work only, and a desk sends no email until its firm goes live. Nothing in the app markets to anyone, and Yard 14 never sells personal data.

Google does not hold Gemini to the UK, so what it reads may be handled in the United States or elsewhere.

Vercel, and some of the other firms above, may handle data outside the UK, mostly in the United States and the European Economic Area. So would Microsoft, if a firm switches it on.

Each such transfer is covered by UK safeguards: UK adequacy regulations, such as the UK and US data bridge, or the ICO's international data transfer agreement or its addendum to the EU standard contractual clauses.

• Jobs, loads, ticket photos, messages and statements: at least six years, as tax law asks.
• Problem reports and notes of calls: as long as the loads and jobs they are about.
• Voice notes: never. The words are kept, and the recording is dropped as soon as it is written down.
• The log of who did what: for good. Nothing in it is ever changed, except that a haulier's name comes out when they remove their sign-in or their firm closes its account.
• What the Environment Agency's register said: eleven months at most. The app then reads the register again, or clears the result.
• Yard 14's own records of a firm's account: six years after its contract ends, as tax law asks.

You can remove your own sign-in in the app at any time. Your name, email, mobile and password are deleted at once, with your alert choices and devices. Jobs, loads, ticket photos, statements and the messages you sent from the office stay as Yard 14's records, under Former user.

Messages you sent as a driver are deleted, with their photos. So are the note, photo and position on any problem you reported. What happened, and when, stays on the load. Any voice note of yours that was written down loses its words.

Your name and email are also taken out of the log, and so are the internet address and browser on your own lines.

The last person in a firm's office closes the firm's account instead. Every sign-in on it goes the same way, and the firm's email and phone are deleted. Its name, address and numbers stay, because its statements are tax records, and so do its papers for two years after it closes, as proof of the checks Yard 14 made.

If your office takes you off its team, your sign-in stops at once. Your details stay until the firm closes its account, or until you ask nic@yard14.com to delete them.

If you work on the desk, leaving it ends your access at once. Your login stays for anything else it opens: to delete it, ask nic@yard14.com. What you did on the desk stays in the log.

Apart from the register results above, the app deletes nothing on a timer, except a closed firm's papers, two years after it closes.

The app sets one cookie to keep you signed in. It lasts 30 days.

It sets up to three more, each only when you make the choice it remembers: Daylight or dark, and on the desk, the board's view and the dock's look. Each lasts a year and holds only that choice.

The app cannot work without the first, and the others only keep your own choices, so it does not ask first.

It also keeps small notes on your device, such as which alert it last showed you. They never leave the device.

While a load's page is open, the phone reads where it is and how fast it is moving, to keep the screen locked while the lorry is driven. Those readings stay on the phone.

A problem reported with no signal waits on the phone until it can be sent, and is then deleted from it.

No advertising, analytics or tracking. Nothing loads from other sites, apart from the satellite map's pictures where it is on.

You can ask to see the data held about you, to have it corrected or deleted, to limit or object to its use, or for a copy to take elsewhere. Some records must be kept by law.

Ask nic@yard14.com.

A request is answered within one month. It is free, unless it is plainly unfounded or excessive.

You can also complain to the Information Commissioner's Office, at ico.org.uk or on 0303 123 1113. It usually asks you to raise the matter with the controller first.

A change to this notice is shown here, with its new date.