Privacy Policy

Last updated: June 24, 2025

1. Introduction

Roam Vault ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website roam-vault.com or use our logistics and auto selection services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you provide to us, including:

• Name and contact details (email address, phone number, postal address)
• Company information and job title
• Service requirements and preferences
• Payment and billing information
• Communication preferences

2.2 Technical Information

We automatically collect certain technical information when you visit our website:

• IP address and location data
• Browser type and version
• Operating system
• Website usage patterns and analytics
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and improving our logistics and auto selection services
• Processing service requests and managing customer relationships
• Communication regarding services, quotes, and support
• Marketing and promotional activities (with your consent)
• Website analytics and improvement
• Legal compliance and fraud prevention

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract: Processing necessary for service delivery
• Legitimate Interest: Business operations and service improvement
• Consent: Marketing communications and non-essential cookies
• Legal Obligation: Compliance with applicable laws

5. Information Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist in our operations
• Business Partners: Trusted partners for service delivery
• Legal Authorities: When required by law or legal process
• Business Transfers: In connection with mergers, acquisitions, or asset sales

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Access controls and authentication systems
• Regular security assessments and updates
• Staff training on data protection
• Incident response procedures

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Meet regulatory requirements

Typically, we retain customer data for 7 years after the end of the business relationship, unless longer retention is required by law.

8. Your Rights

Under UK data protection law, you have the following rights:

• Access: Request copies of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a structured format
• Restriction: Limit how we process your data
• Objection: Object to processing based on legitimate interests
• Withdrawal of Consent: Withdraw consent for processing

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your website experience. Our cookie categories include:

• Necessary Cookies: Essential for website functionality
• Analytics Cookies: Help us understand website usage
• Marketing Cookies: Enable personalized advertising

You can manage your cookie preferences through our cookie banner or browser settings.

10. International Data Transfers

We primarily process data within the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK government
• Standard contractual clauses
• Binding corporate rules
• Certification schemes

11. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying prominent notices on our website

13. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

14. Supervisory Authority

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your personal data properly: