WSOne Privacy Policy
WSOne is a driver app used by drivers working for William Stobart & Son Ltd, WS Transportation and their subcontracted hauliers (together, "WS"). It shows a driver the stops on a trip WS has dispatched, records arrival and departure at each stop, and captures the proof of delivery. This policy explains what the app processes, why, and your rights. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who is responsible
William Stobart & Son Ltd (company number 08816175) is the data controller for the trip, driver and delivery information handled through WSOne. Accelerate Outcome Ltd (company number 17056987, 62 Market Street, Sheffield, S21 4JH) builds and operates the app and its servers on WS's behalf as a data processor.
Data protection contact: privacy@wstruckspotting.com.
2. What the app processes
- Sign-in credentials: a trip reference and PIN issued to you by the transport office or, for WS drivers, your driver code and a PIN issued by WS. PINs are stored only as salted hashes.
- Your name: entered by you at sign-in (optional) or held against your driver record by WS, so the transport office and the proof of delivery show who worked the trip.
- Trip and stop details: the stops, planned times, jobs and site instructions, sent to the app from WS's transport management system.
- Arrival and departure times: recorded when you tap Confirm arrival and Confirm departure, to update the stop status for the transport office and the customer.
- Proof of delivery photographs: taken by you with the camera. They are the evidence that a delivery was made and are used by WS for customer queries, disputes and invoicing.
- Site photographs: an optional photo of the site, taken by you with the camera when you choose to. It is sent to WS with the stop record to help with later visits and queries.
- Location: your phone's precise position, read once at each of these moments: when you submit a proof of delivery, when you confirm a collection, when you use the PIN override, when you confirm a stop on an own-fleet trip, and when you take the optional site photo. It is read only while the app is open on screen, and sent with that record as evidence of where the job was done. The app never tracks you in the background or between stops. If you refuse location access, or the phone cannot give a position, the action still goes through without one.
- Delivery details: the name of the person who signed for a delivery, notes and exceptions you enter, which form part of the proof of delivery.
The app uses the camera only when you photograph a proof of delivery or take the optional site photo, and your location only at the moments described above. It does not read your contacts or photo library, and contains no advertising or analytics software.
3. Why we process it
To carry out the transport contract between WS and its customers and to meet WS's legal and accounting obligations (UK GDPR Article 6(1)(b) and 6(1)(c)), and for WS's legitimate interest in running its operation safely and resolving delivery disputes (Article 6(1)(f)).
4. Where the information goes
Everything the app records is sent over an encrypted connection to servers operated for WS by Accelerate Outcome on Amazon Web Services in London (eu-west-2). Stop status and proofs of delivery are passed to WS's transport management system so the transport office and WS's customers can see them. Nothing is sold or shared with anyone else, and nothing is used for advertising.
5. How long it is kept
Trip records and proofs of delivery are kept for six years after the delivery, for delivery disputes, customer service and accounting, and are then deleted. A sign-in session expires 48 hours after it was last used, so shortly after the trip ends. Photographs are held on the servers described above, not on your device, once they have been accepted.
6. Your rights
Under UK data protection law you can ask for a copy of the personal information held about you, ask for it to be corrected or deleted, and object to how it is used. Send requests to your transport office at WS or to privacy@wstruckspotting.com, and they will be passed to the right party. You can also complain to the Information Commissioner's Office at ico.org.uk.
7. Security
Connections are encrypted, PINs are stored only as salted hashes, access to stored records is restricted to the people who run the service, and after a wrong PIN the app makes you wait a little longer before each new attempt, up to a minute, so a PIN cannot be guessed.
8. Changes and contact
If this policy changes, the new version will be published at this address with a new date. Questions about the app go to support@wstruckspotting.com; questions about your data go to privacy@wstruckspotting.com.