Last updated: June 2026
This Privacy Policy explains how Box 4 Digital Group Ltd (T/A External Transport Manager) (“we”, “us”, “our”, “ETM”) collects, uses, shares and protects personal data when you use the External Transport Manager platform at externaltransportmanager.co.uk (the “Platform”). We are the data controller for the personal data described here.
We are committed to handling your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written in plain English so you can understand your rights and how we use your information.
Controller details: Box 4 Digital Group Ltd (T/A External Transport Manager), company number 17253991, Suite 114 Business First, Davyfield Road, Blackburn, Lancashire, BB1 2QY. Contact: info@externaltransportmanager.co.uk · 0208 088 8371.
1. The personal data we collect
Depending on how you use the Platform, we may collect:
- Registration and account data, name, email address, telephone number, business name, account type (e.g. Transport Manager, operator, training provider), username and password.
- Profile and listing data, the information you choose to publish, such as your business description, services, qualifications, accreditations, regions covered, course details and images.
- Operator register data, for operator listings, we import publicly available information from the DVSA operator register (for example operator name, licence details and location). This is used to create unclaimed listings.
- Enquiry and lead data, the contents of “Request TM Support” requests and other enquiries you send through the Platform, including your contact details and the details of your request.
- Payment data, paid plans are collected by Direct Debit via GoCardless. We do not store your full bank details; these are handled by GoCardless as a separate data controller/processor. We receive limited information such as confirmation of mandate status, payments and plan.
- Technical, usage and analytics data, IP address, device and browser type, pages viewed, referring pages and similar information, collected via cookies and similar technologies (see our Cookie Policy).
- Communications, records of correspondence when you contact us by email, phone or through the Platform.
2. How and why we use your data, and our lawful bases
We only use your personal data where we have a lawful basis under UK GDPR. The main bases we rely on are:
- Contract, to create and manage your account, provide your chosen plan and features, process membership and deliver the services you have asked for.
- Legitimate interests, to operate, secure, improve and promote the Platform; to connect members with one another; to handle enquiries and pass leads to relevant members; to prevent fraud and abuse; and to provide a useful listings. Where we rely on legitimate interests, we balance them against your rights.
- Consent, for non-essential cookies and analytics, and for any direct marketing where consent is required. You can withdraw consent at any time.
- Legal obligation, to comply with our legal, tax, accounting and regulatory duties.
Specific purposes include: setting up and administering accounts; publishing listings and profiles; routing “Request TM Support” and other enquiries to the appropriate members; taking payment through GoCardless; responding to your queries; sending service and account messages; maintaining security and preventing misuse; and analysing usage to improve the Platform.
3. How we share your data
We do not sell your personal data. We share it only as needed to run the Platform:
- With other members, this is central to how a marketplace works. When you send an enquiry or “Request TM Support” request, the relevant details (including your contact information and request) are shared with the member(s) best placed to respond. Information you publish in your listing/profile is visible to other members and visitors.
- With service providers (processors) acting on our instructions, for example GoCardless (payments), hosting, email delivery, and analytics providers. They may only process data for the purposes we specify.
- Where required by law, to comply with legal obligations, court orders, or to protect our rights, our staff, members or the public.
- In a business transfer, if our business is reorganised, sold or transferred, personal data may be transferred to a successor, subject to this policy.
Where any provider processes data outside the UK, we put appropriate safeguards in place (such as adequacy regulations or standard contractual clauses).
4. How long we keep your data
We keep personal data only for as long as necessary for the purposes set out above:
- Account and profile data, for the life of your account and a reasonable period afterwards to handle queries, disputes or re-registration.
- Enquiry and lead data, for as long as needed to facilitate and evidence the introduction, then archived or deleted in line with our retention practice.
- Payment and financial records, for the period required by tax and accounting law (generally six years).
- Analytics data, typically retained for a limited period in line with our analytics settings.
Publicly sourced operator-register listings are retained while they remain useful to ETM search and are removed or updated on request or when claimed.
5. Cookies and analytics
We use cookies and similar technologies for essential functionality, analytics and to improve your experience. You can control non-essential cookies through our cookie banner and your browser settings. See our Cookie Policy for full details.
6. Your rights
Under UK GDPR you have the right to:
- be informed about how we use your data (this policy);
- access the personal data we hold about you;
- rectify inaccurate or incomplete data;
- erase your data (“right to be forgotten”), where applicable;
- restrict processing in certain circumstances;
- data portability, to receive certain data in a portable format;
- object to processing based on legitimate interests or to direct marketing;
- withdraw consent at any time where we rely on it.
To exercise any of these rights, contact us at info@externaltransportmanager.co.uk. We will respond within the statutory time limit (normally one month). We may need to verify your identity first.
7. Security
We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, including access controls, secure hosting and encryption in transit. No system is completely secure, but we take reasonable steps to safeguard your information.
8. Marketing
Where you have agreed, or where permitted by law, we may send you information about the Platform and relevant services. You can opt out at any time using the unsubscribe link or by contacting us.
9. Complaints
If you have concerns about how we handle your data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk or 0303 123 1113.
10. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date shows the latest version. Material changes will be brought to your attention where appropriate.
11. Contact us
Box 4 Digital Group Ltd (T/A External Transport Manager)
Suite 114 Business First, Davyfield Road, Blackburn, Lancashire, BB1 2QY
Email: info@externaltransportmanager.co.uk · Tel: 0208 088 8371