Terms & Conditions of Use

1. ACCEPTANCE OF TERMS

1.1 Agreement to Terms

By accessing, logging into, or using the C30 Dashboard and Transport Management System (the "System"), you, as an employee of Encon Insulation Ltd ("the Company"), agree to be bound by:

• These Terms and Conditions of Use
• T&Cs of contract and guidance within the employee handbook
• UK Data Protection Act 2018 and UK GDPR requirements
• The System's Copyright and Patent Agreement
• Company policies and procedures

1.2 Employee Status

This System is for internal use by authorized employees of Encon Insulation Ltd only. Access is granted as part of your employment duties and may be revoked at any time by management or the System developer.

2. DATA PROTECTION AND GDPR COMPLIANCE

2.1 Legal Framework

All users must comply with:

• UK Data Protection Act 2018
• UK General Data Protection Regulation (UK GDPR)
• Privacy and Electronic Communications Regulations (PECR)
• All applicable laws relating to the protection of personal data

2.2 Personal Data Handling

The System processes personal data including but not limited to:

• Customer Information: Names, addresses, contact details, delivery locations
• Employee Data: User accounts, activity logs, authentication records
• Delivery Documentation: Proof of delivery signatures, customer representative names
• Photographs: Images of delivery notes, customer signatures, delivery locations
• Operational Data: Vehicle information, driver details, delivery routes

2.3 Data Processing Responsibilities

As a user of this System, you are acting as a data processor on behalf of Encon Insulation Ltd. You must:

• Process personal data only as necessary for your job duties
• Ensure data accuracy and keep information up to date
• Protect data against unauthorized access, loss, or disclosure
• Not retain data longer than necessary
• Report any data breaches immediately to management
• Not share customer data outside the System without authorization
• Not download or export customer data without proper authority

2.4 Lawful Basis for Processing

Data processed through this System is based on:

• Contract Performance: Necessary for delivery of goods and services to customers
• Legitimate Interests: Operational efficiency, proof of delivery, route optimization
• Legal Obligations: Record keeping, tax compliance, health and safety

3. PROOF OF DELIVERY PHOTOGRAPHS

3.1 Purpose and Lawful Use

Photographs of customer delivery notes ("Proof of Delivery") are captured and stored for:

• Evidence of successful delivery
• Resolution of delivery disputes
• Quality assurance and audit purposes
• Protection against fraudulent claims

3.2 Data Minimization

When capturing proof of delivery photographs, users must:

• Photograph only the delivery note - avoid capturing background details
• Not photograph individuals or private property unnecessarily
• Ensure photographs are clear and legible
• Not capture sensitive or excessive information
• Focus only on information necessary for delivery verification

3.3 Retention and Deletion

Proof of delivery photographs are:

• Retained for 24 months maximum from date of capture
• Automatically deleted via system cleanup processes
• Subject to secure deletion procedures
• Not to be copied or distributed outside the System

3.4 Access Controls

Only authorized employees with legitimate business need may:

• View proof of delivery photographs
• Upload photographs to the System
• Access historical delivery images

4. CONFIDENTIALITY OBLIGATIONS

4.1 Confidential Information

As per your employment contract T&Cs and employee handbook, employees must not disclose confidential information concerning:

• The Company's business affairs
• Customer information and delivery details
• Client names, addresses, and contact details
• Supplier information
• Operational data and business processes
• Financial information

4.2 Permitted Disclosures

Information may only be disclosed:

• To other employees who need to know for job performance
• As required by law or regulatory authority
• With prior written authorization from management

4.3 Restrictions on Use

You must not use confidential information obtained through this System for any purpose other than performing your employment duties for Encon Insulation Ltd.

5. AUTHORIZED USE OF THE SYSTEM

5.1 Permitted Activities

You may use the System only for:

• Recording and tracking deliveries
• Managing transport logistics
• Viewing delivery history and reports
• Uploading proof of delivery documentation
• Activities explicitly authorized by your job role

5.2 Prohibited Activities

You must not:

• Share your login credentials with anyone
• Access data beyond your authorized scope
• Download or export customer data without authorization
• Use the System for personal purposes
• Attempt to bypass security measures
• Modify, reverse engineer, or decompile any part of the System
• Share confidential information externally
• Use the System in violation of any law or regulation

5.3 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activities that occur under your account
• Immediately reporting any unauthorized access
• Logging out when leaving your workstation

6. DELIVERY DOCUMENTATION STANDARDS

6.1 Acceptance of Delivery

In accordance with your employment contract T&Cs and employee handbook:

• Any individual signing for goods is assumed authorized by the customer
• Delivery notes must be examined against actual goods received
• If goods cannot be examined, mark delivery note "NOT EXAMINED"
• Proof of delivery signatures must be captured accurately

6.2 Documentation Requirements

When recording deliveries, ensure:

• Customer name and address are accurate
• Order numbers match delivery notes
• Any discrepancies are noted immediately
• Proof of delivery photographs are clear and complete
• Special delivery instructions are recorded

7. DATA BREACH NOTIFICATION

7.1 Reporting Obligation

If you become aware of any actual or potential data breach, you must report it immediately to:

• Your line manager
• The Branch Director
• The Company's Data Protection Officer (if appointed)

7.2 What Constitutes a Breach

A data breach includes:

• Unauthorized access to customer data
• Loss of device containing system access
• Accidental disclosure of personal information
• Suspected hacking or security compromise
• Loss or theft of delivery documentation
• Unauthorized sharing of proof of delivery images

7.3 Response Time

Under UK GDPR, serious breaches must be reported to the ICO within 72 hours. Immediate internal reporting is critical.

8. SYSTEM AVAILABILITY AND MAINTENANCE

8.1 No Guarantee of Availability

While efforts are made to ensure system availability, there is no guarantee of:

• Continuous access
• Uninterrupted service
• Error-free operation

8.2 Scheduled Maintenance

The System may be unavailable during scheduled maintenance periods. Users will be notified where practical.

8.3 System Developer Rights

As detailed in the Copyright Agreement, the system developer (Jamie Moseley) retains the right to:

• Suspend or terminate system access
• Shut down servers if operational costs are not covered
• Modify or update system functionality
• Enforce intellectual property rights

9. TERMINATION OF ACCESS

9.1 Automatic Termination

Your access to the System will automatically terminate upon:

• End of employment with Encon Insulation Ltd
• Change of role to one not requiring system access
• Extended absence (subject to company policy)

9.2 Immediate Termination

Access may be immediately terminated for:

• Breach of these Terms and Conditions
• Data protection violations
• Unauthorized disclosure of confidential information
• Misuse of the System
• Gross misconduct

9.3 Post-Termination Obligations

Upon termination of access, you must:

• Cease all use of the System immediately
• Return any documents or data obtained through the System
• Delete any system-related files from personal devices
• Continue to maintain confidentiality obligations

10. INCORPORATION OF COPYRIGHT AGREEMENT

These Terms and Conditions incorporate by reference the complete Copyright, Patent & Intellectual Property Agreement governing the C30 Dashboard and Transport Management System.

Key provisions include:

• Intellectual property rights owned by Jamie Moseley
• Prohibition on copying, modifying, or reverse engineering
• Infrastructure and hosting costs borne by the developer
• Right to terminate service for non-payment or unauthorized use
• All applicable patent and copyright protections

11. CHANGES TO TERMS

These Terms and Conditions may be updated from time to time. Continued use of the System after changes are posted constitutes acceptance of the modified terms. Users will be notified of significant changes where practical.

12. GOVERNING LAW

These Terms and Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. CONTACT AND QUERIES

For questions about these Terms and Conditions, contact:

System Developer: Jamie Moseley
Email: moseley_jj@hotmail.com

Company Management: Encon Insulation Ltd
Through your line manager or Branch Director