Data Capture Policy

This policy sets out precisely what 4VISION LTD captures at each step of the delivery workflow, why each item is needed and how long it is kept. It sits alongside our Privacy Policy.

Captured: the document file you upload, plus the details read from it — supplier name, PO number, order date, expected delivery date, product names and codes, quantities, unit costs, VAT and totals.

Why: to create the order record the rest of the workflow depends on. Lawful basis: contract.

Kept: while the order is live and for 12 months after your subscription ends. Files sit in private storage.

Captured: date and time (or "TBD" for open bookings), pallet count, delivery type, temperature requirement, warehouse, supplier, caller name and telephone number, project and notes.

Why: to plan yard and warehouse capacity and to contact the caller about the slot. Lawful basis: contract and legitimate interests.

Captured: driver name, vehicle registration, arrival date and time, the person who received the load and, where product detail exists, the quantity received per product, any discrepancy note, and a batch code and expiry date for each batch — a single product may be split across several batches, and either field can be marked N/A.

Why: proof of delivery, stock accuracy, and food and product safety traceability. Driver names and vehicle registrations are personal data captured under legitimate interests (site security and dispute resolution) and are visible only to your company's own people.

Kept: 6 years, so a batch can be traced in a recall or dispute.

Captured: container numbers, air waybill numbers, carrier, vessel or flight, booking and bill of lading references, ports, estimated and actual times, positions, event timelines and the email addresses of anyone you add as a tracking follower.

Why: to show live arrival information and to mark a container or shipment as in yard once its order is received. Lawful basis: contract.

Shared with: ShipsGo, only for the shipments you choose to track.

Captured: name, email address, role, the company, warehouse or sales office you joined, and for owners and admins the plan, the number of paid places, invoices and payment status.

Why: access control and billing. Lawful basis: contract and legal obligation.

Captured: sign-in attempts with IP address for rate limiting, records of calls to third-party services, and error logs.

Why: to protect accounts and diagnose faults. Lawful basis: legitimate interests. Kept: up to 90 days.

• Card or bank details — payments are handled entirely by Stripe.
• Special category data such as health, biometric or ethnicity information.
• Driver licence images, photographs of people, or location tracking of individuals.
• Advertising or cross-site behavioural profiles.

Anything read automatically from a document must be reviewed by a person in your company before it is saved. Owners and admins can correct or delete records at any time, and anyone named in a record can ask us to correct it.