Privacy Policy

YardPass is provided by Yardpass Systems. Yardpass Systems is the data controller for our customers' account, contact and usage data. For driver and yard data entered at a site, the site operator is the controller and Yardpass Systems acts as its processor under UK GDPR.

• Account data: name, work email, site name, login details, hashed staff PINs.
• Yard data: vehicle and container registrations, PO or consignment numbers, haulier names, gate codes, arrival and departure times.
• Technical data: IP address, device and browser information, usage logs.
• Support messages you send us.

• To create accounts and provide the service — performance of our contract.
• To run gate entry, bay allocation and site safety records — the site operator's legitimate interests and legal obligations.
• Security, fraud prevention and service improvement — our legitimate interests.
• Support — contract and legitimate interests.
• Optional analytics — your consent.

• Hosting and infrastructure providers acting as our subprocessors.
• Paddle.com, our Merchant of Record, which handles the sale, subscription management, payments, tax and invoicing for our orders. Paddle processes payment data under its own privacy notice.
• Professional advisers such as lawyers and accountants.
• Authorities, where the law requires it.

Where data leaves the UK, we use safeguards such as adequacy decisions or the UK International Data Transfer Addendum. We never sell personal data.

Visit and audit records are kept for 12 months by default, then deleted or anonymised, unless the site operator needs them longer for legal reasons. Account data is kept while the subscription is active and for 30 days after.

Data is encrypted in transit, access is restricted per site, PINs are stored only as hashes, and the audit trail cannot be edited.

We use strictly necessary browser storage to keep you signed in and remember your cookie choice. Optional analytics run only if you choose "Accept All". Change this any time via Cookie Settings in the footer.

You can ask to access, correct, delete, restrict or port your data, object to processing, or withdraw consent. We reply within one month. Drivers should contact the site they visited first, or email support@yardpass.io. You can complain to the Information Commissioner's Office (ico.org.uk).