Privacy Notice

This Privacy Notice explains how UKPS Ltd uses your personal data. It describes the categories of personal data we process, the purposes for which we use it, and your rights in relation to your data.

UKPS Ltd collects and processes personal data in order to manage parking on the sites we operate and, where necessary, to pursue Parking Charge Notices (PCNs) when parking contraventions occur.

We provide a consideration period of five minutes for motorists to read the on-site signage and decide whether to accept the terms and conditions of parking. If the terms and conditions are breached, a Parking Charge Notice may be issued. Please note this five minute consideration period is not a period of free parking, should the occupant of the vehicle use this time to do anything other than consider the terms and conditions of the site, a Parking Charge Notice may be issued.

We are committed to handling your personal data fairly, lawfully, and transparently, in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We take the security of your personal information seriously and have implemented appropriate technical and organisational measures to protect it.

Who we are

UKPS LTD (Company Number 7017567) whose registered office is PO Box 6974, Leamington Spa, CV31 9QU.
Customer Services: info@theukps.com

What Personal Data We Collect and How

When a parking contravention occurs on one of the car parks we manage, we may collect the following personal data:

  • Vehicle registration details
  • Photographic evidence of the vehicle at the site, taken either by an operative, Automatic Number Plate Recognition (ANPR) cameras, or CCTV
  • Transaction data from Pay & Display or other payment machines (where applicable)

This information is collected solely for the purpose of managing parking and, if necessary, pursuing a Parking Charge Notice.

If a PCN remains unpaid after 56 days, UKPS Ltd may share the necessary personal data with a debt recovery agency for the purpose of recovering the outstanding balance.

How We Use Your Personal Data

We only process personal data where we have a lawful basis to do so. In the context of parking management, this includes:

  • Enforcing the terms and conditions of parking
  • Pursuing unpaid Parking Charge Notices
  • Complying with legal and regulatory requirements

Retention of Your Personal Data

  • Unpaid Parking Charge Notices: Personal data will normally be retained for up to six years, in line with legal and regulatory requirements.
  • Paid Parking Charge Notices: Personal data will be securely deleted within three months of payment.

Retention periods may be extended where necessary to bring or defend legal claims.

Use of Data Processors and Transfers

We may engage service providers, agents, or subcontractors (including debt recovery agencies such as Debt Recovery Plus) to act on our behalf.

All personal data is processed within the United Kingdom or the European Economic Area (EEA). Where data is transferred, we ensure it is done in full compliance with data protection law and under strict contractual safeguards.

Your Privacy Rights

Under data protection law, you have the following rights:

  • To be informed: To receive clear and transparent information about how your data is used.
  • Access: To request a copy of the personal data we hold about you.
  • Rectification: To request that inaccurate or incomplete data is corrected.
  • Erasure: To request deletion of your data in certain circumstances.
  • Restriction: To request limits on how your data is used.
  • Data portability: To request that certain data is provided to you or a third party.
  • Objection: To object to processing where we rely on legitimate interests.

How to Exercise Your Rights

You can make a request by contacting us:

  • By post: Data Rights Team, UKPS Ltd, PO Box 6974, Leamington Spa, CV31 9QU
  • By email: info@theukps.com

Data Protection Officer

Email: dataprotection@theukps.com

We will not charge a fee for handling your request unless it is manifestly unfounded or excessive. If we refuse your request, we will explain why.

Complaints

If you are unhappy with how your personal data has been handled, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint

Complaints Procedure

Submitting a Complaint

Motorists may submit complaints in the following ways:

  • By post: UKPS Ltd, PO Box 6974, Leamington Spa, CV31 9QU. Written complaints will be scanned and sent to our dedicated complaints inbox.
  • By email: complaints@theukps.com

Complaints may relate to a specific Parking Charge Notice (PCN) or other matters such as our processes, policies, services, or staff conduct.

Please note that concerns about the validity of a PCN are considered appeals and will be handled through the appeals process.

Recording Complaints

We retain records of all complaints for 36 months, which include:

  • Details of the complaint
  • All related correspondence
  • The outcome of the complaint
  • Any corrective actions taken to prevent recurrence

Personal data will be managed in accordance with UK GDPR requirements.

Who Can Complain?

Complaints may be submitted by motorists, including drivers and registered keepers.

  • If a third party submits a complaint, we may request written authorisation to ensure GDPR compliance.
  • Members of the public may also raise complaints, and we will respond appropriately.

Investigating Complaints

Each complaint will be investigated by a dedicated member of staff. This may involve:

  • Reviewing the relevant PCN (if applicable)
  • Consulting other departments where necessary
  • Addressing all points raised by the complainant

All staff involved in complaint handling receive regular training to ensure compliance with legal and regulatory requirements.

Where a complaint includes elements of both a complaint and an appeal, the appeal will be considered first. The complainant will be informed of the outcome.

Responding to Complaints

Our commitments are as follows:

  • Acknowledgement: within 10 working days
  • Full response: within 28 calendar days. If additional time is required, we will provide an update.

Responses will be clear, professional, and sent via the same method the complaint was received (e.g., email or post). Once a complaint is resolved, personal data will be removed in line with our data retention policy.

If the complainant is not satisfied with our response, they will be advised of their right to escalate the matter to the Independent Appeals Service (IAS), in line with the requirements of the International Parking Community (IPC).

Reviewing Complaints

We regularly review complaints to identify trends and recurring issues. Where necessary, we will:

  • Update our procedures
  • Provide further staff training
  • Clarify policies and guidance

This ensures continuous improvement in our services and compliance with the Single Code of Practice.

Call UKPS Ltd on 03333 700 118 to pay your PCN now!