J Z Transit Ltd · Newport traffic desk
Records and retention
What is written down
A booking makes a line on the sheet. The desk writes the consignor and the consignee, the collection and delivery postcodes, the pallet or cage count, the weight declared on the call, the ready time, and the name and number the driver rings on approach. The consignment note carries that same set out in the driver’s hand, and the signed proof of delivery comes back with the receiving name and the time of receipt written on it. A message sent to haulage@jztransit.live sits with the line it produced, so a booking and its correspondence stay together in one place.
Where it goes
The sheet line and the scanned proof of delivery stay on the desk system at the registered office, 26 Cefn Adda Close, Newport NP20 3DR. The consignment note travels on the vehicle and is seen by the consignee at the point of signature; where a subcontracted carrier runs a leg, that carrier receives the note and the delivery contact so the drop can be completed. Invoicing details pass to the company’s accountants and to the bank that handles payment. Tachograph data belongs to the driver’s card and to the vehicle unit, is downloaded at the yard, and is produced to an enforcement officer on request.
How long each record is held
Retention follows the reason the record exists. A carriage claim and an invoice query both reach back into the accounting period, so the paperwork behind a job is kept for as long as that period runs. Enquiry traffic that produced no consignment is cleared sooner, because there is no job for it to belong to.
| Record | Held where | Held for |
|---|---|---|
| Run sheet line | Desk system, Newport | Six years, with the accounting records |
| Consignment note, signed copy | Desk system, scanned from the vehicle | Six years, with the accounting records |
| Proof of delivery | Desk system, Newport | Six years, with the accounting records |
| Booking correspondence | Company mailbox | With the sheet line it produced |
| Enquiry that produced no job | Company mailbox | Cleared once the working month closes |
| Invoice and payment record | Desk system and the accountants | Six years, with the accounting records |
| Tachograph download | Yard system, Newport | Twelve months from the download |
What this site itself does
These pages are static files. The stylesheet, the script and the markup are served as they stand, and the only outbound request a browser makes is for the two type families this site sets, which come from Google’s font servers; Google therefore receives that request. The two windows on the run sheet page, the trailer plan and the drivers’ hours figures, work entirely inside the browser. What is typed into them stays on the device and reaches the desk only if you copy it into an e-mail yourself.
Asking for a copy
J Z Transit Ltd of 26 Cefn Adda Close, Newport NP20 3DR is the controller of everything described here. The company is registered in England & Wales, company number 14121825, D-U-N-S 228954589. A request for a copy, a correction or an erasure goes to haulage@jztransit.live. Quote the consignment reference where the request is about a job, and the desk finds it in one search. The desk reads the entry back over the telephone during desk hours where that is easier, and sends the written copy afterwards.