Ping Apudos Hub – Parcel Room iPad Application 

Last updated: 01/12/2025 

1. Introduction

This Privacy Policy explains how personal data is collected, used, stored, and protected when residents and authorised users use the Ping Apudos Hub – Parcel Room iPad Application (“the App”) to collect parcels within a residential building. 

We are committed to protecting privacy and handling personal data transparently, securely, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are & Data Protection Roles

The App is provided by: 

Ping Services 
C/O Sobell Rhodes 
The Kinetic Centre 
Theobald Street 
Elstree, Borehamwood 
England, WD6 4PJ 

📧 support@ping-services.com 

Data Controller & Processor Roles 

Depending on how the App is deployed: 

• Ping Services may act as a Data Processor, providing the parcel room technology platform; 

• The building owner, managing agent, or property operator may act as the Data Controller, determining how and why personal data is processed; and 

• In some circumstances, Ping Services and the property operator may act as joint data controllers for specific processing activities. 

Where Ping Services acts as a Data Processor, personal data is processed solely on the documented instructions of the Data Controller and in accordance with applicable data protection laws. 

3. What Data We Collect

When the App is used to collect a parcel, the following data may be processed: 

a) Identification & Access Data

• Parcel collection access codes 

• Date and time of parcel collection 

• Apartment, unit, or location reference (where applicable)

  b) Proof of Collection

• Electronic signatures 

• Photographs taken at the point of parcel collection

  c) CCTV & Security Footage

• CCTV footage covering the parcel room at the time of collection 

• Associated timestamps and activity logs

  d) Audit & System Data

• Device and system identifiers (for security and audit purposes) 

• Application usage logs relating to parcel collection events

  e) Integrated Resident Data

Where the App is integrated with a resident portal, resident app, or property management system, limited resident data may be shared to create or update parcel collection records, such as: 

• Resident name or identifier 

• Apartment or unit reference 

• Delivery or access references 

This data is provided by the Data Controller and processed by Ping Services solely to enable parcel management functionality. 

4. How We Use Your Data

Personal data is processed for the following purposes: 

• Enabling secure parcel collection 

• Verifying successful handover of parcels 

• Preventing loss, theft, or misuse 

• Investigating missing, delayed, or disputed parcels 

• Supporting building security and operational management 

• Meeting legal and regulatory obligations 

5. Legal Basis for Processing

Personal data is processed under one or more of the following lawful bases: 

• Legitimate Interests – to ensure secure and accountable parcel handling 

• Contractual Necessity – to provide parcel collection services to residents 

• Legal Obligation – compliance with security, safety, and regulatory requirements 

• Consent – where required (e.g. awareness of CCTV usage) 

Where Ping Services acts as a Data Processor, the legal basis for processing is determined by the Data Controller. 

Clear signage will be displayed in parcel rooms where CCTV is in operation. 

6. CCTV & Image Data

CCTV and photographic data are used strictly for security, safety, and investigation purposes. 

• CCTV is not routinely monitored in real time 

• Footage is reviewed only where an incident or dispute arises 

• Access is restricted to authorised personnel only 

 

7. Data Retention

Personal data is retained only for as long as necessary: 

• Parcel collection logs & signatures: Retained for up to 180 days 

• Photographs: Retained only for the duration required to resolve disputes 

• CCTV footage: Retained for 30 days, unless flagged for investigation 

Retention periods may be extended where required for legal claims, investigations, or regulatory compliance. 

8. Data Sharing

We do not sell personal data. 

Data may be shared only with: 

• Building owners, managing agents, or property operators 

• Security or investigations teams, where necessary 

• IT and hosting providers, acting as data processors 

• Parcel courier and delivery companies, where required to: 

• Confirm delivery or collection 

• Investigate missing or disputed parcels 

• Resolve delivery-related queries or claims 

All third parties are required to process personal data securely and in accordance with applicable data protection laws. 

9. Data Storage & Security

Appropriate technical and organisational measures are in place to protect personal data, including: 

• Secure and encrypted storage 

• Role-based access controls 

• Audit logging and monitoring 

• Regular security and access reviews 

Data is stored within the UK or EEA where possible. Where data is transferred outside these regions, appropriate safeguards are applied. 

10. Your Rights

Under data protection law, individuals have the right to: 

• Access their personal data 

• Request correction of inaccurate data 

• Request deletion of data (where applicable) 

• Restrict or object to certain processing 

• Request data portability 

• Lodge a complaint with the Information Commissioner’s Office (ICO) 

Where Ping Services acts as a Data Processor, rights requests may need to be directed to the relevant Data Controller (e.g. the building owner or managing agent). Ping Services will assist where required. 

📧 support@ping-services.com 

11. Children’s Data

The App is intended for use by residents and authorised users only. It is not designed for use by children without appropriate authority. 

12. Changes to This Policy

This Privacy Policy may be updated from time to time. Any changes will be made available within the App or via the relevant property operator. 

13. Contact Us

For questions about this Privacy Policy or data protection matters, contact: 

Ping Services 
📧 support@ping-services.com 
📍 C/O Sobell Rhodes, The Kinetic Centre, Theobald Street, Elstree, Borehamwood, England, WD6 4PJ