Scammers love a well-detailed tracking page. Keep customers informed without exposing more shipment or personal information than they need—and give your team a clear routine for every order.
When orders pile up, a consistent handover and a simple answer to “Where is my order?” save time. Make each update useful, keep access focused on the task, and have a calm response plan ready before you need it.
Ready to organise your next delivery? Start on the Send page to see the options and prices that apply to your parcel.
What is this shipment-data checklist for?
Use it when preparing an order, sharing tracking information, giving a delivery or fulfilment partner access, or reviewing a possible exposure. The aim is straightforward: share only what is needed to complete the task and keep the customer informed.
Before you share a tracking link or order update
- Open the tracking page yourself and check what details it displays before sending the link.
- Share the link only with the intended customer, using a channel you normally use to communicate with them.
- Send only the information needed to answer “Where is my order?” Avoid adding extra customer or order details just for convenience.
- Keep parcel labels, tracking links and order screenshots off public posts and open group chats.
- Use a repeatable handover routine: check the order details, prepare the parcel, record who receives it, then send the customer the appropriate update.
How should you set delivery-partner access?
- Give each staff member or partner an individual account where possible; avoid shared passwords.
- Limit each role to the shipment details and actions needed for its work.
- Use strong, unique passwords and enable multi-factor authentication where available.
- Review access when someone changes role or a partnership ends, and remove access that is no longer needed.
- Before restoring access after a security concern, check that the issue has been addressed.
Easy-to-miss details that can expose shipment data
- A screenshot can reveal more than the tracking status: check for names, contact details, addresses or order notes before sharing it.
- A partner’s access can outlast the task. Put access reviews into your offboarding and partnership-close routines.
- A public or forwarded link may reach people beyond the intended customer. Treat tracking links as information to share deliberately.
- A useful update does not need to expose the whole order. Keep the message focused on what the customer needs to know.
What should you do if shipment information is exposed?
Move quickly, but do not guess. A clear response helps you limit further exposure and give affected customers useful information.
- Name an internal lead to coordinate the response.
- Record when and how the exposure was found, and preserve relevant records while you investigate.
- Restrict the affected page or access where you can, and review relevant accounts and access activity.
- Work out what information may have been exposed and who may be affected.
- Contact an appropriate privacy or legal adviser to assess any applicable notification duties.
- If customers need to be contacted, use an approved channel. Explain plainly what is known, what you have done, what they can do and where they can ask questions. Avoid speculation or saying the issue is resolved before it has been checked.
Make your next delivery handover clearer
Use this checklist as part of your order routine: prepare the parcel, share only the necessary update, give partners task-specific access and know who leads if information is exposed. When you’re ready to send, visit the Send page to see the options and prices that apply.
