Privacy Policy

Last updated: [DATE] · Version: v1.0-draft

1. Who we are (the controller)

SendMyLoad ([LEGAL ENTITY NAME]) is the data controller for personal data processed through our Platform. Registered office: [REGISTERED ADDRESS]. Privacy contact: [PRIVACY EMAIL]. We are registered with the UK Information Commissioner's Office (ICO), registration number [ICO REG NUMBER], and process personal data in line with the UK GDPR (as amended by the Data (Use and Access) Act 2025) and the Data Protection Act 2018.

2. The personal data we collect

Account and profile: name, email, phone, password (hashed), role, business/trading name, and (for drivers) "about you", home base area, vehicle details and coverage. Driver verification: insurance and licence documents, waste-carrier/O-licence details, company and VAT numbers and expiry dates, stored in private storage and shared only with our admin/verification team. Jobs and routes: collection and delivery addresses and postcodes, timing, goods type, items, photos of goods, job status. Contact details of the parties, revealed to the matched party only after a driver accepts the assignment. Payments (when enabled): processed by our payment provider; we do not store full card details. Communications: messages, reviews, feedback, support requests. Technical and usage: IP address, device/browser data, logs, cookies. Marketing attribution: your answer to "how did you hear about us?".

3. How and why we use your data (lawful bases)

We use your data to: create and manage your account and provide the marketplace (performance of a contract); verify drivers and keep the Platform safe (legal obligation / legitimate interests); reveal contact and address to the matched party after acceptance (contract); process payments and prevent fraud when enabled (contract / legal obligation / legitimate interests); send service emails such as registration, approval, status and password reset (contract / legitimate interests); send marketing if any (consent, withdrawable at any time); improve the Platform and handle feedback (legitimate interests); and comply with law and tax (legal obligation). Where we rely on legitimate interests, we have balanced these against your rights.

4. Who we share data with

The matched party (contact and exact address after a driver accepts). Service providers acting on our instructions, for example hosting and database, email delivery, maps and address lookup, push notifications, and payments, each bound by data-processing terms. Our admin/verification team. Authorities or advisers where required by law, to establish or defend legal claims, or to prevent fraud or harm. We do not sell your personal data.

5. International transfers

Some processors may store or process data outside the UK. Where they do, we rely on appropriate safeguards (UK adequacy regulations or the International Data Transfer Agreement / addendum to the EU Standard Contractual Clauses). Details available on request.

6. How long we keep it

We keep personal data only as long as necessary, then delete or anonymise it. Typical periods: account data for the life of the account plus [X] months; transaction and tax records for [6] years; verification documents until [X] after they expire or the account closes. Specific periods available on request.

7. Your rights

You have the right to access your data; have it corrected or erased; restrict or object to processing; data portability; and to withdraw consent at any time. You can exercise most of these in your account settings or by emailing [PRIVACY EMAIL]. You may also complain to the ICO (ico.org.uk), though we would appreciate the chance to help first.

8. Security

We protect your data with measures including encryption in transit, hashed passwords, row-level access controls, private storage with short-lived signed links for sensitive files, two-factor authentication for admins, and least-privilege access. No system is perfectly secure, but we work to protect your information and respond to issues.

9. Cookies

We use cookies and similar technologies as described in our Cookie Policy. Non-essential cookies are used only with your consent.

10. Children

The Platform is for users aged 18 and over. We do not knowingly collect data from children.

11. Changes and contact

We may update this policy; material changes will be notified via the Platform or email. Questions or requests: [PRIVACY EMAIL], [LEGAL ENTITY NAME], [REGISTERED ADDRESS].