Privacy Policy

This policy explains how VanTrek Couriers ("VanTrek", "we", "us") collects and uses personal information when you visit vantrekcouriers.co.uk or contact us through it. We are committed to handling your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The data controller is VanTrek Couriers, [legal entity name – e.g. sole trader trading as VanTrek Couriers, or VanTrek Couriers Ltd, company number XXXXXXXX], based in Bromley, [registered/correspondence address to be confirmed]. [ICO registration number, if applicable.]

You can contact us about privacy at mustafa.gazi@vantrekcouriers.co.uk.

2. Information we collect

We only collect information you choose to give us through our website forms or by email:

• Quote requests: your name, company, email address, phone number, collection and delivery postcodes, collection date and time, vehicle requirements, a description and approximate weight of the goods and any handling requirements.
• Partnership enquiries: your name, job title, organisation, contact details and information about your delivery requirements.
• Driver expressions of interest: your name, contact details, general location, vehicle, availability, insurance position and relevant work experience.
• Contact messages: your name, contact details and the content of your message.

Please do not include sensitive personal information (such as health information) in your messages. Our web hosting provider may also process technical information such as IP addresses in server logs for security and to operate the website. We use your IP address temporarily to limit repeated form submissions and prevent spam.

3. How and why we use your information

• To respond to your enquiry, prepare a quote and, where you go ahead, provide our services – on the lawful basis that it is necessary to take steps at your request before entering into a contract, or to perform a contract.
• To assess and respond to partnership and driver enquiries and keep in touch about relevant opportunities – on the basis of our legitimate interests in developing our business and building a reliable driver network.
• To keep the website secure and prevent spam or misuse – on the basis of our legitimate interests.
• To meet legal, accounting and regulatory obligations where they apply.

We do not sell your information and we do not use it for automated decision-making or profiling.

4. Who we share it with

We only share information with service providers who help us run the website and handle enquiries, namely:

• our website hosting provider (Railway) [confirm hosting region and data processing terms];
• our email delivery provider [Resend, or the configured SMTP/email provider]; and
• our business email provider [confirm provider].

Some of these providers may process data outside the UK. Where they do, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses [confirm for each provider]. We may also disclose information where required by law.

5. How long we keep it

We keep enquiry information for as long as needed to respond and, where relevant, to provide our services. As a guide [to be confirmed]: enquiries that do not lead to work are deleted after 24 months; driver expressions of interest after 12 months unless you ask us to keep them for longer; customer records for up to six years after the end of our relationship for legal and accounting purposes.

6. Cookies

This website does not use advertising or analytics cookies, and does not set any non-essential cookies. Fonts and assets are served from our own website. If we introduce analytics or other non-essential cookies in future, we will update this policy and ask for your consent before setting them.

7. Your rights

You have the right to request access to your personal information, and to ask us to correct, erase or restrict it, to object to our processing, and to data portability where applicable. To make a request, email mustafa.gazi@vantrekcouriers.co.uk. We will respond within one month.

If you are unhappy with how we have handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

8. Security

The website is served over an encrypted (HTTPS) connection and enquiries are sent to us by email. We take reasonable steps to protect your information, but no method of transmission over the internet is completely secure.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page.