1. Who we are
Speedline Freight Solutions Ltd ("Speedline", "we", "us") is the controller of the personal data described in this notice. That means we decide how and why it's used, and we're responsible for protecting it.
We're a company registered in England & Wales (company number [company number]), with our registered office at [registered office address]. We're registered with the Information Commissioner's Office (ICO) under registration number [ICO reg. no.].
For anything about your personal data, contact us at info@speedlinefreightsolutions.co.uk, call +44 7572 760149, or use our privacy request form. We aren't required to appoint a Data Protection Officer, but a named member of our team is responsible for data protection and will handle your enquiry.
2. The personal data we collect
- Quote requests — your name, email address, phone number and preferred contact method; collection and delivery postcodes and addresses; goods type, weight, number of items and collection date; the names and phone numbers of any collection or delivery contacts you give us; and anything you write in the message box.
- Callback requests — your name, email address, phone number and message.
- Privacy requests — your name, contact details, your relationship with us and the details of your request. If we need to confirm your identity, we'll ask only for what's reasonably necessary.
- Bookings — if you go on to book with us, we keep booking, delivery and proof-of-delivery records, and invoicing and payment records.
- Correspondence — records of emails and calls between us.
- Technical data — when you visit the site, our hosting provider processes your IP address and browser details to deliver pages and keep the site secure. Your browser also contacts Google Fonts to load our fonts and, when you enter postcodes in the quote form, postcodes.io (see section 5).
Please don't include sensitive information (for example about health, religion or ethnicity) in message boxes. We don't need it to quote for or carry out a delivery.
3. How we use your data and our lawful basis
We only use your personal data where the UK GDPR gives us a lawful basis to do so (Article 6):
| What we use it for | Lawful basis |
|---|---|
| Preparing your quote and contacting you about it by your preferred method | Taking steps at your request before entering into a contract — Art. 6(1)(b) |
| Calculating an approximate route distance from the postcodes you enter, to help our staff price your job | Legitimate interests — quoting quickly and accurately — Art. 6(1)(f) |
| Responding to callback requests and general enquiries | Legitimate interests — responding to people who contact us — Art. 6(1)(f) |
| Arranging and carrying out collections and deliveries | Performance of a contract — Art. 6(1)(b) |
| Contacting the collection and delivery contacts you name | Legitimate interests — completing the job our customer asked for — Art. 6(1)(f) |
| Invoicing, accounting and keeping business records | Performance of a contract — Art. 6(1)(b); legal obligation under tax and company law — Art. 6(1)(c) |
| Handling goods-in-transit insurance claims and legal claims | Legitimate interests — establishing, exercising or defending legal claims — Art. 6(1)(f) |
| Handling privacy requests and complaints | Legal obligation — Art. 6(1)(c) |
| Keeping our website and forms secure and filtering spam | Legitimate interests — protecting our systems — Art. 6(1)(f) |
Where we rely on legitimate interests, we've balanced our interests against your rights and expectations. You can object at any time (see section 8).
We don't send marketing. If that ever changes, we'll ask for your consent first wherever the law requires it.
4. If someone else gave us your details
If you've been named as a collection or delivery contact, we received your name, phone number and address from the customer who requested the quote or booking. We use them only to arrange that collection or delivery, on the basis of our legitimate interests in completing the job our customer asked for. We keep them with the booking record for the periods in section 7, and you have all the rights described in this notice.
If you're a customer giving us someone else's details, please make sure they know you're doing so and point them to this notice.
6. International transfers
Some of our providers (including Netlify, Google and, depending on configuration, Microsoft) may process data outside the UK, including in the United States. Where that happens, we rely on UK adequacy regulations — including the UK Extension to the EU-US Data Privacy Framework (the "UK-US data bridge") where the provider is certified — or on the ICO's International Data Transfer Agreement or Addendum, which contractually require your data to be protected to UK standards. Contact us if you'd like more detail.
7. How long we keep it
| Data | How long we keep it |
|---|---|
| Quote and callback requests that don't lead to a booking | 12 months from our last contact with you |
| Booking, delivery and invoice records, including collection and delivery contacts | 6 years after the end of the financial year they relate to, to meet tax law and deal with any claims |
| Privacy requests and complaints | 3 years after we close the request |
| Website security logs | A short period, in line with our hosting provider's retention policy |
When these periods end, we securely delete or anonymise the data.
8. Your rights
Under UK data protection law you have the right to:
- Access — get a copy of the personal data we hold about you (a "subject access request").
- Rectification — have inaccurate data corrected, or incomplete data completed.
- Erasure — have your data deleted in certain circumstances.
- Restriction — ask us to limit how we use your data, for example while we check its accuracy.
- Objection — object to us using your data on the basis of legitimate interests, and at any time to direct marketing.
- Portability — receive the data you gave us in a structured, machine-readable format, or have it sent to another organisation, where we process it by automated means on the basis of contract or consent.
- Withdraw consent — at any time, where we rely on your consent.
How we handle your request
- It's free of charge in most cases. We can only charge a reasonable fee or refuse if a request is manifestly unfounded or excessive — and we'll explain why.
- We'll respond within one month of receiving your request. If it's complex, or you've made several, we may extend this by up to two further months; we'll tell you within the first month and explain why.
- We may ask you to confirm your identity or for more information to find your data. The time limit starts once we have what we need.
9. Automated decision-making
We don't make decisions about you based solely on automated processing that have legal or similarly significant effects. The approximate route distance we calculate is only a starting point for our staff — a person always prepares and agrees your quote.
11. Security
The whole site is served over HTTPS, access to your data is limited to staff who need it, and we use established providers with appropriate security measures. If a personal data breach is likely to result in a high risk to you, we'll tell you without undue delay.
Our services are for businesses and adults and aren't aimed at children; we don't knowingly collect children's data.
12. Changes to this notice
We'll update this notice when our practices change. The date at the top shows when it was last updated.
13. Make a privacy request
Use this form to exercise any of your rights, or to raise a concern about how we've handled your data. You can also email info@speedlinefreightsolutions.co.uk or call us — a request doesn't have to be in writing or use any particular wording.
Request received
Your reference is .
We received your request on and will respond by at the latest.
If we need to confirm your identity or need more detail to find your data, we'll contact you; the deadline is paused until we have what we need. Please quote your reference in any correspondence.
14. Complaints
If you're unhappy with how we've handled your personal data, please tell us first — choose "Complain about how my data has been handled" in the form above, or email us. We'll acknowledge your complaint within 30 days and respond without undue delay.
You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.