Privacy Policy

1. Introduction

Taflex Logistics ("we", "our", or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our motorcycle courier services or visit our website at taflexlogistics.co.uk.

We are a London-based same-day courier service operating across Greater London, including North London, East London, Central London, and all areas within the M25. This policy applies to all our courier services, including urgent delivery, same-day delivery, next-day delivery, and scheduled deliveries.

By using our services or accessing our website, you acknowledge that you have read and understood this Privacy Policy. We encourage you to review this policy periodically for any updates or changes.

2. Information We Collect

We collect information that you provide directly to us when you request a delivery, create an account, contact us for support, or interact with our website. This includes:

• Identity Information: Full name, business name (if applicable), and account credentials
• Contact Information: Email address, phone number, and postal address
• Delivery Information: Pickup and delivery addresses, recipient details, package descriptions, and special instructions
• Payment Information: Payment card details (processed securely via Stripe), billing address, and transaction history
• Communication Records: Records of your correspondence with us, including customer service inquiries and feedback
• Account Preferences: Marketing preferences, notification settings, and saved addresses

We may also collect information from third parties, such as address verification services and payment processors, to ensure accurate and secure delivery services.

3. Automatic Information Collection

When you access our website or use our online booking system, we automatically collect certain technical information about your device and browsing activity:

• Device Information: IP address, browser type and version, operating system, and device identifiers
• Usage Data: Pages visited, time spent on pages, click patterns, and navigation paths
• Referral Information: The website or source that directed you to our website
• Location Data: General geographic location based on IP address (with your consent for precise location)
• Performance Metrics: Page load times and technical errors encountered

This information helps us improve our website functionality, optimise the user experience, and diagnose technical issues. We use analytics tools to understand how visitors interact with our website.

4. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

• Process and fulfill your delivery requests across London
• Provide real-time delivery tracking and status updates via SMS and email
• Coordinate with our motorcycle couriers for efficient pickup and delivery
• Calculate accurate delivery quotes based on distance and service type

Business Operations

• Process payments securely through our payment processor (Stripe)
• Generate invoices and maintain financial records
• Manage your account and delivery preferences
• Provide customer support and respond to inquiries

Improvement & Marketing

• Improve our website, services, and customer experience
• Send promotional communications (with your consent)
• Conduct market research and analyse service trends
• Develop new features and service offerings

Legal & Security

• Comply with legal obligations and regulatory requirements
• Prevent fraud, theft, and unauthorised access
• Enforce our terms of service and protect our rights
• Respond to legal requests and prevent harm

5. Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases to process your personal information:

• Contract Performance: Processing necessary to fulfill our courier service agreement with you
• Legitimate Interests: Processing for our business purposes, such as improving services and preventing fraud
• Legal Obligation: Processing required to comply with UK law, including tax and accounting requirements
• Consent: Processing based on your explicit consent, such as marketing communications

6. Information Sharing and Disclosure

We may share your personal information with the following categories of recipients:

• Courier Partners: Motorcycle couriers assigned to your delivery who need your pickup and delivery addresses
• Payment Processors: Stripe, our secure payment provider, processes your payment information
• Technology Providers: Hosting providers, email services, and analytics tools that support our operations
• Mapping Services: Google Maps and Mapbox for address verification and route calculation
• Communication Services: SMS and email providers for delivery notifications
• Legal Authorities: Law enforcement or regulatory bodies when required by law or to protect our rights
• Professional Advisors: Accountants, lawyers, and insurers as necessary for business operations

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

All third parties we share data with are contractually bound to protect your information and use it only for the specified purposes.

7. Data Security

We implement robust technical and organisational measures to protect your personal information:

• Encryption: All data transmitted between your browser and our servers is encrypted using TLS/SSL technology
• Secure Payment Processing: Payment information is processed by PCI-DSS compliant payment processor (Stripe)
• Access Controls: Strict access controls limit who can view and process your information
• Regular Audits: We regularly review and update our security practices
• Staff Training: Our team receives regular training on data protection and security
• Incident Response: We have procedures in place to detect, report, and respond to data breaches

While we take extensive measures to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your information using industry best practices.

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR), you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete personal data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
• Rights Related to Automated Decision-Making: Not be subject to decisions based solely on automated processing

To exercise any of these rights, please contact us at contact@taflexlogistics.co.uk. We will respond to your request within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website:

Types of Cookies We Use

• Essential Cookies: Required for the website to function properly (e.g., session management, security)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how visitors use our website to improve performance
• Marketing Cookies: Used to deliver relevant advertisements (only with your consent)

You can manage your cookie preferences through our cookie consent banner or your browser settings. Disabling certain cookies may affect website functionality. Essential cookies cannot be disabled as they are necessary for the website to operate.

10. Data Retention

We retain your personal information for different periods depending on the purpose:

• Delivery Records: 7 years for accounting, tax, and legal compliance purposes
• Account Information: Duration of account plus 2 years after closure
• Payment Records: 7 years as required by UK financial regulations
• Marketing Preferences: Until you withdraw consent or opt out
• Customer Service Records: 3 years from the date of inquiry
• Website Analytics: 26 months from the date of collection

After the retention period expires, we securely delete or anonymise your data unless longer retention is required by law or for ongoing legal claims.

11. International Data Transfers

Your personal information may be transferred to and processed in countries outside the UK. This may occur when we use service providers based in other countries. We ensure appropriate safeguards are in place for such transfers:

• Standard Contractual Clauses approved by the UK Information Commissioner
• Transfers to countries with adequate data protection laws
• Binding corporate rules where applicable

12. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at contact@taflexlogistics.co.uk and we will take steps to delete the information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make changes:

• We will post the updated policy on this page with a new "Last updated" date
• For significant changes, we will notify you via email or prominent website notice
• Your continued use of our services after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

We aim to respond to all inquiries within 48 hours and will address any data protection requests within the statutory timeframe of one month.