Privacy Policy

This Privacy Policy explains how SPEEDYVAN LOGISTICS LTD, trading as Speedy Van (“we”, “us” or “our”), collects and uses personal information when you visit our website, request a quote, make a booking, upload photographs or contact us.

We provide removals, man and van, furniture transport and delivery services across Scotland and on UK long-distance routes.

We handle personal information in accordance with applicable UK data protection and privacy laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations, as amended.

We are the controller responsible for the personal information used to manage our website, enquiries, quotes and bookings.

Legal entity

SPEEDYVAN LOGISTICS LTD

Trading name

Speedy Van

Company number

SC904301

Registered office

39 Coxton Place, Glasgow, Scotland, G33 5EL

Privacy contact

support.speedyvanltd@gmail.com

Telephone

+44 7465 227962

Please use these contact details for privacy questions or requests concerning your personal information.

Some organisations, including payment providers, may also act as independent controllers for particular activities. Their own privacy notices explain that processing.

Contact and booking information

When you request a quote, make a booking or contact us, we may collect:

• Your name, email address and telephone number.
• Collection and delivery addresses and postcodes.
• Your preferred moving date and time.
• Your selected service and vehicle requirements.
• Your item inventory, quantities and descriptions.
• Property type, floor level, stairs and lift availability.
• Parking arrangements, access restrictions and handling instructions.
• Booking references, booking status and service communications.
• Route distances, estimated journey times and calculated prices.

If another person will provide access at either address, we may also receive their name, telephone number and relevant instructions.

Please tell that person you have shared their details with us and direct them to this policy.

Photographs

If you upload photographs or send them through email or WhatsApp, we receive the images and any personal information visible in them. Image files may also contain embedded metadata.

We use photographs to assess the items, access conditions, vehicle requirements and handling assistance needed for your move. Relevant photographs may also be used to investigate service queries, damage reports or disputes.

Please avoid including people, identification documents, financial documents or other unrelated personal information. Remove location metadata before uploading if it is unnecessary for your enquiry.

Payment information

We receive information needed to administer payments, refunds and invoices, such as:

• Payment and transaction references.
• Payment status.
• Amounts charged or refunded.
• Relevant billing details.
• Limited payment-method information supplied by our payment provider.

Payments made through Stripe are processed using Stripe’s payment systems. Full card numbers and card security codes entered into Stripe’s payment form are handled by Stripe rather than stored in our booking database.

Communications

We collect the information you provide in enquiries, emails, WhatsApp messages, complaints and other correspondence.

Technical information

Our website and infrastructure may process IP addresses, browser and device information, request timestamps, authentication information and error or security logs.

This information helps operate the website, investigate faults and protect our systems against misuse.

We use an appropriate lawful basis for each processing purpose.

Preparing a quote requested by you and reviewing your moving requirements.

Lawful basis: Taking steps at your request before entering into a contract.

Managing your booking, arranging transport and providing the agreed service.

Lawful basis: Performance of a contract.

Processing booking payments, refunds and service notifications.

Lawful basis: Performance of a contract.

Keeping accounting and tax records required by law.

Lawful basis: Legal obligation.

Protecting the website, preventing fraud and investigating misuse.

Lawful basis: Legitimate interests in operating a secure and reliable business.

Handling general enquiries, investigating complaints and managing insurance or legal claims.

Lawful basis: Legitimate interests in supporting customers and protecting our business, or legal obligation where applicable.

Using contact details of another person involved in your booking.

Lawful basis: Legitimate interests in coordinating collection, delivery and property access.

Optional advertising technologies or electronic marketing requiring consent.

Lawful basis: Consent.

Where we rely on legitimate interests, we consider whether the processing is necessary and whether your interests, rights and freedoms override those interests.

We do not treat agreement to this Privacy Policy as consent to advertising or optional tracking.

If you do not provide the addresses, inventory, access information or contact details needed for a quote or booking, we may be unable to calculate a suitable price or provide the requested service.

We use Google Maps services, including address search and routing services, to help identify locations and calculate journey distances and estimated driving times.

Address-search text, selected location identifiers and journey locations are shared with Google as necessary to provide these functions.

Our quotation system uses information such as your inventory, route, property access, selected service and moving date to calculate prices and available options.

Some moves require an individual assessment. You can contact us to discuss a calculated quote, correct information or request a review of your moving requirements.

We do not use the quotation calculator to make credit or eligibility decisions about you.

We share relevant information only where needed for the purposes described in this policy.

Technology and payment providers

Our service providers include:

• Google Maps: address search, location information and route calculations.
• Neon: storage and management of booking information.
• Stripe: payments, refunds and related transaction services.
• Resend: delivery of booking and other transactional emails.
• Vercel: website hosting, infrastructure and storage services, including booking-photo storage where used.

Email and WhatsApp providers also process communications when you use those channels.

The information shared depends on the provider’s function. A provider does not need access to every category of information we hold.

People carrying out your move

The person assigned to carry out your service may receive the details needed to complete it, including relevant contact information, addresses, inventory, photographs and access instructions.

Advisers, insurers and authorities

We may share relevant information with accountants, insurers, legal advisers, regulators, courts or public authorities where necessary for professional advice, insurance claims, legal obligations or the establishment, exercise or defence of legal claims.

Business changes

Information may be transferred as part of a lawful sale or restructuring of our business, subject to appropriate safeguards and applicable data protection requirements.

We do not sell your personal information.

Some providers may process personal information outside the UK.

Where a transfer requires safeguards under UK data protection law, the applicable arrangement may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to Standard Contractual Clauses, together with additional measures where required.

You can contact us for information about the countries involved and to request details or a copy of relevant transfer safeguards, subject to appropriate redactions.

Our website uses cookies or similar technologies where needed for functions such as secure administration access, session management and booking functionality.

Technologies that are strictly necessary to provide a service you request may be used without consent where the relevant legal exemption applies.

Any optional analytics or advertising technologies requiring consent will only be activated after that consent has been obtained. Consent can be withdrawn through the relevant cookie controls where those technologies are offered.

You can also manage cookies through your browser settings. Blocking essential cookies may prevent some website functions from working.

We will update our cookie information when the technologies used on the website change.

We retain information according to its purpose rather than keeping every booking-related record for the same period.

Our retention criteria include:

• Enquiries and unconfirmed quotes: whether the enquiry is still active, whether follow-up is needed and whether there is an unresolved complaint or dispute.
• Completed bookings: whether records are needed for customer support, contractual obligations, insurance matters or potential legal claims.
• Invoices and financial records: applicable accounting and tax retention requirements.
• Photographs: whether they are still needed to assess or complete the move or investigate a related incident or claim. Photographs do not need to be retained merely because an invoice must be kept.
• Communications: whether the enquiry, booking, complaint or dispute remains relevant or unresolved.
• Technical and security logs: the period needed to investigate faults, detect misuse or respond to a security incident.
• Consent and marketing preferences: the period needed to demonstrate consent and respect your choices.

Relevant records may be retained for longer if an investigation, claim or legal requirement makes this necessary.

When information is no longer required, it will be deleted, securely disposed of or anonymised. Copies held in backups may remain until the relevant backup is replaced or expires.

Contact us if you would like information about the retention of your particular records.

We use technical and organisational measures appropriate to the information and risks involved.

Access to booking information, photographs and administrative functions is restricted according to business needs. We also use appropriate authentication and safeguards for information transmitted between systems.

If a personal data breach occurs, we will assess it and notify the relevant regulator and affected individuals where required by law.

Depending on the circumstances, you may have the right to:

• Access your personal information.
• Correct inaccurate or incomplete information.
• Request deletion.
• Restrict particular processing.
• Receive a portable copy of certain information.
• Object to processing based on legitimate interests.
• Withdraw consent where processing relies on consent.
• Request applicable safeguards for certain significant automated decisions.

You have an absolute right to object to the use of your personal information for direct marketing.

These rights are subject to applicable conditions and exemptions. For example, we may need to retain some records for tax obligations or legal claims even if you request deletion.

To make a request, email support.speedyvanltd@gmail.com.

We may ask for proportionate information to verify your identity. We normally respond within one month, subject to any extensions or other timing rules permitted by law. If an extension applies, we will explain it.

Requests are normally free of charge. We will explain any fee or refusal where the law permits it.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Booking confirmations, payment updates and messages needed to arrange your move are service communications.

If we send promotional emails or messages, we will comply with applicable consent and electronic-marketing requirements and provide an appropriate way to opt out.

Opting out of marketing will not stop essential communications about an existing booking.

If you have a concern about how we handle your information, contact support.speedyvanltd@gmail.com so we can investigate and respond.

You also have the right to complain to the Information Commissioner’s Office:

Website

ico.org.uk/make-a-complaint

Telephone

0303 123 1113

You do not have to contact us before complaining to the ICO.

Our booking service is intended for adults arranging removals or transport. We do not seek personal information from children for independent bookings.

Please avoid including unnecessary information about children in booking notes or photographs.

Third-party websites and services have their own privacy notices. This policy explains our processing and does not replace those notices.

We may update this policy when our services, providers or processing practices change.

The current version will be available on our website with its revision date. Where appropriate or required, we will also notify affected individuals of material changes.