Privacy Policy

Mileage Logistics Ltd ("we", "us", "our") is a courier and logistics company registered in England & Wales under company number 16253680, VAT number 524610615. Our registered office is 5 Canon Court, Institute Street, Bolton BL1 1PZ.

For any question about this policy or about how we handle your personal data, contact us at:

• Email: support@mileagelogistics.co.uk
• Phone: +44 20 8036 1208

We are the "data controller" for the personal data described in this policy, which means we decide how and why it is processed. Our Information Commissioner's Office (ICO) registration number is ZC232592.

Depending on how you use our website and services, we may collect:

• Booking and contact details: names, phone numbers, and email addresses for the sender and (if provided) the recipient of a delivery.
• Collection and delivery details: postcodes, addresses, delivery instructions, and details about what is being sent (e.g. parcel, pallet, description, approximate weight).
• Account details: if you create an account with us, your login credentials (password stored securely, never in plain text), contact details, and booking history.
• Payment information: processed securely by our payment provider (see Section 4) — we do not store full card details ourselves.
• Order documents and photos: where relevant to a booking, our staff may upload documents such as proof of delivery or photos of a cargo's condition. These may occasionally show identifiable information (for example, a signature or a name on a delivery note).
• Communications: records of calls, emails, or messages you send us, for example when contacting customer support.
• Technical data: your IP address, browser type, and general usage data when you visit our website, which helps us keep the site secure and working properly.
• Security signals: when you use forms on our website, our bot-protection service (Cloudflare Turnstile) may process information about your device and browser to check that you are a real person and not an automated program.

We collect this data directly from you when you request a quote, make a booking, create an account, or contact us.

We only use your personal data where we have a valid legal basis to do so under UK data protection law. In most cases, this is one of the following:

We will never use your data in ways that are incompatible with these purposes without telling you first.

We share personal data only where necessary, with the following types of organisations:

• Subcontracted couriers and drivers: where a job is carried out by a vetted subcontracted courier, we share only the details they need to complete that specific job, such as collection and delivery addresses, contact names and phone numbers, timings, and a description of the goods. They may not use it for any other purpose.
• Payment processor (Stripe): to take payments and any additional charges securely. Your card details go directly to Stripe; we do not see or store your full card number. Stripe processes this data in accordance with its own privacy policy.
• Mapping, routing and postcode services (Google Maps Platform and postcodes.io): addresses and postcodes you enter are processed to find addresses, look up postcodes, and calculate distances, routes and journey times. Google processes this data in accordance with its own privacy policy.
• Bot protection (Cloudflare Turnstile): to protect our forms from spam and automated abuse. It may process device and browser signals, such as your IP address and browser characteristics.
• Email services: our business email provider, used to send booking confirmations, updates and notifications to you and to our team.
• Banking and accounting providers (Revolut and Xero): payment records and invoice details (such as your name, business name, booking reference and amounts) are held in our business bank and accounting software for bookkeeping, tax and legal compliance.
• IT and hosting providers: who host our website and store booking data on our behalf, under contract and only as instructed by us.
• Business software and AI service providers: tools that help us run day-to-day operations, such as organising bookings, drafting correspondence and keeping our records up to date. They act only on our instructions, under contract, and do not use your data for their own purposes. No decision with a legal or similarly significant effect on you is made solely by automated means.
• Professional advisers and authorities: such as our accountant, insurers, auditors, or regulators, or law enforcement where we are legally required to do so.

We do not sell your personal data to third parties, and we do not share it for third-party marketing purposes.

Some of the third parties listed above (for example, Google, Stripe, Cloudflare, Xero and our AI service providers) may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Addendum or the EU Standard Contractual Clauses, or reliance on a UK adequacy decision, so that your data continues to receive an appropriate level of protection.

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet our legal, accounting, and tax obligations. As a general guide:

• Booking and transaction records are kept for at least 6 years, in line with UK tax and accounting record-keeping requirements.
• Account data is kept for as long as your account remains active, and for a reasonable period afterwards in case you wish to reactivate it.
• Order documents and photos (proof of delivery, cargo condition) are kept for 90 days from upload, then automatically deleted.
• Marketing consent records are kept until you withdraw consent.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request erasure of your data, where applicable.
• Restrict or object to certain processing.
• Request a copy of your data in a portable format.
• Withdraw consent at any time, where processing is based on consent.
• Complain to the Information Commissioner's Office (ICO) if you believe we have not handled your data properly. You can contact the ICO at ico.org.uk.

To exercise any of these rights, contact us using the details in Section 1. We will respond within one month, as required by law.

Our website uses only essential cookies necessary for it to function — including a sign-in cookie that keeps you securely signed in between visits (it's long-lived, so you don't need to sign in again every time), and cookies or similar technologies our payment processor, address-lookup provider and bot-protection service (Cloudflare Turnstile) use for their own security and functional purposes. These don't require your consent because the site can't work properly without them.

We do not currently use non-essential tracking, analytics, or advertising cookies. If that changes in the future, we will update our policies and ask for your consent first, in line with UK cookie law. See our Cookie Policy for the full, up-to-date list of every cookie this site uses and why.

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse, including secure hosting, access controls, and encrypted payment processing.

Our services are intended for use by adults arranging deliveries in a business or personal capacity. We do not knowingly collect personal data from children.

We may update this policy from time to time, for example if our practices change or the law requires it. The "last updated" date at the top of this page will always reflect the most recent version.

If you have any questions about this policy or how we handle your data, please contact us:

• Email: support@mileagelogistics.co.uk
• Phone: +44 20 8036 1208