Privacy Policy

1. Introduction

KGF Logistics Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website and booking platform (the "Service"), in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We may collect and process the following categories of personal data:

• Contact details: name, email address, phone number, and company name.
• Booking information: pickup and delivery addresses, contact details for senders and recipients, load descriptions, and delivery instructions.
• Payment data: processed securely via our payment provider (Base44 Payments); we do not store full card details.
• Account data: business account credentials and usage history.
• Location data: driver location shared during active transit for tracking purposes.
• Technical data: IP address, browser type, and usage analytics.

3. How We Use Your Data

We process your personal data for the following purposes:

• To provide quotes, process bookings, and arrange deliveries.
• To communicate with you about your bookings, including status updates.
• To process payments and manage business account invoicing.
• To fulfil our contractual obligations and provide customer support.
• To comply with legal and regulatory requirements.
• To improve and develop our Service, products, and customer experience.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR: performance of a contract (to deliver your booking), consent (for optional communications and analytics), legitimate interests (for service improvement and fraud prevention), and legal obligation (for record-keeping and compliance).

5. Data Sharing

We do not sell your personal data. We may share it with trusted third parties where necessary to deliver our Service, including:

• Assigned drivers and logistics partners for fulfilment.
• Payment providers to process transactions securely.
• IT and hosting suppliers that support our platform.
• Regulatory or law enforcement authorities where legally required.

All third parties are bound by appropriate confidentiality and data protection obligations.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes set out in this policy, including for the duration of your relationship with us and thereafter as required by law, accounting, or tax regulations (typically up to six years).

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. Payment information is handled exclusively by our PCI-compliant payment provider.

8. Your Rights

Under UK GDPR you have the right to:

• Access, correct, or delete your personal data.
• Restrict or object to processing.
• Data portability.
• Withdraw consent at any time (where processing is based on consent).
• Lodge a complaint with the Information Commissioner's Office (ICO).

To exercise any of these rights, please contact us using the details below.

9. Cookies

Our website uses essential cookies to function correctly and optional analytics cookies to understand usage and improve the Service. You can control or disable non-essential cookies through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this page periodically.

11. Contact Us

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

• Email: info@kgflogistics.co.uk
• Phone: +44 1387 340130
• Address: International House, 38 Thistle Street, Edinburgh. EH2 1EN