Privacy Policy

Last updated: August 2026

1. Who We Are

VanFlexa ("we", "us", "our") operates the vanflexa.co.uk website and mobile applications. We are registered in England and Wales. This policy explains how we collect, use, and protect your personal information.

2. Information We Collect

Information you provide

Account details: name, email address, phone number
Booking details: postcodes, dates, job requirements
Payment information: processed securely by Stripe (we never store card numbers)
Business accounts: company name, VAT number, registration documents
Supply partners: identity documents, driving licence, insurance certificates

Information collected automatically

Device and browser information
IP address and approximate location
Pages visited and actions taken on our platform
GPS location data (drivers only, during active jobs, with consent)

3. How We Use Your Information

To provide and improve our delivery services
To process payments and manage your account
To communicate booking confirmations, updates, and support
To verify supply partner identity and documents
To provide real-time tracking during deliveries
To detect and prevent fraud
To comply with legal obligations

4. Legal Basis (GDPR)

We process your data under the following legal bases:

Contract performance — to fulfil bookings and manage accounts
Legitimate interests — fraud prevention, service improvement, marketing to existing customers
Consent — marketing communications, GPS tracking for drivers
Legal obligation — tax records, regulatory compliance

5. Data Sharing

We share your information with:

Stripe — payment processing
Mapbox — postcode geocoding and route calculation
Brevo — transactional emails (EU-hosted)
Drivers — limited booking details necessary for job completion
Law enforcement — when legally required

We never sell your personal data to third parties.

6. Data Retention

Active accounts: retained while account is active
Booking records: 7 years (tax/legal requirement)
Supply partner documents: retained for the duration of partnership + 1 year
Marketing data: until you opt out

7. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Correct inaccurate data
Request deletion ("right to be forgotten")
Restrict processing
Data portability
Object to processing
Withdraw consent

To exercise any of these rights, email [email protected].

8. Cookies

See our Cookie Policy for details on cookies and tracking technologies used on our platform.

9. Security

We use industry-standard security measures including HTTPS encryption, secure token-based authentication, and encrypted data at rest. Payment card data is handled entirely by Stripe and never touches our servers.

10. Contact

Data Controller: VanFlexa Ltd
Email: [email protected]
You may also contact the ICO (Information Commissioner's Office) if you have concerns about how we handle your data.

2. Information We Collect

Information you provide

Account details: name, email address, phone number

Booking details: postcodes, dates, job requirements

Payment information: processed securely by Stripe (we never store card numbers)

Business accounts: company name, VAT number, registration documents

Supply partners: identity documents, driving licence, insurance certificates

Information collected automatically

Device and browser information

IP address and approximate location

Pages visited and actions taken on our platform

GPS location data (drivers only, during active jobs, with consent)

4. Legal Basis (GDPR)

We process your data under the following legal bases:

Contract performance — to fulfil bookings and manage accounts

Legitimate interests — fraud prevention, service improvement, marketing to existing customers

Consent — marketing communications, GPS tracking for drivers

Legal obligation — tax records, regulatory compliance

5. Data Sharing

We share your information with:

Stripe — payment processing

Mapbox — postcode geocoding and route calculation

Brevo — transactional emails (EU-hosted)

Drivers — limited booking details necessary for job completion

Law enforcement — when legally required

We never sell your personal data to third parties.