Privacy Policy
Last updated: 13 October 2026
Who we are and how to contact us
RS Swift Logistics Ltd is the controller for personal data collected through this website and through the contact routes linked from it.
A dedicated privacy email address is not published in the current site code. For privacy questions or rights requests, use the website contact page or the WhatsApp contact route shown on the site. Those contact details should be treated as the verified privacy contact until a separate privacy inbox is approved.
Personal data we collect
We collect only the information needed to review delivery requests and respond to people who contact us.
- Names and company names
- Email addresses and telephone numbers
- Collection and delivery postcodes
- Preferred collection dates and times
- Load type, quantity, approximate weight and dimensions
- Route notes, access notes and other instructions you choose to share
- Preferred contact method
- Business delivery frequency, route pattern and start-date information for recurring work
When you use a form, we also receive basic usage and security records needed to keep the website running safely.
The current forms do not request special category personal data. Please do not include medical, biometric or other sensitive personal information unless it is strictly necessary for a delivery access or safety reason.
If you give us someone else’s details
Sometimes a sender provides recipient details or site-access notes for a delivery. If you share another person’s name, telephone number, email address or delivery information with us, we will use it only for the delivery enquiry, the delivery itself, or any follow-up needed to complete that work.
Where practical, the person who shares those details should make the recipient aware of this notice. If we contact a recipient directly, we will explain why we hold their details and how they can read this policy.
Why we use personal data and the lawful bases we rely on
The table below explains the current uses of personal data on the website and the main lawful basis for each use.
| Purpose | Lawful basis | Notes |
|---|---|---|
| Review quote and business enquiries | Steps taken at your request before entering a contract, or performance of a contract where a job is accepted | We need the route, load and contact details to assess whether the work can be accepted and how to reply. |
| Contacting you about a job or delivery | Steps taken at your request before entering a contract, or our legitimate interests in managing the enquiry | This covers follow-up questions, quote responses, booking confirmation and delivery updates. |
| Business records, invoicing and tax records | Legal obligation and legitimate interests | Only applies where a booking, invoice or financial record is created. |
| Handling complaints, disputes and claims | Legitimate interests and legal claims | We keep enough information to understand what happened and defend or settle a complaint or claim. |
| Running the website securely | Legitimate interests | This covers security monitoring, fault checks and abuse prevention. |
We do not rely on blanket consent for ordinary quote enquiries. We also do not currently use automated decision-making that produces legal or similarly significant effects.
Who receives personal data
The current codebase shows the following categories of recipients.
- The companies that host and run this website on our behalf.
- The provider we use to receive form enquiries and pass them to our team for review.
- WhatsApp, Meta and the relevant telecoms providers if you choose to contact us by WhatsApp or telephone.
- Any accounting, email or archive system that is later approved and connected for business use.
No public business email address or named email provider is published in the current site source. If that changes, the privacy notice must be updated before publication.
Storage, location and international transfers
When you submit an enquiry form, your details are checked and then sent for review. If online form handling is not available, your form cannot be submitted and you can contact us through WhatsApp or the contact page instead.
Some supplier details are still being confirmed, including storage location, email/archive providers and WhatsApp handling arrangements. This means international transfer details are still subject to final owner confirmation.
If a verified provider stores or processes data outside the UK, we will only use that arrangement where an approved transfer safeguard is in place, such as UK adequacy regulations or another valid UK GDPR transfer mechanism, and we will explain how to obtain a copy of the safeguard if required.
Retention and deletion
We do not currently use an automatic deletion schedule, so retention depends on the live service setup and any connected providers we approve.
| Record type | Current retention approach |
|---|---|
| Unsuccessful quote enquiries | Keep only while the enquiry is active and for a short follow-up period, then delete unless a dispute or other live reason to keep it exists. |
| Booked delivery records | Keep for the delivery, any reasonable follow-up, and then only as long as needed for complaints, claims, accounting or legal obligations. |
| Accounting and invoice records | Keep for the period needed for tax, accounting and audit purposes, separately from the operational enquiry record. |
| Complaints and disputes | Keep while the issue is open and for as long as needed afterwards to defend or settle the matter. |
| Security logs | Keep only for the short period needed to secure the site, investigate incidents and maintain service reliability. |
| Email and WhatsApp copies | Keep only while needed to manage the enquiry or delivery, then delete from mailboxes, devices or chat threads unless a dispute requires them to stay. |
| Backups | Remove through the normal backup rotation cycle unless a legal hold or incident investigation requires temporary retention. |
If we need to delete a live record, we will remove it from the database or mailbox we control, delete any obvious working copies we hold, and then allow the backup system to age out the remaining copy on its normal schedule unless a legal hold applies. For WhatsApp chats, deletion must also be applied in the chat thread or device copy that holds the message.
Where data must be retained for legal obligations, accounting records, incident investigation or legal claims, deletion may be limited until those requirements end.
Security
The current site checks enquiry details before they are sent. Access to stored enquiry data should be limited to staff or providers who need it to do their work.
We also rely on security controls used by our hosting, messaging and business-system providers. Those controls still need final verification.
Your rights
Subject to the limits of UK GDPR and the Data Protection Act 2018, you may have the right to access your data, correct inaccurate information, delete data that is no longer needed, restrict processing, object to processing based on legitimate interests, and ask for data portability where that right applies.
If we ever rely on consent for a separate purpose, you can withdraw that consent at any time. That does not change processing that is based on contract, legal obligation or legitimate interests.
To exercise a right, contact us through the website contact page or the WhatsApp route on the site. We may ask for enough information to verify your identity and locate the relevant record.
We aim to respond within one month, although UK GDPR allows extensions for complex or repeated requests. Some rights are limited where processing is required for legal obligations or legal claims.
Complaints
If you are unhappy with how we have handled your personal data, please contact us first so we can review the issue. You also have the right to complain to the Information Commissioner’s Office.
ICO complaints page: ico.org.uk/make-a-complaint/
Cookies, analytics and automated decisions
This website does not currently use optional analytics or tracking cookies. If essential cookies are set by hosting services, those are managed by the hosting provider.
We do not currently carry out automated decision-making or profiling that produces legal or similarly significant effects. Quote and business-enquiry review remains a manual business decision.
Further transparency updates
We will keep this notice updated as supplier details are finalised, including confirmed hosting region, email/archive providers, WhatsApp handling arrangements, storage locations and the approved retention schedule.
Where these details change, we will update this page so the information remains accurate.