Privacy notice

Draft. Replace the bracketed details and have this reviewed before launch.

Last updated [date]. FreightWave Exchange is run by [legal entity name], company number [number], registered office [address] ("we"). We're the controller of the personal data described here. ICO registration: [number].

What we collect

Account details (name, work email, password stored only as a secure hash, role), company details and vetting documents (operator licence, insurance and registration documents), activity on the exchange (loads, vehicles, bids, messages, ratings, invoices you record), proof of delivery (receiver's name, signature, photos and, if allowed, location at handover), billing details handled by Stripe (we don't see full card numbers), and technical data (IP address, sign-in times, security events, error reports).

Why we use it and our lawful basis

To provide the exchange you've signed up to (contract). To vet members and keep the exchange safe from fraud (legitimate interests). To show company ratings and payment records to other members, which is central to how the exchange builds trust (legitimate interests). To send service emails such as bid alerts, delivery notices and billing (contract). To keep financial records (legal obligation).

Who we share it with

Other members see your company profile, ratings, payment record and what you post; message threads and proof of delivery are visible only to the two companies on a job. Our processors: Stripe (payments), [email provider], [hosting provider], [Sentry, error monitoring], postcodes.io (postcode lookups, no personal data sent), Companies House (company lookups). We don't sell personal data.

How long we keep it

Account data while your account is open and [12 months] after. Job, invoice and billing records for 6 years for tax purposes. Proof of delivery for [2 years]. Security logs for [90 days].

Your rights

You can access, correct, delete or restrict use of your data, object to processing, and take a copy (download it from Security in your account). Email [privacy@freightwave.co.uk]. Some records must be kept for legal reasons even after you leave. You can complain to the Information Commissioner's Office at ico.org.uk.

International transfers

[If any processor stores data outside the UK, name the safeguard, e.g. the UK International Data Transfer Addendum.]