Privacy Policy

1. Who We Are

Rubik Express LTD is a UK-based courier and light haulage business providing services to businesses and private customers.

For questions about this Privacy Policy or how we handle your personal information, please contact us using the contact details published on our website.

2. Information We Collect

Depending on how you interact with us, we may collect:

• Your name and contact details, including email address and telephone number.
• Collection and delivery addresses and relevant delivery instructions.
• Details about your requested delivery, including the type, size and weight of goods.
• Information you include in a quotation request or other message.
• Booking, correspondence and payment-related records.
• Technical information that may be processed when you visit our website, depending on the website tools and settings in use.

Please do not include unnecessary sensitive or confidential information when contacting us.

3. How We Use Your Information

We may use personal information to:

• Respond to enquiries and quotation requests.
• Prepare quotations and arrange courier or light haulage services.
• Coordinate collections, deliveries and communication with customers.
• Manage invoices, payments and business records.
• Handle complaints, delivery issues and claims.
• Meet legal obligations and establish or defend legal claims where necessary.
• Maintain the security and proper operation of our website and services.

4. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, these may include:

• Contract: where processing is necessary to provide a service you have requested or to take steps before entering into a contract.
• Legitimate interests: where necessary for legitimate business purposes, provided these interests do not override your rights and freedoms.
• Legal obligation: where we need to comply with applicable laws or regulations.
• Consent: where consent is required and has been obtained, for example for certain optional cookies or marketing activities.

5. Website Enquiries and Formspree

Our website includes a quotation or contact form. Information you submit through this form is transmitted using Formspree, our form processing service, so that we can receive and respond to your enquiry.

The information you submit may be processed by Formspree in accordance with its own privacy terms and the arrangements applicable to the service.

You can review Formspree's privacy information here:

Formspree Privacy Policy

Please provide only the information needed for us to respond to your enquiry or prepare your quotation.

6. Sharing Your Information

We do not sell your personal information. We may share relevant information where reasonably necessary with:

• Service providers that help operate our website, communications or business systems.
• Drivers or delivery partners involved in completing a booking, where they need the relevant information to carry out the service.
• Payment, accounting or professional service providers where required for business operations.
• Regulators, law enforcement or other authorities where we are legally required or permitted to do so.

We aim to share only the information reasonably necessary for the relevant purpose.

7. International Transfers

Some of our service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will take steps required by applicable data protection law to ensure that an appropriate level of protection is in place.

8. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes explained in this policy, including responding to enquiries, managing bookings, maintaining business and financial records, meeting legal obligations and handling disputes.

The retention period depends on the type of information and why it was collected. When information is no longer required, we will take appropriate steps to delete it or securely dispose of it, subject to any legal requirements to retain it.

9. Cookies and Website Technologies

Our website may use essential technologies needed for its operation. Any analytics, advertising or other non-essential cookies or similar technologies will be subject to the applicable consent requirements.

The cookies and technologies actually used depend on the website configuration. We will provide any required information and controls where applicable.

10. Keeping Information Secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

11. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your personal information.
• Ask us to restrict certain processing.
• Object to certain processing, including processing based on legitimate interests.
• Request a copy of certain information in a portable format.
• Withdraw consent where processing is based on your consent.

These rights are subject to legal conditions and exceptions. To exercise a right, please contact us using the contact details published on our website. We may need to verify your identity before responding.

12. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner's Office (ICO).

Contact the Information Commissioner's Office

13. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. Please review their privacy policies before providing them with personal information.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website or legal obligations. The latest version will be published on this page.

15. Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact Rubik Express LTD using the contact details published on our website.