LEGAL INFORMATION

Privacy Policy

Last Updated: 24-Mar-2026

Introduction

This privacy notice explains how AAA Couriers (“we”, “us”, “our”) collects, uses and protects your personal information when you contact us, make a booking, or use our delivery services.

AAA Couriers is the data controller responsible for your personal information.

1. Contact Details

If you have any questions about this privacy notice or the information we hold about you, please contact:

Email: enquiries@aaacouriers.co.uk

2. What Information We Collect, Use and Why

A. To provide our services (including same-day delivery, collections and account management)

We collect and use:

• Names and contact details
• Addresses
• Purchase or account history

This information is required to:

• Arrange and manage bookings
• Provide updates
• Complete collections and deliveries
• Communicate with you regarding your job or enquiry

B. For the operation of customer accounts and guarantees

We collect and use:

• Names and contact details
• Addresses
• Purchase history

This allows us to maintain accurate customer records, manage enquiries, and provide an efficient service.

C. To comply with legal obligations

We collect and use:

• Name
• Contact information
• Financial transaction information

This is required for tax, accounting, invoicing, and regulatory compliance.

D. To deal with queries, complaints or claims

We collect and use:

• Names and contact details
• Address
• Purchase or service history

This allows us to investigate issues, respond to enquiries, and resolve complaints.

3. Lawful Bases and Your Data Protection Rights

UK data protection law requires us to have a lawful basis for collecting and using your personal information. Your rights depend on which lawful basis applies.

You have the following rights:

• Right of access – to request copies of the data we hold about you
• Right to rectification – to correct inaccurate or incomplete information
• Right to erasure – in certain circumstances
• Right to restrict processing – to limit how your data is used
• Right to object – in some cases
• Right to data portability – to request transfer of data you provided
• Right to withdraw consent – when consent is the lawful basis

We must respond within one month. Contact us using the details above to exercise these rights.

4. Our Lawful Bases for Using Your Information

A. Providing services and goods

• Contract
• Legitimate interests

Our legitimate interest:

We use personal information to manage bookings, provide updates, arrange collections and deliveries, and communicate with customers. This is necessary for the efficient operation of our business and does not override individuals’ rights.

B. Operating customer accounts

• Contract
• Legitimate interests

Our legitimate interest:

We use personal information to maintain customer accounts, provide updates, and keep accurate service records.

C. Legal requirements

• Legal obligation – to comply with tax, accounting, and regulatory requirements

D. Queries, complaints or claims

• Contract
• Legal obligation
• Legitimate interests

Our legitimate interest:

We use personal information to investigate delivery issues, resolve complaints, handle insurance matters, and improve our service.

5. Where We Get Personal Information From

• Directly from you – when you contact us, make an enquiry or booking.

6. How Long We Keep Information

We only keep personal information for as long as necessary to fulfil the purpose it was collected for, including legal, accounting and insurance requirements. Below is our retention schedule:

• Customer contact details: kept for 3 years from the date of last contact or booking.
• Booking & delivery information: kept for 3 years.
• Financial and invoicing records: kept for 6 years (HMRC requirement).
• Email enquiries & website contact forms (no booking made): kept for 12 months.
• Complaint & claim records: kept for 6 years.
• Supplier & subcontractor driver records: kept for 6 years.
• System logs & IT security records: kept for 12 months.
• Data held by cloud service providers: retained according to the categories above.

When retention periods expire, personal information is securely deleted or anonymised.

For details on retention or criteria we use, please contact us using the details above.

7. Who We Share Information With

A. Data Processors

We use trusted third-party providers to support our operations, including cloud-based software and IT service providers (e.g., accounting software, email services, website hosting).

They process personal information to:

• Store customer and booking information
• Process online enquiries
• Manage email communications
• Support our business systems

They act only on our instructions.

B. Other organisations we share information with

• Suppliers and service providers – only where necessary to fulfil your booking or enquiry.

We do not sell personal information.

8. Sharing Information Outside the UK

Some cloud or IT service providers may store information outside the UK (e.g., EU or USA).

Where this happens, they use approved safeguards such as:

• Addendum to the EU Standard Contractual Clauses (SCCs)
• Recipient: Cloud service providers
• Category: Cloud storage / IT services
• Location: Worldwide (including EU and USA)
• Safeguard: SCCs + UK addendum

For information about cookies and tracking technologies, please see our Cookie Policy.

9. How to Complain

If you have concerns about how we use your data, contact us using the details above.

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113.

Website: www.ico.org.uk/make-a-complaint

If you have any questions or concerns, please feel free to contact us and we’ll be happy to help.