Privacy notice

1. Who is responsible

Grant Barnard trading as Gleek Transport & Trading (“Gleek”, “we”, “us”) is the controller for the personal information described in this notice. Correspondence address: Three Gates Road, DA3 8NZ, United Kingdom. Email: sales@gleek.uk. Telephone: 01634 775667.

2. Information we use

Depending on the enquiry, Job or transaction, this may include your name, business name, telephone number, email, billing, collection and delivery addresses, Job instructions, access details, item dimensions and weight, order and payment references, invoice status, messages, signatures, before/after and damage photographs, and security or audit information.

For vehicle work or trading it may include registration, VIN/chassis details, odometer, V5C and MOT information, condition and known faults, buyer/seller details, authority to sell, price, payment and handover evidence. For Waste Jobs it may include the waste producer/source, description and classification, quantity, collection address, carrier and authorised destination information and transfer documentation.

The quote form currently asks for the service, collection and delivery area, item or materials, approximate size or weight, preferred date, access/loading information, name and a phone number or email. Its short-lived anti-abuse control uses a one-way value derived from the request IP address; normal hosting and security logs may also record IP and request details.

3. Why we use it and lawful bases

• Contract and pre-contract steps: to assess enquiries, quote, book, carry out and record work, sell or purchase goods and deal with payment, delivery, returns or complaints.
• Legal obligations: for tax/accounting, waste duty-of-care records, lawful vehicle transactions, safety, consumer rights and responses to regulators or courts.
• Legitimate interests: to operate and secure a small business, prevent fraud and abuse, keep proportionate evidence, manage claims and improve service, where those interests are not overridden by your rights.
• Consent: where required for optional cookies or promotional marketing. Consent can be withdrawn without affecting earlier lawful processing.

4. How information is used

We use it to respond, match an enquiry to an existing HQ Customer where appropriate, create and manage Jobs, coordinate drivers or subcontractors, complete transaction and waste paperwork, provide confirmations, invoices or records, maintain safety and evidence, handle returns, rights requests, complaints and claims, and meet legal duties. Job-specific details do not automatically overwrite the Customer master record.

5. Who may receive it

Only what is reasonably necessary is shared. Recipients may include SiteGround and WordPress service providers for hosting, security, backups and email; WhatsApp/Meta if you contact us through WhatsApp; Google Drive where an authorised record is deliberately stored there; FreeAgent where contact, invoice or accounting information is entered for bookkeeping; payment providers if electronic payment is agreed; insurers, professional advisers, regulators or law-enforcement bodies where necessary; and an authorised driver, subcontractor, delivery partner or waste destination for the particular Job.

Gleek HQ and a FreeAgent Contact are separate records. The automated Google Drive archive is currently awaiting connection; manual Drive links may still be used. WooCommerce, Stripe payment checkout, Mailchimp marketing and front-end Google Analytics are not currently active on the public site. This notice will be updated before those uses go live.

6. Driver and one-off access

Drivers/Helpers see only work assigned to their account. One-off driver links are limited to one Job, protected by a separate access code, normally expire after 72 hours and create a 12-hour secure session. They do not provide general HQ, accounting, Customer-history or Drive access.

7. Retention

We keep information only as long as needed for the purpose and applicable legal, accounting, regulatory, insurance or claims requirements. As a working schedule: accounting and self-assessment records are kept for at least five years after the relevant 31 January filing deadline; non-hazardous waste transfer notes for at least two years; and contracts, completed Job/transaction records and proportionate claim evidence are normally reviewed after six years. Active complaints, chargebacks, insurance or legal claims, and regulatory investigations place relevant records on hold.

Customer master records are periodically reviewed after the relationship becomes inactive. Irrelevant or duplicate photographs should be removed sooner. Marketing opt-out suppression is retained only as needed to prevent accidental re-subscription. Backups expire through the hosting rotation rather than being used as a permanent archive.

8. Security and international processing

Access is role-limited, private HQ pages are excluded from search indexing, evidence downloads are permission-checked and the private upload directory currently returns a server-level access denial. Internet and cloud services can involve processing outside the UK; where applicable, the service provider’s lawful transfer safeguards are relied upon.

9. Your rights

Depending on the circumstances, you may ask for access, correction, erasure, restriction, portability or objection, and may withdraw consent. Some information cannot be erased immediately where it must be retained for tax, waste, contract, vehicle, claim or other legal purposes. Contact sales@gleek.uk. We may verify identity proportionately and normally respond within one month.

If you remain concerned, you may complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

10. Marketing and updates

Transactional messages about an enquiry, Job, purchase, delivery or account are not promotional marketing. Gleek does not currently operate a connected Mailchimp list or public marketing sign-up. Any future promotional consent will be optional, unbundled and withdrawable. We will date material updates to this notice.