Privacy Policy
1. Who is responsible for your data
Backload Exchange, at backloadexchange.com, is the controller of the personal data described here. Contact us about your data at hello@backloadexchange.com.
2. What we collect and why
We only collect what we need to run the board and your membership.
| What | Examples | Why we use it | Lawful basis |
|---|---|---|---|
| Sign-up details | Company name, contact name, phone, email, operator licence number, fleet size | To check your firm and set up your membership | Contract, and our legitimate interest in keeping the board to genuine hauliers |
| Account and profile | Your login, saved company details, base postcode and default vehicle | To run your account and pre-fill your listings | Contract |
| Listings and bookings | Routes, dates, vehicles, rates, notes, who booked what | To show listings to other members and connect you for jobs | Contract |
| Payment details | Plan, billing address, invoices. Card details are held by Stripe, not us | To take payment and keep tax records | Contract and legal obligation |
| Feedback and messages | Problem reports, suggestions, emails to us | To answer you and improve the board | Legitimate interest |
| Technical data | Device and browser details, and basic logs kept by our hosting providers | To keep the site secure and working | Legitimate interest |
We don't sell your data or use it for advertising. Your listings, rates and phone number are shown only to approved members.
3. Who we share it with
We share your data only with the people and services needed to run Backload Exchange:
- Other members: see the company name, contact name, phone number and details on your listings, and who booked a listing you posted.
- Stripe: processes payments and stores card details.
- Cloudflare: hosts our domain and website, and forwards emails sent to our address.
- Anthropic (Claude): hosts the members' load board during our launch phase.
- Postcode lookup: we send only the postcode you type to a postcode service to look up the town and region. No other details go with it.
- Authorities: if the law requires it, for example HMRC for tax records or the police with a valid request.
Some of these providers may process data outside the UK. Where they do, they use safeguards the UK recognises, such as adequacy decisions or the UK International Data Transfer Agreement.
4. How long we keep it
| Data | How long |
|---|---|
| Listings and bookings | Up to 12 months after the collection date, then deleted |
| Account and profile | While you're a member, then up to 12 months after you leave |
| Invoices and payment records | 6 years, as UK tax law requires |
| Feedback and emails | Up to 2 years |
| Applications we turn down | Up to 6 months |
5. Cookies
We use only the cookies and browser storage the site needs to work, such as keeping you signed in and remembering your filters. We don't use advertising or tracking cookies. If we add analytics later, we'll update this policy and ask for your consent where the law requires it.
6. Your rights
You can ask us to:
- give you a copy of your data;
- correct anything that's wrong;
- delete your data, unless we must keep it, for example invoices;
- stop or limit how we use it, or object to uses based on our legitimate interests;
- send your data to you or another service in a common format.
Email hello@backloadexchange.com and we'll reply within one month. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.
We may update this policy and will email members about important changes.