PRIVACY POLICY · LAST UPDATED [DATE]
Your data, kept private.
How PickFlow Logistics collects, uses and protects personal data, in line with UK GDPR and the Data Protection Act 2018.
The short version
- We collect only what we need to quote, fulfil your orders and run your virtual address.
- We never sell your data or share it for marketing.
- Identity documents are kept private and only used for legal checks.
- You can ask to see, correct or delete your data at any time.
1. Who we are
PickFlow Logistics ("we", "us") is the controller of the personal data described in this policy. [Company name, registration number and registered address to be added.] For any privacy question or request, email services@pickflowlogistics.com.
2. What we collect and why
We only collect what we need to answer you and provide our services.
| Why we use it | What we collect | Lawful basis |
|---|---|---|
| Asking for a quote or contacting us | Name, business name, email, phone, what you sell, order volumes, your message | Taking steps to enter a contract with you, and our legitimate interest in answering enquiries |
| Providing fulfilment services | Your account details, stock records and your customers' delivery names and addresses, taken from the store or seller account you connect or give us access to | Performing our contract with you |
| Virtual address service | Name, contact details, home address, country, forwarding address, photo ID, proof of address and the post we receive for you | Performing our contract, and our legal obligation to verify identity under UK anti-money laundering law |
| Client portal | Login details and your activity in the portal | Performing our contract with you |
| WhatsApp and email conversations | Your phone number, name and messages | Our legitimate interest in answering you and giving good service |
| Website analytics and cookies | Device, browser and pages visited | Consent, except for cookies the site needs to work |
3. Identity documents for the virtual address
Under the Money Laundering Regulations 2017, businesses that provide a business address must check the identity of their customers. That is why we ask for photo ID and proof of address.
- We use your documents only to verify your identity and meet our legal duties.
- They are sent over an encrypted connection and kept in private storage that only authorised PickFlow staff can open.
- They are never published, sold or used for marketing.
- We keep them for 5 years after our relationship ends, as the law requires, then delete them securely.
5. Data outside the UK
Some of our service providers may store data outside the UK. When they do, we make sure your data is protected by UK adequacy regulations or the standard contractual clauses approved by the UK government.
6. How long we keep it
- Enquiries that do not become clients: up to 2 years.
- Client and order records: 6 years after the end of the tax year they relate to, for tax and accounting.
- Virtual address identity checks: 5 years after our relationship ends.
- Scanned post: after we email you the scan, we keep the scan and the original letter for 7 days. If you do not ask for them within that week, we delete the scan and securely destroy the letter.
7. How we protect it
Our website uses HTTPS. Access to personal data is limited to people who need it, protected by strong passwords and two-step verification, and identity documents are kept separate from everyday business files.
8. Your rights
Under UK data protection law you have the right to:
- Get a copy of the personal data we hold about you.
- Have inaccurate data corrected.
- Have your data deleted, unless the law requires us to keep it.
- Restrict or object to how we use your data.
- Receive your data in a portable format.
- Withdraw your consent at any time, where we rely on consent.
Email services@pickflowlogistics.com to use any of these rights. We reply within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.
10. Changes to this policy
We will update this page if the way we use personal data changes, and show the date of the latest version at the top.