1. Who we are
Hall and Tracey Logistics Ltd (“Hall & Tracey Logistics”, “we”, “us” or “our”) is the controller of the personal data described in this privacy policy. We are a private limited company registered in England and Wales under company number 17457663.
You can contact us about privacy or data protection at info@halltracey.co.uk or by telephone on +44 7867 556542.
2. Scope of this policy
This policy explains how we collect and use personal data when you visit this website, submit a business enquiry, provide client feedback, contact us, or deal with us as a prospective or existing business customer, supplier or commercial partner. It does not replace any more specific privacy information that we may provide for a particular service or relationship.
3. Personal data we collect
Depending on how you interact with us, we may collect:
- Identity and business information, including your name, job title, employer or organisation.
- Contact information, including your business email address, telephone number and correspondence address.
- Enquiry and service information, including proposed routes, volumes, item types, access requirements, dates, service windows and other information you choose to provide.
- Client feedback, including job references, job dates, ratings, recommendations and comments.
- Contract and transaction information, including quotations, instructions, service records, invoices and payment records where you become a customer or supplier.
- Technical and usage information, such as IP address, browser or device information, timestamps, requested pages, security events and server logs collected by our website or hosting provider.
Please do not submit special category data, criminal offence data, or personal information about another person unless it is necessary and you are authorised to provide it.
4. How we obtain personal data
We usually obtain personal data directly from you, from your employer or organisation, through our website forms, by email or telephone, and during the performance of services. We may also obtain relevant business contact information from public sources such as Companies House, company websites, professional directories or referrals.
5. How and why we use personal data
| Purpose | Typical lawful basis |
|---|---|
| Responding to enquiries, assessing vehicle and service suitability, and preparing quotations or proposals. | Taking steps at your request before entering a contract, and our legitimate interests in developing and operating our business. |
| Providing and managing transport services, customer relationships, supplier relationships and operational communications. | Performance of a contract, taking steps before a contract, and our legitimate interests in delivering and administering services. |
| Recording and responding to client feedback, resolving concerns and improving service quality. | Our legitimate interests in quality assurance, customer service and business improvement. |
| Managing accounts, invoices, tax, insurance, claims, disputes and legal or regulatory obligations. | Legal obligation and our legitimate interests in protecting our business and enforcing legal rights. |
| Operating, maintaining, securing and improving the website and our systems. | Our legitimate interests in providing a secure and effective website and protecting our systems, users and business. |
| Any other purpose for which we ask for your consent. | Consent, which you may withdraw at any time without affecting earlier lawful processing. |
Where we rely on legitimate interests, we consider the necessity and proportionality of the processing and balance our interests against the rights and interests of the people concerned.
6. Whether you must provide information
You do not have to provide personal data merely to browse this website. However, we need certain identity, contact and operational information to respond to an enquiry, assess requirements, prepare a proposal or provide services. If required information is not provided, we may be unable to respond fully or proceed with a business relationship.
7. Who we share personal data with
We do not sell personal data. Where necessary for the purposes described above, we may share it with:
- website hosting, email, IT, communications, storage and security providers acting on our behalf;
- professional advisers, including accountants, insurers, auditors and legal advisers;
- drivers, subcontractors, suppliers, depots, collection or delivery contacts and other parties involved in planning or performing an authorised service;
- banks, payment providers and credit-reference or fraud-prevention services where relevant;
- regulators, courts, law-enforcement bodies, tax authorities or other public authorities where disclosure is required or permitted by law; and
- a purchaser, investor or adviser in connection with a proposed sale, investment, restructuring or transfer of all or part of our business.
Recipients must use personal data only for authorised purposes and apply appropriate confidentiality and security measures.
8. International transfers
Some service providers may process personal data outside the United Kingdom. Where this happens, we use an applicable UK adequacy regulation or appropriate safeguards recognised by UK data protection law, such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with supplementary measures where required. You can contact us for further information about the safeguards relevant to your data.
9. Security
We use appropriate organisational and technical measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or destruction. Access is limited to people and providers who need the information for an authorised purpose. No internet transmission or storage system can be guaranteed completely secure, so you should avoid sending unnecessary confidential information through an open website form.
10. Retention
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, insurance and reporting requirements and to establish, exercise or defend legal claims. When deciding a retention period, we consider the nature and sensitivity of the information, the relationship concerned, legal limitation periods, regulatory requirements and the risk of harm from continued retention.
As a general guide, unsuccessful or inactive enquiry information is normally reviewed for deletion after 24 months from the last meaningful contact; client feedback is normally reviewed after 36 months; and records connected with completed commercial relationships, invoices, tax or potential claims may be retained for up to seven years after the relationship ends. Security and server logs are retained according to operational need and provider schedules. We may keep information for longer where law, litigation, insurance or an active dispute requires it.
11. Your data protection rights
Depending on the circumstances and lawful basis, you may have the right to ask us for access to your personal data, correction of inaccurate data, erasure, restriction of processing, data portability, or withdrawal of consent. You may also have the right to object to processing.
Your right to object: where we process personal data on the basis of legitimate interests, you may object for reasons arising from your particular situation. We will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims. You can object to direct marketing at any time.
To exercise a right, contact info@halltracey.co.uk. We may need to verify your identity. Rights are not absolute, and an exemption may apply in some circumstances.
12. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. Visit ico.org.uk/make-a-complaint or telephone 0303 123 1113. If you are outside the UK, you may also have the right to contact your local data protection authority.
13. Cookies and similar technologies
This website may use strictly necessary cookies or similar technologies required for security, administration, load balancing or functionality requested by the user. These do not normally require consent, but we provide information about them where applicable. We will not set analytics, advertising or other non-essential cookies before obtaining valid consent where UK law requires it. If the cookies or tracking technologies used by the website change, this policy and any cookie controls should be updated accordingly.
14. Children
This is a business-to-business website and is not directed at children. We do not knowingly seek to collect personal data from children through this website.
15. Automated decision-making
We do not use information submitted through this website to make decisions based solely on automated processing that produce legal or similarly significant effects.
16. Changes to this policy
We may update this policy when our services, systems, providers or legal obligations change. The current version will be published on this page, and material changes will be brought to attention where appropriate.
17. Contact details
HALL AND TRACEY LOGISTICS LTD
Company number 17457663
Email: info@halltracey.co.uk
Telephone: +44 7867 556542
Last updated: 7 October 2026.