Privacy Policy

Introduction

This Privacy Policy explains how InstaDispatch ("we", "our", "us"), a company registered in England and Wales (Company Number: [Company Registration Number]) with registered address at [Registered Office Address], collects, uses, processes, and protects personal data when customers access or use the InstaDispatch platform, website, APIs, and related services (the "Service").

We are committed to protecting your personal data and to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have any questions about this Policy, please contact our Data Protection Officer at dpo@instadispatch.com.

Our ICO registration number is: [ICO Registration Number].

Data Controller and Processor Roles

InstaDispatch operates primarily as a data processor under UK GDPR when processing shipment data on behalf of its customers.

Courier companies and logistics providers using the Service act as data controllers for shipment data relating to their customers, senders, and recipients. As controllers, they determine the purpose and means of processing that personal data.

InstaDispatch acts as a data controller in its own right for data relating to its own customer accounts, marketing communications, and platform analytics.

Where InstaDispatch processes personal data as a processor, the obligations of both parties are governed by a Data Processing Agreement (DPA) available at https://www.instadispatch.com/dpa/.

Personal Data We Collect

Account and Business Data

Company name, contact names, and business address
Account login credentials (usernames; passwords are not accessible to us)
Billing information and payment details
IP addresses and device/browser information

Shipment and Delivery Data

When customers create shipments, the Service processes:

Sender names, addresses, and contact details
Recipient names, delivery addresses, and contact details
Shipment descriptions, weight, dimensions, and declared value
Tracking numbers and delivery status updates
Customs and export information

Proof of Delivery Data

Where delivery confirmation features are used, the Service may process:

Recipient signatures
Delivery photographs
GPS delivery location data
Delivery timestamps

Customers are responsible for ensuring their end users are informed that such data may be captured as part of shipment services.

Technical Data

We automatically collect technical information including:

IP address and browser type
Device information and operating system
Usage logs and platform activity

Third-Party Services We Use

We use the following named third-party services that may process personal data:

Amazon Web Services (AWS) — cloud infrastructure and data hosting (EU region)
Plausible Analytics — privacy-preserving website analytics (no personal data stored)
Freshdesk (Freshworks) — customer support ticketing; name, email, and device info may be processed
GoCardless — direct debit payment processing
Google Fonts — font delivery (IP address may be collected by Google)

All sub-processors are required to maintain appropriate security safeguards and are bound by data processing agreements.

How We Use Personal Data

We use personal data to:

Operate and maintain the Service and fulfil our contract with customers
Facilitate shipment booking and logistics operations
Provide technical support and respond to queries
Improve the functionality, security, and performance of the platform
Send service communications, invoices, and important notices
Comply with legal and regulatory obligations
Prevent fraud and misuse of the platform

Legal Basis for Processing

We process personal data on the following legal bases:

Performance of a contract: processing necessary to provide the Service to customers
Legitimate interests: fraud prevention, platform security, and service improvement
Legal obligation: compliance with applicable laws and regulations
Consent: where we rely on consent (e.g. marketing communications), you may withdraw at any time

Data Retention

We retain personal data for the following periods:

Account data: for the duration of the customer relationship and for 7 years after termination for tax and legal compliance purposes
Shipment data: for 7 years after shipment completion for legal and audit purposes
Proof of delivery data: for 2 years unless the customer requests earlier deletion
Support communications: for 3 years after resolution
Technical logs: for 12 months

Upon termination of a customer account, all customer data will be irretrievably deleted within 30 days, except where longer retention is required by law.

Sharing of Personal Data

Personal data may be shared with third parties where necessary to provide the Service, including:

Courier and logistics carriers selected by the Customer
Customs authorities where required by law
Cloud infrastructure and security providers (see Section 4)
Legal or regulatory authorities where required by law

We do not sell personal data to third parties. We do not share personal data for third-party marketing purposes.

International Data Transfers

We store data primarily within the United Kingdom and the European Economic Area. Where personal data is transferred outside the UK or EEA, we implement appropriate safeguards including:

Standard Contractual Clauses (SCCs) approved by the European Commission
UK International Data Transfer Agreements (IDTAs) where applicable
transfers to countries with an adequacy decision

Data Security

We implement appropriate technical and organisational security measures to protect personal data, including:

TLS/SSL encryption for data in transit
Encryption of data at rest
Role-based access controls
Regular security monitoring and penetration testing
Staff data protection training

Data Breach Notification

In the event of a personal data breach, we will notify affected customers without undue delay and within 72 hours of becoming aware of the breach, where required under UK GDPR. We will provide sufficient information to enable customers to meet their own obligations to notify the ICO and affected data subjects.

Customer Responsibilities

Customers using the Service as data controllers are responsible for:

Ensuring they have a lawful basis for processing personal data submitted to the platform
Ensuring their end users are informed of how their data is used
Complying with applicable data protection laws in their own operations
Entering into appropriate agreements with InstaDispatch under the DPA

Data Subject Rights

Individuals have rights under UK GDPR including:

Right of access to personal data
Right to rectification of inaccurate data
Right to erasure (right to be forgotten)
Right to restriction of processing
Right to data portability
Right to object to processing
Rights in relation to automated decision-making

Because InstaDispatch operates primarily as a data processor, requests relating to shipment data should generally be directed to the relevant courier company or logistics provider acting as data controller. We will cooperate with customers to support lawful data subject requests. Requests relating to account data held by InstaDispatch as data controller should be sent to dpo@instadispatch.com. We will respond within one month of receipt. If you are dissatisfied with our handling of a request, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at www.ico.org.uk.

Cookies

We use cookies and similar technologies on our website. Full details are set out in our Cookie Policy available at https://www.instadispatch.com/cookie-policy/. Cookie consent is managed through our cookie consent tool.

Automated Processing

Certain features of the InstaDispatch platform may use automated processing to calculate shipment pricing, select available carriers, or determine delivery routing options. These automated processes are used solely to provide logistics functionality and do not produce legal or similarly significant effects on individuals. As such, the provisions of UK GDPR Article 22 relating to solely automated decision-making do not apply to these processes. Customers retain full control over final shipment decisions made through the platform.

Changes to this Privacy Policy

Contact

For questions about this Privacy Policy or data protection matters, contact our Data Protection Officer:

Email: dpo@instadispatch.com

For complaints: you may also contact the ICO at www.ico.org.uk or on 0303 123 1113.

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Vehicle Check	PAID	PAID	PAID	PAID	PAID
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Linnworks Integration	PAID	PAID	PAID	PAID	PAID
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Freight Forwarding

Carrier Integration

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Payment Gateway

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E-commerce Delivery Management Solution

Invoice Management For Delivery Businesses

Courier Management software

Same Day Delivery Software

Complete Delivery Management Software

Delivery Driver App

White-Glove and 2-Man

Freight Forwarding Software

Privacy Policy

Introduction

Data Controller and Processor Roles

Personal Data We Collect

Account and Business Data

Shipment and Delivery Data

Proof of Delivery Data

Technical Data

Third-Party Services We Use

How We Use Personal Data

Legal Basis for Processing

Data Retention

Sharing of Personal Data

International Data Transfers

Data Security

Data Breach Notification

Customer Responsibilities

Data Subject Rights

Cookies

Automated Processing

Changes to this Privacy Policy

Contact