Loadfill Ltd Privacy Notice

This privacy notice tells you what to expect us to do with your personal information when you use our platform.

Contact details

Email: support@loadfill.com

Address: New Victoria Mills, Wellington Street, Bury, BL8 2AL

What information we collect, use, and why

Account and Registration Information

We collect or use the following information for the operation of customer accounts:

Full name
Email address
Telephone number
Company name and registration number
Company registered address
VAT registration number (if applicable)
Tax identification number (for HMRC reporting)
Login credentials (username and encrypted password)
Account preferences and settings

Business and Insurance Information (Carriers)

Business licenses
Insurance policy details and provider information
Proof of insurance documents
Professional certifications

Transaction and Financial Information

Bank account details (for carrier payments)
Payment card information (processed by Stripe - not stored by us)
Transaction history and details
Invoice details
Payment amounts and dates
Job/load details and descriptions
Quotes and bids
Fee calculations

Platform Usage Information

Feedback ratings and comments
Messages and communications with other members
Job postings
Location data (for geographical matching)

Technical Information

IP address
Browser type and version
Device information
Cookies and similar technologies (see Cookies section below)
Usage data and analytics

Information for Crime Prevention and Legal Defense

We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:

All account and transaction information listed above
Customer or client accounts and records
Communication records

HMRC Tax Reporting

Under the Platform Operators (Due Diligence and Reporting Requirements) Regulations 2023, we are legally required to collect and report certain information to HMRC if you meet specific thresholds as a seller on our platform.

Reporting Thresholds

We must report to HMRC if you:

Have total sales of £1,740 or more (after deducting fees, commissions, and taxes) in a calendar year, OR
Complete 30 or more sales transactions on our platform (excluding cancelled transactions) in a calendar year

Information Reported to HMRC

Your name and contact details
Your company tax identification number
Business address
VAT registration number (if applicable)
Total value of sales transactions
Number of transactions completed

You may be required to provide us with your company's tax identification information to comply with these regulations.

Who we share your information with

Payment Processors

We use Stripe to process payments on our platform. Stripe receives your payment card details, bank account information, and transaction data. Payments are held by Stripe until contract completion. Stripe's use of your information is governed by their privacy policy.

HMRC

We share sales transaction data and tax information with HMRC when you meet the reporting thresholds described above.

Insurance Companies

For carrier verification purposes, we may verify insurance policies with third-party insurance companies to confirm that carriers have valid and adequate insurance cover.

Other Platform Members

The following information is visible to other members of our platform:

Company name
Feedback ratings and comments
Transaction history
Job listings (for senders)
Quotes/bids (for carriers)

Legal and Regulatory Authorities

We may share your information when required by law, to comply with legal obligations, or to protect our rights and the safety of our users.

Service Providers

We work with service providers who help us operate our platform, including:

Hosting services
Email communications
Customer support tools
Analytics providers

International data transfers

Some of our service providers, including Stripe, are located outside the United Kingdom and European Economic Area. When we transfer your information internationally, we ensure it is protected by using:

Standard Contractual Clauses approved by the UK Information Commissioner's Office
Adequacy decisions for countries recognized as providing adequate data protection
Other appropriate safeguards as required by UK GDPR

For more information about our international transfers or to request a copy of the safeguards we have in place, please contact us.

Cookies and tracking technologies

What are cookies?

Cookies are small text files placed on your device when you visit our website. They help the website function properly and provide us with information to improve our services.

How we use cookies

We use cookies to:

Keep you signed into your account
Remember your preferences and settings
Understand how you use our platform
Analyze site performance
Ensure platform security
Prevent fraud

Cookie categories

Strictly Necessary Cookies: Essential for the platform to function (e.g., login sessions, security)
Performance Cookies: Help us understand how visitors use our site (e.g., analytics)
Functional Cookies: Remember your preferences (e.g., language settings)
Targeting/Marketing Cookies: Used with your consent for relevant advertising

Managing your cookie preferences

For a complete list of specific cookies we use and detailed information about each one, please see our Cookie Policy.

You can manage your cookie preferences at any time by:

Clicking "Cookie Settings" in the footer of any page
Adjusting your browser settings to block or delete cookies

To learn more about cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org

How long we keep your information

We keep your personal information for as long as necessary to provide our services and comply with legal obligations:

Account Information

Active accounts: Until you delete your account
Deleted accounts: 7 years after account closure (for tax and legal purposes)

Transaction Records

7 years from transaction date (legal requirement for tax purposes)

Payment Information

Held by Stripe according to their retention policy
Card details: Not stored by us directly
Payment records: 7 years

Feedback and Ratings

While your account is active
7 years after account closure if part of transaction records

Communication Records

Active transactions: Until completion plus 7 years
Support inquiries: 3 years

Marketing Communications

Until you unsubscribe or delete your account

Some information may be retained longer if required by law, regulation, legal proceedings, or government requests. When we no longer need your information, we will securely delete or anonymize it.

Where we get personal information from

Directly from you

When you register for an account
When you post jobs or submit quotes
When you provide information in messages
When you leave feedback
When you contact customer support
When you make payments

From other members

When they enter your details in transaction forms
When they leave feedback about you
When they share your information in communications

From third parties

Companies House (to verify limited company status)
Insurance companies (verification responses)
Stripe (payment confirmation)
Credit reference agencies (for fraud prevention)

From publicly available sources

Companies House register
Professional licensing bodies
Public business directories

Automatically from your use of our platform

Cookies and similar technologies
Usage analytics
Technical device information

Lawful bases for processing

We process your personal information under the following legal bases:

Contract Performance

When you register and use our platform, we process your information to:

Provide access to our services
Enable transactions between members
Process payments
Manage your account
Provide customer support

Legal Obligation

We process your information to comply with legal requirements:

HMRC reporting (Platform Operators Regulations 2023)
Tax record keeping (7-year retention)
Company verification (Companies House checks)
Anti-money laundering checks

Legitimate Interests

We process your information for our legitimate business interests:

Fraud prevention and platform security
Verifying carrier insurance with insurance companies
Improving our platform and services
Internal analytics and business intelligence
Enforcing our terms and conditions
Defending legal claims

Consent

For non-essential cookies and marketing communications, we rely on your consent. You can withdraw consent at any time through Cookie Settings or by unsubscribing from marketing emails.

How we protect your information

We take the security of your personal information seriously and use appropriate technical and organizational measures to protect it:

Encryption of data in transit (SSL/TLS)
Secure password storage (hashing and salting)
Regular security assessments and updates
Access controls and multi-factor authentication
Secure hosting infrastructure
Staff training on data protection

Payment card information is processed by Stripe, which is PCI-DSS compliant, and is not stored on our servers.

While we take reasonable steps to protect your information, no method of transmission over the internet is completely secure. You are responsible for keeping your password confidential and should not share it with anyone.

Automated decision-making

We use automated systems for certain processing activities:

Matching jobs to suitable carriers based on location and preferences
Detecting potentially fraudulent activity
Automated risk assessment for platform security

You have the right to:

Request human review of automated decisions
Express your point of view
Contest decisions made about you

Marketing communications

We may send you marketing communications about our services, new features, and special offers if you have:

Opted in to receive marketing emails, OR
Are an existing customer (soft opt-in for similar services)

You can opt out at any time by:

Clicking "unsubscribe" in any marketing email
Contacting us at support@loadfill.com
Updating your account preferences

You will continue to receive service-related communications (e.g., transaction confirmations, account updates, security alerts) even if you opt out of marketing.

Age restrictions

Our platform is only available to users aged 18 and over. We do not knowingly collect information from anyone under 18. If you become aware that a child has provided us with personal information, please contact us and we will delete it promptly.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances. Please note that we may need to retain certain information for legal or regulatory purposes (such as the 7-year tax record retention requirement).

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances, particularly when we rely on legitimate interests.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis (such as for non-essential cookies or marketing), you have the right to withdraw your consent at any time.

You don't usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Changes to this privacy notice

We may update this privacy notice from time to time. When we make significant changes, we will notify you by email or through a prominent notice on our platform. We encourage you to review this notice periodically.

Last updated

09 November 2025