Privacy Policy

We may collect account and profile information, names and contact details, company and carrier information, verification and compliance documents, vehicle or driver information, load and application records, jobs and delivery records, POD files, messages, support interactions, subscription information, commercial billing identity and address information, billing email, company or VAT details, Carrier bank-transfer instructions, freight invoice records and uploaded invoice PDFs, invoice and due dates, payment-status confirmations, payment-dispute records, service communications, security events and information generated when you use Houlvek routing, matching, AI or other operational tools. We record legal-document acceptance evidence including the document version and content hash, server timestamp, request reference and pseudonymous hashes of the request IP address and user-agent string. We also process your optional marketing choice, safety reports, complaint and appeal records, content or account references, moderation decisions, investigation notes and contact details supplied for an outcome.

We primarily receive personal data directly from you when you register, complete your profile or commercial billing details, upload documents or invoices, post or apply for loads, communicate through Houlvek, confirm freight-payment status or use platform tools. We may also receive operational information from other Houlvek users involved in the same marketplace, application, job, invoice or payment workflow, technical information generated through use of the service, and subscription payment or delivery-status information from external service providers where required to operate the platform.

For business-to-business marketing, we may obtain company names, business contact details and business email addresses from publicly accessible sources, including company websites, Companies House, public operator registers and established business directories.

We process personal data where necessary to provide and administer the Houlvek service and perform our contractual obligations; to support load, delivery, invoice, direct freight-payment tracking and dispute workflows between marketplace participants; to comply with applicable legal, accounting and regulatory obligations; and for legitimate interests such as platform security, fraud and abuse prevention, online-safety triage, content and account enforcement, complaint review, service reliability, support, dispute handling and improvement of Houlvek operations, where those interests are not overridden by your rights. Where the law requires consent for a particular activity, we will request it separately and you may withdraw it subject to applicable law.

Where permitted by law, Houlvek may use publicly available corporate business contact details to introduce services relevant to UK freight and logistics organisations. We rely on legitimate interests for this business-to-business marketing and provide a clear opt-out in every marketing email.

Information may be shared with other Houlvek users where necessary for a load, application, carrier selection, job, messaging, delivery, invoice or related marketplace workflow. In particular, authorised Company and commercial Carrier participants may receive the invoice information, billing identity, payment reference and Carrier bank-transfer instructions reasonably needed for direct Company-to-Carrier settlement of a completed Houlvek job. Fleet Drivers do not receive commercial Carrier bank instructions merely because they are assigned to perform a Fleet Carrier journey. Houlvek also uses specialist service providers for categories including authentication, database and private storage infrastructure; application hosting and delivery; secure subscription payment processing; service email delivery; mapping, geocoding and HGV routing; and optional business-address map display. These providers receive only the information reasonably required for the relevant service, subject to applicable contractual and technical arrangements.

Houlvek may process relevant load, route, account, fleet or operational information to provide matching, ranking, rate, profit, route, compliance or other decision-support outputs. AI and matching request records may be retained as part of the user account and operational history. These tools provide recommendations or estimates and do not by themselves make final contractual, employment or other legal decisions for users. Users remain responsible for deciding whether to post, apply for, accept, assign or perform a load.

Verification, compliance, POD and uploaded freight-invoice files can contain personal or commercially sensitive information. They are stored in controlled private infrastructure and are made available only through authorised platform workflows. Uploaded Carrier invoice PDFs remain private documents and are accessed through participant-authorised, time-limited workflows rather than permanent public links. Account export functionality may provide temporary signed links to eligible private files; those links expire and do not make the storage bucket public.

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected and to meet operational, legal, accounting, security, fraud-prevention and dispute-resolution requirements. The appropriate period depends on the data category and the related marketplace or legal context. Freight invoice, payment and dispute records may need to remain available for an active payment issue, legal claim, fraud review or another continuing record-keeping purpose even after the operational journey has ended. When an eligible user completes in-app account deletion, Houlvek removes active access and authentication identity, deletes private verification files and other personal workspaces that are no longer required, and removes or de-identifies direct profile, contact and user-authored content. Deletion can be delayed while active transport, invoice, payment, safety, privacy or subscription-billing obligations remain unresolved. Limited pseudonymous transport, invoice, payment, verification-decision, legal-acceptance, security, audit or dispute records may be retained where necessary for legal obligations, accounting, fraud prevention, referential integrity or the establishment, exercise or defence of legal claims. Retained records are not used to reactivate the deleted account.

Some external service providers may process information outside the United Kingdom. Where UK data protection law requires safeguards for an international transfer, Houlvek relies on an applicable lawful transfer mechanism for the relevant recipient category, which may include UK adequacy regulations or approved contractual safeguards.

Depending on the circumstances and lawful basis, you may have rights to request access to personal data, correction, erasure, restriction of processing, objection to processing and data portability. Where processing relies on consent, you may withdraw that consent without affecting processing that was lawful before withdrawal. Some rights are subject to legal exceptions. Houlvek also provides account export and in-app account deletion controls for eligible signed-in users. A request for erasure does not require Houlvek to remove records that must lawfully remain for an applicable obligation or legal claim.

If you have a privacy concern, please contact Houlvek first using the privacy address below so that we can investigate it. You also have the right to make a complaint to the UK Information Commissioner's Office (ICO). Houlvek's ICO registration reference is ZC228573. Online-safety reports and appeals use the separate public report and complaint routes linked in the website footer.

Houlvek keeps product marketing separate from account creation and core service communications. Where electronic-marketing consent is required, we ask separately and keep a record of the choice. For corporate subscribers, any permitted legitimate-interest marketing still identifies Houlvek and provides a working opt-out. We maintain suppression records so an objection or unsubscribe is respected. Security, booking, invoice, account and legal notices are service communications rather than optional marketing. Signed-in users can change the marketing choice in account settings; an opt-out takes priority over any earlier choice.

Houlvek does not knowingly send unsolicited electronic marketing to sole traders or ordinary partnerships unless valid consent or another applicable permission is available. Corporate recipients may object at any time by using the unsubscribe option or contacting us. We maintain a suppression list to ensure that opted-out addresses are not contacted again.

We apply technical and organisational measures proportionate to the risks of the service, including authentication and access controls, private document storage, role and entitlement controls, rate limiting, external-service boundaries and security monitoring. No internet service can guarantee absolute security, so users should also protect their credentials and report suspected misuse.

Mr Dumitru Martinov, trading as Houlvek, is the data controller responsible for personal data processed through the Houlvek platform.

Business and correspondence address: Suite RA01, 195–197 Wood Street, London, E17 3NU.

Privacy enquiries: privacy@houlvek.co.uk

ICO Registration: ZC228573.