Privacy Policy

This Privacy Policy explains how FreightPay Assist ("we", "us", "our") collects, uses, stores and protects your personal data when you use our website and services. We are committed to handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

FreightPay Assist is a commercial invoice recovery and administrative support service for UK transport professionals. We are the "data controller" for the personal data described in this policy.

• Trading name: FreightPay Assist
• Registered company: FreightPay Assist Ltd — Company No. 17238565
• Registered office: 29 Pomfret Road, Towcester, England, NN12 6ET
• ICO registration: [ICO Registration Number]
• Email: support@freightpayassist.com
• Phone: 07385 161527

2. The data we collect

Depending on how you use our service, we may collect:

• Identity & contact data: your name, business name, email address and phone number.
• Invoice & case data: invoice amounts and dates, debtor company details, proof of delivery (POD), CMR documents, transport documents and any notes you provide about a debt.
• Membership & payment data: your chosen membership plan and billing records. Card payments are processed by our payment provider (Stripe) — we do not store your full card details on our systems.
• Technical data: IP address, browser type and basic usage information collected automatically when you visit our website.

3. How we use your data

We use your personal data to:

• Review and process the unpaid invoices you submit to us;
• Communicate with debtors and pursue recovery on your behalf;
• Manage your membership, billing and any operational expense assistance;
• Keep you updated on the progress of your case (including by WhatsApp, email or phone);
• Provide customer support and respond to your enquiries;
• Meet our legal, accounting and regulatory obligations;
• Prevent fraud and protect the security of our service.

4. Our lawful basis for processing

We rely on the following lawful bases under UK GDPR:

• Contract: processing necessary to provide the recovery and membership services you have requested.
• Legitimate interests: running, improving and securing our business, and pursuing recovery against debtors.
• Legal obligation: keeping financial records and complying with applicable law.
• Consent: where required, for example certain marketing communications. You can withdraw consent at any time.

5. Who we share your data with

We only share your data where necessary to deliver our service, and never sell it. Recipients may include:

• Debtors and their representatives, to the extent needed to pursue the amount you are owed;
• Trusted partners we may instruct to escalate or recover a debt (for example, legal or collection partners);
• Service providers who support our operations, such as our payment processor (Stripe), email and hosting providers;
• Authorities or regulators where we are required to do so by law.

6. How long we keep your data

We keep your personal data only for as long as necessary for the purposes set out above, including to meet legal, accounting and tax requirements. Financial records are generally retained for a minimum of six years in line with HMRC requirements. When data is no longer needed, we securely delete or anonymise it.

7. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you;
• Request correction of inaccurate or incomplete data;
• Request erasure of your data in certain circumstances;
• Object to or restrict our processing of your data;
• Request portability of the data you have provided to us;
• Withdraw consent where we rely on it.

To exercise any of these rights, contact us at support@freightpayassist.com. We will respond within one month.

8. How we protect your data

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse, including encrypted connections (HTTPS) and restricted access to case files. No method of transmission over the internet is fully secure, but we work to protect your data at all times.

9. Cookies

Our website uses a small number of essential cookies and local storage (for example, to remember your chosen language). We do not use intrusive tracking or advertising cookies. You can control cookies through your browser settings.

10. Contact & complaints

If you have any questions about this policy or how we handle your data, contact us at support@freightpayassist.com or 07385 161527.

If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.