Privacy & data protection
Last updated: 11 September 2026
This Privacy Policy explains how Kierowcy HGV UK Ltd collects, uses, stores and shares personal data when you visit the HGV Drivers Diary website, place an order, join a mailing list or contact us.
1. Who we are
The controller responsible for your personal data is Kierowcy HGV UK Ltd, trading as HGV Drivers Diary and Drivers HGV UK®.
- Company number: 09819265
- Registered in: England and Wales
- Registered office: 58 Halton Way Kingsway, Quedgeley, Gloucester, England, GL2 2BB
- VAT registration number: 284638858
- ICO registration reference: ZA324857
- Email: contact@hgvdriversdiary.uk
- Telephone: +44 7706 445 192
This Policy applies to hgvdriversdiary.uk, its online shop, customer accounts, contact forms, mailing lists and related customer communications.
2. Personal data we collect
| Category | Examples |
|---|---|
| Identity and contact data | Name, billing and delivery address, email address, telephone number and, where provided, company details and VAT number. |
| Order and account data | Products ordered, order value, account details, order status, delivery information, returns, refunds and customer-service history. |
| Payment and transaction data | Payment status, payment method, transaction reference and refund information. Card details are entered into Stripe's secure payment environment; we do not receive or store your complete card number or card security code. |
| Communications | Messages and attachments sent through email, our contact form, telephone, WhatsApp or social-media channels, together with our replies. |
| Marketing data | Newsletter and pre-order-list subscriptions, consent records, email engagement, unsubscribe requests, advertising interactions and marketing preferences. |
| Technical and usage data | IP address, device and browser information, approximate location derived from IP, cookie identifiers, pages viewed, referring website, session data and website interactions. |
| Fraud and security data | Information used to identify suspicious transactions, protect accounts, prevent abuse and maintain website security. |
How we obtain personal data
We collect data:
- directly from you when you order, create an account, subscribe, contact us or communicate through WhatsApp or social media;
- automatically when you use the website, subject to your cookie choices;
- from payment, delivery, fulfilment and fraud-prevention providers involved in your transaction; and
- from advertising and analytics providers where you have given the required consent.
Please provide personal data about another person only if you are authorised to do so. For example, if you send a gift directly to someone else, please ensure that you are permitted to give us their delivery details.
3. How and why we use personal data
Under UK data-protection law, we must have a lawful basis for each use of personal data.
| Purpose | Typical data | Lawful basis |
|---|---|---|
| Process orders, take payment, arrange delivery, handle returns and provide order updates | Identity, contact, order, account and transaction data | Performance of a contract with you |
| Answer enquiries and provide customer support by email, contact form, telephone, WhatsApp or social media | Identity, contact, order and communications data | Performance of a contract or steps requested before a contract; and our legitimate interests in providing customer service |
| Maintain tax, VAT, accounting and company records and respond to lawful requests | Identity, contact, order and transaction data | Compliance with legal obligations |
| Protect the website, customers and business; prevent fraud, misuse and payment disputes | Account, transaction, technical, usage and security data | Our legitimate interests in security and fraud prevention; and compliance with legal obligations where applicable |
| Send newsletters, pre-order alerts and promotional emails | Identity, contact, marketing and engagement data | Your consent; or, where UK law permits, the existing-customer marketing exception. You can opt out at any time. |
| Measure website use and improve our shop | Technical and usage data | Your consent where non-essential cookies or similar technologies are used; and our legitimate interests in understanding and improving our service for aggregated or non-cookie analysis |
| Measure advertising, create audiences and show relevant adverts through Google, Meta and, when enabled, TikTok | Technical, usage and marketing data | Your consent where required for advertising cookies, pixels or similar technologies |
| Draft, translate and quality-check customer communications and website content using AI-assisted tools | Only the limited communications data reasonably required for the task | Our legitimate interests in efficient, consistent customer service and content management, with data minimisation and human review |
| Establish, exercise or defend legal claims and resolve complaints | Any relevant category | Our legitimate interests and compliance with legal obligations |
Marketing communications
We use GetResponse to manage newsletter and pre-order communications. Every marketing email includes an unsubscribe option. You may also withdraw your consent or object to direct marketing at any time by emailing us. Opting out of marketing does not stop essential service messages about an order you have placed.
Cookies and similar technologies
We use Cookiebot to record and manage cookie choices. Please see our Cookie Policy for information about cookie categories, providers, purposes and duration, and to learn how to change your choices.
AI-assisted tools
We may use AI-assisted business tools, including ChatGPT provided by OpenAI, to help draft or translate communications, organise information and prepare website content. We aim to remove or minimise direct identifiers before using such tools and do not intentionally submit full payment-card details, identity documents or special-category data. AI output is reviewed by a person. We do not use AI to make decisions about customers that produce legal or similarly significant effects without meaningful human involvement.
4. Who we share personal data with
We share only the data reasonably necessary for the relevant service with:
- Shoper and its infrastructure providers for ecommerce, hosting, customer accounts and order administration;
- Stripe for payment processing, refunds, fraud prevention and transaction administration;
- Back2UK, Royal Mail and other delivery partners shown at checkout for returns administration and, where applicable, fulfilment, delivery and delivery enquiries;
- GetResponse for mailing-list management and email marketing;
- Google for consented analytics, tag management, customer-review functions, advertising measurement and anti-spam/security services where enabled;
- Meta for Facebook and Instagram features, Meta Pixel/Conversions API advertising measurement where consented, and WhatsApp communications initiated by you;
- TikTok for advertising measurement only if and when TikTok tools are enabled and the required consent has been obtained;
- Usercentrics/Cookiebot for consent management and cookie reporting;
- OpenAI where an AI-assisted tool is used for the limited purposes described above;
- professional advisers, insurers, accountants, IT-support providers and fraud-prevention providers where reasonably necessary; and
- courts, regulators, law-enforcement bodies, HMRC or other authorities where disclosure is required or permitted by law.
Some providers act as our processors and follow our instructions; others act as separate or independent controllers for parts of their services. Their own privacy notices may also apply when you use their platforms. We do not sell or rent personal data.
5. International transfers
Some service providers or their subcontractors process personal data outside the United Kingdom, including in the European Economic Area and the United States. Where UK law requires safeguards, we rely on an applicable UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism. You may contact us for further information about the safeguards relevant to your data.
6. How long we keep personal data
| Record | Typical retention period |
|---|---|
| Orders, invoices, payments, refunds and tax records | Normally six years after the end of the relevant accounting period, or longer where law or an active dispute requires it. |
| Customer-service enquiries and complaints | Normally up to two years after the matter is closed, or up to six years where needed for a contractual or legal claim. |
| Account data | For as long as the account remains active and afterwards only as necessary for legal, security or dispute-resolution purposes. |
| Newsletter and pre-order-list records | Until you unsubscribe or consent is otherwise withdrawn. We may retain a minimal suppression record so that we continue to respect your opt-out. |
| Cookie, analytics and advertising data | For the periods shown in the Cookie Declaration and relevant provider settings. |
| Security and fraud-prevention records | For as long as reasonably necessary to protect the service, investigate an incident and meet legal requirements. |
We may keep information for longer if required by law, a regulator, a court order or an ongoing legal claim. When data is no longer required, we delete it, anonymise it or securely restrict access to it.
7. Your data-protection rights
Depending on the circumstances, UK data-protection law gives you the right to:
- ask for access to your personal data;
- ask us to correct inaccurate or incomplete data;
- ask us to erase data where there is no lawful reason to keep it;
- ask us to restrict how data is used;
- object to processing based on legitimate interests;
- object at any time to direct marketing;
- receive certain data in a portable format;
- withdraw consent at any time, without affecting earlier lawful processing; and
- receive safeguards relating to solely automated decisions, where applicable.
To exercise a right, email contact@hgvdriversdiary.uk. We may ask for information reasonably necessary to confirm your identity, but we will not request more identification than is needed. We normally respond within one month.
8. Security and children
We use appropriate organisational and technical measures designed to protect personal data. No online service is completely secure, so please do not send payment-card details, passwords or unnecessary sensitive information by ordinary email, contact form, WhatsApp or social media.
Our shop is not directed at children under 13, and we do not knowingly collect their personal data. If you believe a child has provided data to us, please contact us.
9. Third-party websites and social platforms
Our website may link to external websites and platforms, including Facebook, Instagram, WhatsApp, TikTok, Google and YouTube. Once you leave our website, the external provider's privacy terms apply. We encourage you to review them before providing personal data.
10. Changes to this Policy
We review this Policy regularly and update the date at the top when material changes are made. If a change significantly affects how we use existing personal data, we will provide an additional notice where required.
11. Contact and complaints
Please contact us first if you have a privacy question or complaint so that we can try to resolve it:
Kierowcy HGV UK Ltd
58 Halton Way Kingsway
Quedgeley, Gloucester
England, GL2 2BB
Email: contact@hgvdriversdiary.uk
Telephone: +44 7706 445 192
ICO registration reference: ZA324857
You also have the right to complain to the Information Commissioner's Office. Visit ico.org.uk or telephone 0303 123 1113.