SWIFT FOOD SERVICES LTD – PRIVACY POLICY
How we collect, use, and protect your personal information
Last update: 29 October 2025
This privacy policy applies to Swift Food Services Ltd (we, us or our). We are committed to protecting your privacy. This policy explains how we collect, use and share your personal data. It applies to all personal data we handle, whether we collect it through our website, in person, or through other means.
Information we collect
Identity and contact details
Name, residential address, email address and phone number, professional details
Service related information
Transaction details, service preferences, marketing preferences, loyalty programme information, feedback, complaints and survey responses
Financial and payment information
Payment details, credit reference information, banking or payment card information
Digital information
IP address, location information, search and browsing behaviour, website usage patterns, cookie preferences
Recordings
Call recordings, records of meetings and decisions
Professional information (for job applicants)
Employment history, professional experience, authorisations and licences, professional registrations, right to work information
How we collect personal data
Directly from you: when you interact with us, contact us, fill out forms
Automatically: when you visit our website, use our technologies, interact with our online services
From third parties: service providers, business partners, previous employers, government organisations
From publicly available sources: Companies House, professional networking sites like LinkedIn
How we use your information
Data protection law requires us to have proper legal reasons for using your personal data. We can only use your information when we have one or more of these legal bases:
Consent: You have clearly agreed to us using your personal data for a specific purpose
Performance of a contract: We need to use your information to fulfil a contract with you
Legal duty: We must use your information to comply with the law
Vital interests: We need to use your information to protect someone's life
Public interest: We need to use your information to perform a task in the public interest
Legitimate interests: We have a genuine business reason to use your information
Where we rely on legitimate interests, we have conducted balancing tests considering: the nature of our legitimate interest, the impact on you, safeguards we can implement, your reasonable expectations, and the broader context of our relationship.
How we use your information in detail
Managing your account and providing our services
• Enable you to access and use our website and app
• Process orders, dispatch and delivery of products
• Contact you about our services and respond to support requests
• Internal record keeping, invoicing and billing
Legal basis: Performance of Contract, Legal Duty, Legitimate interests
Client onboarding and verification
• Assess whether to take you on as a new client
• Perform anti-money laundering, anti-terrorism, sanction screening, fraud and background checks
Legal basis: Performance of Contract, Legal Duty, Public Interest, Legitimate interests
Business improvement and development
• Analytics on our website
• Market research and business development
• Operate and improve our services and platforms
Legal basis: Legitimate interests
Marketing and communications
• Send promotional information about our events and experiences
• Run promotions, competitions and offer additional benefits
Legal basis: Legitimate interests
Recruitment and employment
• Consider your application and keep you updated on progress
• Make reasonable adjustments for disabilities
• Monitor equality and diversity composition
• Ensure compliance with right to work requirements
Legal basis: Legitimate interests, Legal Duty, Consent, Performance of Contract
Our disclosures of personal data to third parties
We may disclose personal data to:
Service providers
• IT service providers including Heroku
• Data storage providers including AWS S3
• Web hosting providers including Netlify, GoDaddy, WhatsApp and Notion
• Payment processors including Stripe
• Communication and notification providers including Firebase, Expo and Twilio
• Marketing, advertising and analytics providers
Professional advisers
Bankers, auditors, insurers and insurance brokers, legal advisers
Business partners
Our existing or potential agents, business partners or contractors
Corporate transactions
If we merge with or are acquired by another company, your information may be disclosed to advisers and included in transferred assets
Legal and regulatory bodies
Courts and tribunals, regulatory authorities, law enforcement officers
Other parties
Third parties you have authorised, emergency services, any other parties as required by law
Overseas transfers
Where we store your information
We store your personal data in the United Kingdom. However, your information may be transferred outside the UK when our service providers are located overseas, when we work with overseas business partners, when using cloud-based services, or when required by law.
How we protect overseas transfers
When we transfer your personal data outside the UK, we ensure appropriate protection by:
- Only transferring to countries with adequate data protection
- Putting contracts in place requiring UK-standard protection
- Transferring to organisations with specific cross-border agreements
Children's Personal Data
We do not knowingly collect personal data from children under 13 without parental consent. If you are under 13, please do not provide personal data without asking your parent or guardian.
Parents and guardians have the right to: review personal data we hold about their child, request correction or deletion, refuse or withdraw consent, and contact us with any concerns.
Data retention
How long we keep your information
We only keep your data as long as needed to provide services, meet legal obligations, and handle complaints or legal issues.
How we decide retention periods
We consider: how much and how sensitive the information is, risk of unauthorised access, alternative ways to achieve our purposes, legal requirements, and the nature of our relationship.
When we no longer need your information
Once no longer needed, we will securely delete or destroy it in accordance with our policies and legal requirements.
Use of location services data
We collect your location via our mobile application to:
- Enable delivery drivers to deliver your order
- Enable you to track delivery drivers
- Generate and improve routes
- For security and safety
You can turn off location services in your account settings or mobile phone settings. Note this may affect our ability to provide services.
Your privacy rights and choices
Right of Access
Ask us for copies of your personal data
Right to Rectification
Ask us to correct inaccurate or incomplete data
Right to Erasure
Request deletion of your personal data
Right to Restrict Processing
Ask us to suspend processing in certain cases
Right to Data Portability
Receive your data in a structured format
Right to Object
Object to processing based on legitimate interests
Right to Withdraw Consent
Withdraw consent at any time
Marketing Opt-out
Opt-out of marketing communications at any time
How to Exercise Your Rights
Contact us using the details below. We may ask for proof of identity and will respond within one month (extendable to three months for complex requests).
Making a complaint
Contact us first
If you're unhappy with how we've used your personal data, please get in touch with us first. Give us full details about your complaint, we'll investigate promptly, and respond in writing explaining what we found and what we'll do.
Your right to complain to the ICO
You can also complain directly to the Information Commissioner's Office (ICO), the UK's data protection regulator:
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Protecting your information
We use multiple layers of security to protect your information:
Technical safeguards
Enterprise-grade encryption, regular security testing, automated threat detection
Operational security
Staff training, strict access controls, regular security audits
Physical security
Secure premises, secure document disposal, equipment security protocols
Public information: Any information you share publicly on online platforms (such as comments or reviews) can be accessed by others. We cannot control or protect publicly available information.
Cookies and analytics
We use cookies and similar tracking technologies to enhance your browsing experience. Cookies are small text files stored on your device that help us remember your preferences.
Essential cookies: Necessary for the website to function
Performance cookies: Help us understand how visitors interact with our website
Functionality cookies: Remember your preferences and settings
Marketing cookies: Deliver relevant advertisements and track campaign effectiveness
You can manage cookie preferences through our cookie preference centre, your browser settings, or our cookie policy. Note that disabling certain cookies may affect website functionality.
When you sign in with another account (like Google)
When you use single sign-on, we receive personal data from that provider based on your privacy settings (name, username, profile picture, etc.). We use this to create your profile and give you access to our services.
If you connected through Facebook, you can ask us to delete that data by emailing us.
Artificial Intelligence (AI) Technologies
We use AI and machine learning technologies in our business operations, including tools from third parties. We only use these when legally permitted and necessary.
How we use AI
• Conduct analysis and data processing
• Generate and modify content and coding
• Improve and optimise our services
• Automate routine tasks and communications
• Personalise your experience
• Support quality assurance and customer support
Transparency and control
We inform you when AI makes significant decisions, maintain human oversight, train staff on AI limitations, and verify AI outputs
Security
We use appropriate technical measures and regularly test AI outputs for accuracy and reliability
Risk mitigation
We regularly assess and document AI risks, implement appropriate measures, and continuously monitor performance
Amendments
We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.
Our contact details
Privacy contact email: swiftfooduk@gmail.com
Last update: 29 October 2025
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