Privacy Policy

Milgar Transport Solutions Ltd takes your data privacy seriously. We are an independent transport management and consultancy focused on supporting organisations with operator licensing requirements. In order to provide our services, we collect and use personal data which means we are a data controller and are committed to complying with Data Protection Laws including the UK General Data Protection Regulations (UK GDPR), the Data Protection Act 2018, and any subsequent laws.

In this Privacy Notice, we explain what information we collect, how we use it, and what rights individuals have in relation to the collection and processing of personal data.

Our contact details

Milgar Transport Solutions Ltd
Email: hello@milgartransportsolutions.co.uk
Tel/WhatsApp: +447808595086
Website: milgartransportsolutions.co.uk

If you have any questions about this notice or how we manage personal data, please contact us using the details above.

What personal data do we collect and process?

We collect the following types of data:

• General contact details such as name, address, email, telephone number.
• Business activities and job titles of the person whose information we process.
• Details of goods and services provided to you.
• Financial details such as credit history, payment, or bank details.
• For recruitment: employment and education history.
• Marketing preferences.
• Contract details, job descriptions, general communications, driving licence and performance details if you are an employee of an organisation where we deliver transport management services and we act as a data processor.
• Where we collect, store, or process personal data relating to employees in the course of delivering our services to an organisation, where the company is a data controller, we act as a data processor. Our Data Processor Agreement is available on request.

Special categories of personal data

In the course of delivering our services as a data processor, we may collect the following special categories of data:

• Medical information.
• Details of motoring convictions.

Conditions for processing this information relate to substantial public interest in relation to employment.

How we collect your information

In most cases we collect your data directly from you when you:

• Complete an online contact form.
• Provide information requested during the course of agreeing and delivering our contract for services.
• Speak to us on the telephone to discuss or use our services.
• Email or write to us to enquire about or use our services.

In relation to employment with us:

• Send us a CV.
• Provide information in relation to a contract of employment.

We also receive your data indirectly from the following sources:

• Social media sites.
• Public sources such as demographic data and market research.
• Credit agencies and publicly available company data sources such as Companies House.
• Employers where you are nominated as a point of contact.
• Employers where you are an employee subject to a service we deliver as a data processor.

Please remember: where you provide information relating to or on behalf of another individual, you must ensure you have their consent and provide them with a copy of your organisation's privacy notice and this one if required.

Why do we collect your information?

Where we collect and process personal data, we identify both the purpose and legal basis for doing so. There are six possible legal bases:

• Consent.
• Contract.
• Legal obligation.
• Vital interests.
• Public interest.
• Legitimate interests.

Our purposes and lawful bases

• Understand your requirements before entering a contract (contract).
• Ensure any contract meets client needs (contract).
• Fulfil our contract with clients and provide agreed services (contract).
• Manage operations and comply with internal policies (legitimate interests).
• Notify clients about changes to our service (legitimate interests).
• Process special category data for clients with consent and substantial public interest related to employment.
• Market similar services to existing customers (legitimate interests).
• Market services to new customers via business email addresses (legitimate interests).
• Direct marketing to new individuals (consent).
• Comply with legal obligations and regulatory requirements (legal obligation).
• Identify and prevent fraud (legitimate interests).
• Decide whether to enter into an employment contract (contract).
• Carry out background and reference checks for recruitment (contract).
• Communicate about potential or existing contracts (contract).
• Manage payroll and employment services (contract).

Where we rely on consent, you can withdraw it at any time by contacting us using the details above.

Legitimate interests are to improve our service, security, and prevent fraud or illegal activity in the interests of customers, employees, and shareholders.

Direct marketing

We may send details of similar services to those you have enquired about or purchased from us previously. You can opt out at any time by contacting us or by clicking "unsubscribe" on any messages you receive.

We do not share or sell your information for marketing purposes.

Who do we share your information with?

We may share personal data with:

• Accountants or payment service providers.
• Regulators and governing bodies, lawyers, and professional advisers.
• Software and cloud storage providers.
• Fraud detection agencies.
• Police and law enforcement where reasonably necessary.
• Employers where we deliver services on their behalf as a data processor.
• Regulators such as HMRC in respect of employment and payroll data.
• Selected third parties in connection with any future sale or transfer of our business.

International data transfers

We do not routinely process information outside of the UK, however some suppliers may be located overseas. Where this is the case, we ensure appropriate safeguards are in place such as adequacy decisions or standard contractual clauses.

Automated decision-making or profiling

We do not use personal data for automated decision making or profiling.

How long do we keep personal data for?

We retain personal data in accordance with legal and regulatory requirements and only as long as necessary to fulfil the purposes set out in this notice. We maintain and review a retention policy that documents how long we hold different types of data and delete or anonymise data when it is no longer needed unless we must keep it longer for legal, tax, accounting, or auditing purposes.

The criteria used to establish retention periods include:

• Where it is still necessary for the provision of our services.
• For the duration of a contract and for up to 2 years after it ends to maintain records and system security.
• Where required by statutory, contractual, or other legal obligations.

Your rights as a data subject

You have the following rights in relation to your personal data:

• Right to access.
• Right to rectification.
• Right to erasure.
• Right to restrict processing.
• Right to object to processing.
• Right to data portability.
• Right to withdraw consent at any time.

To exercise these rights or make a complaint, please contact us using the details at the beginning of this notice.

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Online: https://ico.org.uk/global/contact-us/
Helpline: 0303 123 1113

Contractual obligations and consequences

In some circumstances, providing personal data is required by law or by contract. If data is not provided, it may not be possible to fulfil or conclude a contract and it could be cancelled.

Cookies and similar technologies

Our website does not use cookies, however it is important to understand what cookies are and how you can manage them.

Cookies are small text files stored on your browser. They can provide useful functions, help keep a website secure, and help analyse how a website performs. Different browsers provide different methods to block or delete cookies. You can do this by changing your browser settings. To find out more, visit www.allaboutcookies.org.

When clicking external links or visiting social media platforms, you are redirected to those websites and their privacy settings apply.

Data security

We aim to protect personal data through technical and organisational measures to minimise risks associated with loss, misuse, unauthorised access, or disclosure. We maintain internal policies covering physical security, access control, anti-virus and malware protections, and password security measures.

Changes to this Privacy Notice

We keep this Privacy Notice under regular review and may update it from time to time. The latest version will be posted on this page.

Last updated: January 23, 2026.