HS privacy document
Privacy notice
Controller identity
Controller: HS GROUP GLOBAL LIMITED, company number 16004145, registered in England and Wales.
Registered office: Centre Office Unit 6 Bradburys Court, Lyon Road, Harrow, United Kingdom, HA1 2BY.
Operations base: Unit A3-A4, Hay Hall, Redfern Rd, Tyseley, Birmingham B11 2BE.
Email, privacy, claims and complaints contact: admin@hsgroupglobal.uk.
Main WhatsApp / consumer / student / general booking: 07900099696. Secondary WhatsApp / B2B operations: 07464409332.
HS is generally the controller for customer booking, quote, operational, invoice, claims and service records.
Scope
This Privacy Notice applies to website visitors, quote enquiries, WhatsApp enquiries, consumer moving customers, student storage customers, B2B/commercial/account customers, school/university/student society contacts, suppliers, partners, couriers, operational contacts, claimants, recipients and authorised representatives where relevant.
Cookies and similar technologies are covered separately in the Cookie Policy.
Categories of personal data
Customers should not send full payment card details, CVV codes, passwords or highly sensitive information by WhatsApp, email or general website forms.
| Category | Examples |
|---|---|
| Identity data | Name, contact name, business contact and authorised representative. |
| Contact data | Email, phone number, WhatsApp number, collection address, delivery address and billing address. |
| Service data | Collection/delivery address, student accommodation, access details, gate/reception information, item list, item photos/videos, packing information, delivery instructions and route details. |
| Booking data | Quote, invoice, payment link, booking confirmation, deposit/balance, service date/window and WhatsApp/email acceptance record. |
| Payment data via Stripe | Payment status, payment reference, transaction ID, payment amount, billing details where available, card brand/last four if shown by Stripe, and payment risk/fraud status if made available. HS does not collect or store full card numbers, CVV codes or full payment card details. |
| Payment data via bank transfer | Payer name, account name if shown, payment reference, remittance advice, invoice number, amount, payment date and bank reconciliation records. |
| Communication data | WhatsApp messages, email messages, call notes, customer support messages and operational updates. |
| Claim/dispute data | Claim evidence, damage photos, packaging photos, proof of delivery, proof of value, proof of ownership, insurance correspondence and legal/dispute correspondence. |
| Website/technical data | IP address, device/browser data, cookies, analytics data, tracking tokens and customer portal access logs where applicable. |
| B2B/account data | Business name, company address, billing contact, purchase order, account status, credit/payment history and invoice dispute records. |
| Legal/compliance data | Debt recovery records, complaints, legal notices, fraud prevention notes, audit/accounting records and regulatory correspondence. |
Purposes and lawful bases
HS does not use consent as the default lawful basis for normal booking, payment or service processing. Consent is used where required, such as for non-essential cookies or certain marketing.
| Purpose | Data used | Lawful basis | Notes |
|---|---|---|---|
| Respond to quote enquiries | Identity, contact, service and communication data | Contract steps / legitimate interests | To respond before a booking is formed. |
| Prepare and send quotes | Identity, contact, service, booking and access data | Contract steps / legitimate interests | Includes route, access, item list and pricing assessment. |
| Confirm bookings | Identity, contact, booking, payment status and communication data | Contract | Includes WhatsApp/email acceptance records and payment link records. |
| Provide moving/storage/delivery services | Service, booking, contact, access, item and delivery data | Contract | Includes collection, storage, route planning and return delivery. |
| Arrange student storage and return delivery | Student accommodation, contact, booking, item and courier/access data | Contract | Includes fixed-term packages, campus/access details and return delivery. |
| Manage B2B account/customer orders | B2B/account, purchase order, invoice, service and delivery data | Contract / legitimate interests | For commercial delivery and account administration. |
| Process payments | Payment status, transaction reference, billing details, amount and payment records made available by the provider | Contract / legitimate interests / legal obligation | Stripe or bank transfer may be used depending on customer type and HS approval. |
| Issue invoices and receipts | Identity, billing, booking, VAT/payment and account data | Contract / legal obligation | For VAT, accounting and customer records. |
| Prevent fraud and payment disputes | Payment, transaction, risk/fraud, communication, IP/technical and booking data | Legitimate interests / legal claims | Includes chargebacks, suspicious payment instructions and misuse prevention. |
| Customer support and WhatsApp/email communication | Contact, communication, booking and service data | Contract / legitimate interests | To answer questions, send service updates and resolve issues. |
| Claims handling | Claim/dispute data, item photos, POD, proof of value/ownership and insurance correspondence | Contract / legitimate interests / legal claims | Includes loss, damage, delay or missing-item claims. |
| Debt recovery | Invoice, payment, account, communication and legal/compliance data | Legitimate interests / legal claims | For unpaid invoices, overdue charges or recovery action. |
| Tax, accounting and record-keeping | Invoice, VAT, payment, bank transfer and accounting records | Legal obligation / legitimate interests | Includes HMRC, accountant/bookkeeper and audit records. |
| Website operation and security | Technical data, IP address, logs, essential cookies and access records | Legitimate interests / contract | To keep the website and customer access features working securely. |
| Analytics and marketing cookies | Cookie identifiers, device/browser data, analytics events and ad pixels | Consent where required | Non-essential cookies/pixels should not run before valid consent unless a legal exception applies. |
Payments and payment providers
Consumer and student payments are generally processed through Stripe payment links or Stripe checkout. HS does not normally accept bank transfer from consumer/student customers unless HS expressly agrees in writing.
B2B, commercial or account customer payments may be processed through Stripe or by bank transfer where HS agrees.
HS does not collect or store full payment card numbers, CVV codes or full payment card details. Customers should not send full card details by WhatsApp, email or website forms.
Stripe handles card/payment processing. Stripe may provide HS with payment status, transaction reference, transaction ID, customer name, email, billing details, payment amount, invoice/payment link records and fraud/risk/payment confirmation data as made available by Stripe.
Bank transfer payments are processed through HS's bank. Bank transfer details may appear in bank statements, remittance records, invoice records, reconciliation records and accounting systems.
Sharing personal data / recipients
HS shares only what is necessary for the relevant purpose. Depending on the service, HS may share personal data with staff, drivers, operations team, associated operational resources where applicable, couriers, subcontractors, external specialist providers, warehouse/depot/storage partners, Stripe and other payment providers, banks, accountants, bookkeepers, HMRC, insurers, brokers, loss adjusters, legal advisers, debt recovery advisers, courts, IT/hosting/database/email/CRM providers, WhatsApp/Meta, Google Workspace/Gmail, Resend, Vercel, Cloudflare, Supabase, Google Drive, Google Sheets, Google Analytics, Google Ads, Google Maps, verified review display tools and public authorities where legally required.
HS does not sell customer personal data.
International transfers
Some providers may process personal data outside the UK. HS uses providers with appropriate safeguards where required, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU standard contractual clauses, or provider contractual safeguards.
Retention
Payment records may be retained longer where required for tax, accounting, audit, fraud prevention, chargebacks, disputes, debt recovery or legal claims.
HS does not keep personal data longer than needed for the relevant purpose.
| Data type | Typical retention | Notes |
|---|---|---|
| Quote enquiry | 12 months | For enquiry follow-up and business records. |
| Failed/unconverted enquiry | 12 months | Unless needed for complaint, dispute or legal record. |
| Completed booking records | 6 years after completion | Contract, service, accounting and dispute records. |
| Invoice/payment/accounting records | 6 years after the relevant financial year end, or longer if legally required | Includes Stripe records made available to HS, bank transfer records, invoice and reconciliation data. |
| Claim/dispute file | 6 years after closure | Includes claim evidence, photos, correspondence and legal/insurance records. |
| WhatsApp messages | 12 months unless needed for booking, claim, dispute or legal record | Important contract-formation evidence. |
| Item photos/videos | 12 months unless needed for claim/dispute | Kept only as long as needed for service evidence, claim or dispute. |
| Tracking proof / POD | 12 months unless needed for claim/dispute | Needed for service evidence and disputes. |
| Marketing consent | Until withdrawn or no longer used | Consent evidence may be retained while marketing is used. |
| Abandoned goods file | 6 years after closure/disposal decision | Includes formal notices and decision records. |
| Cookie consent records | For the life of the consent setting or policy cycle | Used to evidence consent choices without storing more personal data than needed. |
| Customer tracking tokens/access records | Short and security-focused | Used to keep customer tracking access secure. |
Customer rights
Rights may be subject to legal limits, including where HS needs records for contract, claims, legal, tax, accounting, audit, fraud prevention, chargeback or debt recovery reasons.
Privacy contact: admin@hsgroupglobal.uk.
- access personal data;
- correct inaccurate data;
- request deletion;
- restrict processing;
- object to processing;
- data portability where applicable;
- withdraw consent where processing is based on consent;
- complain to the ICO.
Marketing, cookies, students and security
HS sends marketing emails, SMS or WhatsApp messages only where it has a lawful basis and, where PECR requires it, valid consent or another permitted basis.
Non-essential cookies, analytics and marketing pixels do not run before valid consent unless a legal exception applies. Cookies and similar technologies are covered in the Cookie Policy.
Some customers may be students. HS avoids knowingly contracting directly with children without appropriate safeguards.
HS uses appropriate technical and organisational measures to protect personal data, including access controls, secure hosting, restricted staff access, careful sharing with drivers/subcontractors, operational controls and audit records where appropriate.
No system is perfectly secure. Customers should not send full payment card details, CVV codes, passwords or highly sensitive information through WhatsApp, email or general website forms.
Updates, contact and complaints
HS may update this Privacy Notice. This page shows the last updated date.
Privacy contact: admin@hsgroupglobal.uk. Claims and complaints contact: admin@hsgroupglobal.uk.
Customers can contact the UK Information Commissioner's Office if they are unhappy with how HS handles personal data.