Privacy Policy
Version 1.1 · Issued 16 October 2026
This Privacy Policy explains how Bities Ltd (Bities, we or us) handles personal information for enquiries, quotations, bookings, transport services, communications, payments, complaints and website use. Bities Ltd is the controller of that information. Our identity and contact information are set out in Company Information and Contact Details.
1. Information we collect and where it comes from
1.1 We collect the following information:
- names and contact details;
- collection and delivery addresses and access instructions;
- item descriptions, inventories and declared values;
- booking details and messages;
- quotation photographs;
- payment references and accounting records.
1.2 We may record the condition of items at collection or delivery, signatures, timestamps and relevant photographs. We do this to evidence the service and to investigate concerns.
1.3 We usually receive information directly from you. A person arranging a job may also give us details of a seller, sender, recipient or other contact. We use those details only where needed for the service and associated lawful purposes, and we provide privacy information as required.
1.4 Payment-service providers handle payment credentials under their own arrangements. We receive the transaction and payment-status information we need to administer your booking.
1.5 Optional website analytics and permitted marketing may generate usage or engagement information.
2. Why we use your information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Quotations and services | Contract, or steps you request before a contract, where you are the contracting individual. For business representatives, sellers and recipients who are not parties to our contract, legitimate interests in arranging and delivering the service may apply. |
| Payments and accounts | Contract administration, and legal obligations relating to accounts and tax. |
| Safety, condition records, complaints, claims and debt recovery | Legitimate interests in safe operations, protecting property, investigating issues and establishing or defending rights. Legal obligation where applicable. |
| Optional analytics | Consent, for the analytics described in the Cookie Policy. |
| Direct marketing | Consent where required. Legitimate interests only where the applicable electronic-marketing rules permit the activity. These bases do not override your marketing preferences. |
2.1 Where we rely on legitimate interests, we balance them against your rights and reasonable expectations.
2.2 We do not make solely automated decisions that produce legal or similarly significant effects on customers.
3. Marketing and service messages
3.1 A booking does not, by itself, give consent to promotional email or WhatsApp messages.
3.2 We send electronic marketing to individual subscribers only with valid consent, or where every requirement of an applicable exception is met. The products-and-services soft opt-in requires that you are offered an opportunity to opt out when your details are collected and in every later marketing message. A later unsubscribe link alone is not sufficient.
3.3 Marketing messages include a simple way to opt out. You may also object through Company Information and Contact Details. We stop direct marketing when you object, and we may keep a minimal suppression record so that we respect your choice.
3.4 Necessary service, payment and complaint messages are separate from promotional messages.
4. Photographs and external platforms
4.1 Photographs of goods or access areas help us assess a job and plan safe handling. Please avoid unnecessary images of people, identity documents or sensitive information.
4.2 We do not use quotation or delivery photographs for publicity without an appropriate separate basis and any required permission.
4.3 Messaging and social-media providers also process information under their own privacy arrangements. If you prefer another available contact method, use the contact details in Company Information and Contact Details.
5. Who can access and receive your information
5.1 Authorised Bities staff access the information they need for their work.
5.2 We share the information necessary for the purpose with:
- professional advisers, such as accountants, insurers and legal advisers; and
- technology providers supplying hosting, communications, payment processing, accounting, analytics, permitted marketing and customer-review systems.
5.3 Collection and delivery contacts receive the information needed to coordinate the relevant service.
5.4 We may disclose information where the law requires it, or where it is reasonably necessary to protect people, property or legal rights.
5.5 We do not provide customer lists to unrelated businesses for their own marketing.
6. International access and safeguards
6.1 Some technology suppliers may process information outside the UK.
6.2 Where a restricted transfer occurs, we use applicable safeguards, such as adequacy regulations or approved contractual arrangements.
6.3 Contact us for details of the safeguards relevant to your information and, where applicable, how to obtain a copy.
7. How long we keep your information
7.1 We keep information only for as long as we need it for its purpose, for our legal obligations and for legitimate claims.
| Information | Retention |
|---|---|
| Accounting records | Normally the applicable statutory period, generally six years from the end of the relevant company financial year, and longer where required. |
| Booking and claim records | Normally up to six years after completion or resolution, subject to a documented reason to keep them longer or delete them sooner. |
| Unconverted enquiries and routine quotation photographs | Reviewed after 12 months without further relevant activity, and deleted when no longer needed. |
| Supporting material for an actual booking | Kept only where useful for that booking, our accounts or a potential dispute. Not every image is kept for the full booking-record period. |
| Marketing details | Kept only while there is a valid basis and a continuing need. Suppression records may be kept longer to prevent unwanted contact. |
7.2 Open disputes and legal preservation requirements may extend these periods.
7.3 Website cookie durations are set out in the Cookie Policy. Analytics retention follows the configured provider settings.
7.4 We review the information we hold and apply deletion or anonymisation where appropriate.
8. Security and your choices
8.1 We restrict access to authorised people and use appropriate technical and organisational safeguards. No system provides an absolute guarantee of security.
8.2 We may need the information required to quote or perform a booking in order to provide that service. Optional marketing consent is not a condition of booking.
9. Your rights
9.1 Depending on the circumstances, you may:
- request access to your information;
- ask us to correct it;
- ask us to erase it;
- ask us to restrict its use;
- request portability of your information; and
- object to processing based on legitimate interests.
9.2 You may withdraw consent at any time. Withdrawal does not affect processing that took place earlier lawfully.
9.3 Your right to object to direct marketing is absolute.
9.4 Send requests using the details in Company Information and Contact Details. We may take reasonable steps to verify your identity. We will respond within the applicable statutory timescale and will explain any lawful extension or exemption.
10. Complaints and updates
10.1 Please contact Bities first about any privacy concern.
10.2 You may complain to the Information Commissioner’s Office at ico.org.uk without first completing our internal process.
10.3 We update this policy when our processing changes. The date and version at the top of this page identify the current notice.