Version 1.0 — last updated 15 October 2026. This notice explains what personal data InstaParcel collects, why, who it is shared with and how long it is kept. It replaces an earlier placeholder page.
1. Who we are
InstaParcel is a trading name of Perceptive Consulting Solutions Ltd, a company registered in England and Wales, company number 07964886, registered office 6 York Way, Harlestone, Northamptonshire, England, NN5 6UX. We are the data controller for the personal data described in this notice.
For anything about your personal data, email help@instaparcel.co.uk. We have appointed a Data Protection Officer; to reach them directly, mark your message for the attention of the Data Protection Officer. We will provide their name and direct contact details on request.
2. What we collect
| Category | What it includes |
|---|---|
| Account and contact details | Your name, business name, email address, telephone number, billing address, and the username you use to sign in. |
| Booking details | Collection and delivery addresses, the contact name and telephone number at each end, what the consignment is, its weight and dimensions, the dates and times you need, and any instructions you give the driver. |
| Delivery records | Proof of delivery including the name of the person who signed, the time, and where applicable a photograph taken at the delivery point; the driver’s recorded arrival and departure times. |
| Payment details | For card payments, the transaction result and the last four digits and card type. We never see or store your full card number — the card is entered directly with our payment provider. |
| Terms acceptance record | If you accept our terms of carriage when booking, we record which version you accepted, the time, your IP address and your browser user agent. This exists so we can show, if a charge is later disputed, exactly what you agreed to. |
| Technical and usage data | IP address, browser and device type, the pages you viewed and how you reached us. |
We do not ask for or knowingly collect special category data (such as health information), and we do not use automated decision-making or profiling that has a legal or similarly significant effect on you.
3. If you are receiving a delivery rather than booking one
Much of the personal data we handle is about people who did not book with us: the recipients of consignments. Where a customer gives us a recipient’s name, address and telephone number, that customer decides what is being sent and to whom. We use those details only to carry out and prove the delivery, and to contact the recipient about that specific consignment.
If you are a recipient and want to know where your details came from, or want them corrected or erased, contact us at help@instaparcel.co.uk. We may need to refer you to the sender where they, not we, decided to send the consignment.
4. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Quoting, booking, collecting and delivering a consignment, and dealing with you about it | Performance of a contract |
| Taking payment, invoicing, and recovering unpaid amounts | Performance of a contract, and our legitimate interest in being paid |
| Keeping proof of delivery, waiting times and terms acceptance so a charge or a claim can be evidenced | Legitimate interests — being able to substantiate what happened on a job |
| Keeping accounting and tax records | Legal obligation |
| Responding to support enquiries and complaints | Legitimate interests, or performance of a contract |
| Keeping our website and booking system secure and working | Legitimate interests |
| Analytics cookies that measure how the website is used | Consent — see section 9 |
| Sending you service messages about a booking you have made | Performance of a contract |
Where we rely on legitimate interests, we have considered whether the use is fair to you and limited it to what the purpose needs. You can object to any of it — see section 8.
5. Who we share it with
We do not sell personal data and we do not share it for anyone else’s marketing.
- The carrier or driver performing your delivery. A consignment cannot be delivered without the collection and delivery details, so these are passed to whoever carries it. For next-day parcels that is currently DHL and our express services; for same-day and dedicated work it is the driver or carrier we assign to the job. Where a customer needs a particular carrier — for example UPS, FedEx or DPD — we can arrange it, and the consignment details would go to them instead. All of these are UK-based operations.
- Our delivery management platform, InstaDispatch, which is operated by the same company and is where bookings, routes and proof of delivery are recorded.
- Payment providers — Stripe and PayPal — who process card and account payments and are the only parties who see your full card details.
- Google, for Google Analytics (measurement ID G-PD8TY8W4BJ) and for address lookup in our booking form, where the partial address you type is sent to Google Places to suggest a match.
- PostHog, which records anonymous product analytics for our booking widget on servers in the European Union.
- Microsoft, for Clarity, which records how pages on this website are used — only if you accept analytics cookies.
- Our accountants and professional advisers, where they need it to do their work for us.
- HMRC, regulators, insurers and law enforcement, where we are legally required to provide it or need it to defend a claim.
6. Sending data outside the UK
Most of what we do stays in the UK. Some of our suppliers — including Google, Stripe and PayPal — are based outside the UK or process data outside it. Where that happens, the transfer is covered either by UK adequacy regulations or by the International Data Transfer Agreement or Addendum approved by the UK government. For an international consignment, the delivery details necessarily go to the destination country and to its customs authority.
7. How long we keep it
| What | How long |
|---|---|
| Your account and contact details | While your account is open, then up to 6 years after your last booking |
| Booking, consignment and proof-of-delivery records | 6 years from the date of the job, because they evidence a contract and a charge |
| Invoices, payment records and other accounting records | 6 years after the end of the financial year they relate to, as UK tax and company law require |
| Terms acceptance records | 6 years, matching the booking they relate to |
| Support emails and complaint correspondence | Up to 3 years after the matter is closed |
| Website analytics | Up to 14 months |
Where a claim, dispute or investigation is live, we keep the records it concerns until it is finished, even if the period above has passed.
8. Your rights
Under UK data protection law you can ask us to give you a copy of the personal data we hold about you; correct it if it is wrong; delete it; restrict how we use it; or provide it in a portable form. You can object to use we base on legitimate interests, and you can withdraw consent at any time where we rely on consent.
Email help@instaparcel.co.uk and we will respond within one month. There is no charge. We may ask you to confirm who you are before we release anything. Some requests have limits — for example, we cannot delete a delivery record we are legally required to keep, and we may keep what we need to defend a claim.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
9. Cookies and analytics
Cookies that are strictly necessary — keeping you signed in, remembering what is in a booking, and security — are set without asking, because the service cannot work without them.
Everything else is asked about first. A banner appears when you arrive, and until you accept:
- Google Analytics 4 (measurement ID G-PD8TY8W4BJ) runs with analytics and advertising storage switched off, so it sets no analytics cookies. It starts doing so only if you accept.
- Microsoft Clarity, which records how pages are used, is not loaded at all until you accept.
- Our booking widget uses PostHog for product analytics, configured without cookies and without recording your identity.
One exception we would rather tell you about than hide: a first-party cookie named aos_attr is set when you arrive, recording how you reached the site — the campaign parameters in the link you followed and the first page you landed on. It is not strictly necessary and it should sit behind the banner like the others. We are changing that. In the meantime you can clear or block it in your browser, and it contains no name, email or address.
You can change your mind at any time by clearing cookies for this site, which brings the banner back. If your browser sends a Global Privacy Control signal we treat that as a refusal and do not ask. You can also use Google’s own Analytics opt-out add-on.
Cookies that are strictly necessary — keeping you signed in, remembering what is in a booking, and security — are set without consent because the service cannot function without them. You can clear or block cookies in your browser at any time, though signing in may stop working if you block all of them.
10. Marketing
We may email existing business customers about services related to the ones they have already used. Every such message has an unsubscribe link, and unsubscribing stops marketing immediately. It does not stop service messages about a booking you have placed, because we need those to deliver your consignment. We do not buy marketing lists.
11. Keeping it secure
Access to customer and consignment data is restricted to staff and drivers who need it for the job in front of them. Data is encrypted in transit, accounts require individual logins, and card details are handled entirely by our payment providers rather than by us. No system is perfect; if a breach affects your rights we will tell the Information Commissioner’s Office within 72 hours and tell you where we are required to.
12. Changes to this notice
If we change this notice we will update the version and date at the top. Where a change materially affects how we use your personal data, we will tell account holders by email rather than relying on you to notice.