Privacy Policy

Last Updated: November 2025

1. Who We Are

Freight Agency Limited (“we”, “us”, or “our”) is a company registered in England and Wales under company number 01989005. Our registered office is at:
15-17 Northgate, Baildon, Shipley, West Yorkshire BD17 6JZ

We are committed to protecting your personal data and respecting your privacy rights in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact:

Data Protection Officer
Email: Available via our website contact form
Post: 15-17 Northgate, Baildon, Shipley, West Yorkshire BD17 6JZ

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Identity and Contact Information

Name and title
Date of birth (where required for verification)
Gender (where voluntarily provided)
Postal address (including billing and delivery addresses)
Email address
Telephone and mobile numbers

3.2 Business and Transaction Information

Company name and registration details
VAT/EORI numbers
Purchase and order history
Payment information (processed securely by our payment providers)
Shipping and cargo details

3.3 Technical and Usage Data

IP address and location data
Browser type and version
Device information
Website browsing behaviour and preferences
Cookie data (see Section 10)

3.4 Communications and Preferences

Marketing and communication preferences
Correspondence with our customer service team
Feedback and survey responses

3.5 Special Categories of Data

We do not intentionally collect special categories of personal data (such as health information, racial or ethnic origin, religious beliefs, or biometric data) unless specifically required for a legitimate business purpose and with your explicit consent.

4. How We Collect Your Personal Data

We collect personal data through:

Direct interactions: When you contact us, request quotes, place orders, or sign up for services
Automated technologies: Through cookies and similar technologies when you visit our website
Third parties: From business partners, payment processors, credit reference agencies, and publicly available sources
Social media: Information you choose to make public on platforms like LinkedIn, Twitter, or Facebook

5. Legal Basis for Processing Your Data

We only process your personal data when we have a legal basis to do so under UK GDPR:

5.1 Contractual Necessity

Processing is necessary to fulfil our contract with you or to take steps before entering into a contract. This includes:

Processing orders and providing freight services
Managing your account
Processing payments

5.2 Legal Obligations

Processing is necessary to comply with legal requirements, including:

Customs and export regulations
Tax and accounting obligations
Regulatory compliance

5.3 Legitimate Interests

Processing is necessary for our legitimate business interests (or those of a third party), provided your rights do not override these interests:

Improving our services and customer experience
Fraud prevention and security
Marketing and business development
Network and information security
Protecting our legal rights

5.4 Consent

Where we rely on your consent, you have the right to withdraw it at any time.

This includes marketing communications and certain cookie uses.

6. How We Use Your Personal Data

We use your personal data for the following purposes:

6.1 Service Delivery

Processing and fulfilling freight orders
Managing shipping documentation and customs clearance
Tracking shipments and providing status updates
Handling delivery and collection arrangements

6.2 Account and Customer Management

Creating and maintaining your customer account
Verifying your identity
Processing payments and managing invoices
Responding to customer service inquiries and complaints

6.3 Business Operations

Analyzing and improving our services
Managing insurance claims
Conducting market research and customer surveys
Website analytics and optimisation

6.4 Marketing and Communications

Sending service updates and important notices
Marketing our products and services (with your consent or where legally permitted)
Personalizing your experience on our website

6.5 Legal and Compliance

Complying with legal and regulatory obligations
Preventing, detecting, and investigating fraud and crime
Protecting our legal rights and interests
Cooperating with law enforcement and regulatory authorities

7. Sharing Your Personal Data

We may share your personal data with the following categories of recipients:

7.1 Service Providers and Suppliers

We work with carefully selected service providers who process data on our behalf:

Shipping lines and haulage companies
Customs brokers and freight forwarders
IT and technology service providers
Payment processors and financial institutions
Insurance providers
Marketing and analytics providers

All service providers are required to maintain appropriate security measures and may only use your data to provide services to us and you.

7.2 Legal and Regulatory Bodies

We may disclose your data to:

Law enforcement agencies
Courts and tribunals
Regulatory authorities (e.g., HMRC, Border Force)
Government departments

7.3 Business Transfers

If we sell, merge, or reorganize our business, your personal data may be transferred to the new owner or successor entity.

7.4 What We Will Never Do

We will never sell or rent your personal data to third parties for their marketing purposes.

8. International Data Transfers

Due to the international nature of freight services, your personal data may be transferred to countries outside the United Kingdom and European Economic Area (EEA).

When we transfer data internationally, we ensure appropriate safeguards are in place:

Transfers to countries with adequacy decisions from the UK government
Standard Contractual Clauses (SCCs) approved by UK authorities
Binding Corporate Rules for international organizations
Other appropriate safeguards recognized under UK data protection law

9. How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations.

9.1 Typical Retention Periods

Customer account data: Duration of relationship plus 6 years
Transaction records: 7 years from end of financial year (tax requirements)
Shipping documentation: 6 years (legal claims period)
Marketing preferences: Until you withdraw consent or 3 years of inactivity
CCTV footage: 30 days (unless required for investigations)
Website analytics: 26 months

After the retention period expires, we will securely delete or anonymize your personal data.

Some data may be retained longer if required by law or for legal proceedings.

10. How We Protect Your Data

We implement robust security measures to protect your personal data:

10.1 Technical Measures

Encryption of data in transit and at rest
Secure firewalls and intrusion detection systems
Regular security updates and patches
Multi-factor authentication for system access

10.2 Organisational Measures

Strict access controls and need-to-know principles
Regular staff training on data protection
Confidentiality agreements with employees and contractors
Regular security audits and assessments

10.3 Data Breach Procedures

In the unlikely event of a data breach that poses a risk to your rights, we will notify the Information Commissioner’s Office (ICO) within 72 hours and inform affected individuals without undue delay.

11. Your Data Protection Rights

Under UK GDPR, you have the following rights:

11.1 Right of Access

You can request a copy of the personal data we hold about you (Subject Access Request).

We will respond within one month, free of charge.

11.2 Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

11.3 Right to Erasure (‘Right to be Forgotten’)

You can request deletion of your personal data in certain circumstances, such as when it’s no longer needed for its original purpose or you withdraw consent.

11.4 Right to Restriction of Processing

You can ask us to limit how we use your data while a complaint or request is being resolved.

11.5 Right to Data Portability

You can request your data in a commonly used electronic format and have it transmitted to another organization.

11.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

11.7 Rights Related to Automated Decision Making

You have the right not to be subject to decisions based solely on automated processing that significantly affects you.

We do not currently use automated decision-making systems.

11.8 How to Exercise Your Rights

To exercise any of these rights, please contact our Data Protection Officer using the contact details in Section 2. We may need to verify your identity before processing your request.

Please note that certain rights may not apply in all circumstances, and we may need to retain some data to comply with legal obligations.

12. Cookies and Similar Technologies

12.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website.

They help us improve your browsing experience and understand how visitors use our site.

12.2 Types of Cookies We Use

Strictly Necessary Cookies: Essential for website operation (cannot be disabled)
Performance Cookies: Collect anonymous information about site usage
Functionality Cookies: Remember your preferences and settings
Targeting/Advertising Cookies: Track your browsing for relevant advertising

12.3 Managing Cookies

You can control cookies through:

Your browser settings (instructions available at www.aboutcookies.org)
Our cookie consent tool when you first visit our website

Note: Blocking all cookies may prevent you from accessing certain website features.

12.4 Third-Party Cookies

Our website may include content from third parties (e.g., Google Analytics, social media plugins) that set their own cookies.

We don’t control these cookies; please refer to the respective third party’s privacy policy.

13. Marketing Communications

We may send you marketing communications about our services if:

You have given us explicit consent, or
You are an existing customer and we’re marketing similar services (soft opt-in)

13.1 Opting Out

You can opt out of marketing communications at any time by:

Clicking the unsubscribe link in any marketing email
Contacting our Data Protection Officer
Updating your account preferences

14. Children’s Privacy

Our services are not intended for children under 18. We do not knowingly collect personal data from children.

If you believe we have inadvertently collected such data, please contact us immediately.

15. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites.

Please review their privacy policies before providing any personal data.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

We will notify you of significant changes by posting a notice on our website or by email.

The ‘Last Updated’ date at the top of this policy indicates when it was last revised.

17. How to Complain

If you have concerns about how we handle your personal data, please contact our Data Protection Officer first.

We will investigate and respond to your complaint promptly.

If you remain dissatisfied, you have the right to lodge a complaint with the UK’s supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

18. Website Disclaimer

While we strive to ensure the accuracy of information on our website:

We make no warranties or representations about the accuracy, completeness, or suitability of website content
Website content is provided for general information only and should not be relied upon for specific advice
We accept no liability for losses arising from use of or reliance on website information

19. Copyright and Website Content

19.1 Permitted Use

You may:

Print or download content for personal use
Share individual extracts with third parties for personal use

19.2 Prohibited Use

You must not:

Modify any printed or downloaded materials
Use content for commercial purposes without permission
Reproduce website content on other websites or electronic systems
Use illustrations, graphics, or media separately from accompanying text

Thank you for reading our Privacy Policy.

If you have any questions or would like to exercise your data protection rights, please don’t hesitate to contact us.