Customs Declarations for EU Trade – Clearlight Brokerage Limited

PRIVACY POLICY

Our commitment to Privacy

Clearlight Customs Limited and Clearlight Brokerage Limited recognise and respect the importance of individual privacy and value the confidence of its clients. We take data security seriously and we comply with the law.

The increasing use of electronic means to conduct business makes the collection of personal data a necessity. Some of the information we collect is via our website or other electronic means. The majority is via direct personal relationships and meetings we hold with clients, potential clients and other organisations.

We provide this Policy as a service to clients and others who want to learn more about the data we handle and how we manage it. We collect and store data on the basis of legitimate interests.

You may read more about Clearlight Customs or Clearlight Brokerage on our websites:

www. clearlightcustoms.com and www.clearlightbrokerage.com.

Registration with the ICO

We are registered with the UK Information Commissioners Office.
Our registration number for Clearlight Customs Limited is ZA265264.
Our application number for Clearlight Brokerage Limited is A8511197

Our address is Clearlight Brokerage Limited
G26/27 Repton House
Bretby Business Park
Burton On Trent
DE15 0YZ

You can call us on 01283 553099 or 07498 955988 or 07498 955977

The Data We Collect

We only collect and store the personal data on the basis of legitimate interests

What data do we have?

We hold personal data such as title, name, company position, email address, business name and address, telephone numbers and individual training records.

We store client billing information such as bank details (bank name, bank account and sort codes) to allow for processing of sales and purchase invoices only. For clarity, we do not process credit or payment card information

We collect and store any other business data you choose to send to us. Some examples include email messages and their attachments and distribution lists, documents, reports, specific work instructions, service requests, training records, diagrams/charts, blog comments, social media posts.

We store specific data relating to Customs activity of your business. Some examples include: copy Customs authorisations, Customs documents, commercial documents, clearance instructions, audit reports and analysis, Customs transactions ( import/export/transit/other), licences.

We also collect data about your visits to our websites and services. Examples include IP address, website login information, connection type, equipment used, operating system and browser type. We also gather and analyse the full URLs visited, clicks made to and from our sites including date and time, cookie numbers and products, services and pages browsed.

Cookies & Analytics

We use cookies. A cookie consists of information sent by a web server to a web browser. It is stored by the browser. The information is sent back to a server each time the browser requests a page from that server. This enables the webserver to identify and track the web browser. Most browsers allow you to refuse to accept cookies. We do not cross-refer Cookies with personal information collected when you register with us

We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at:
https://policies.google.com/privacy

Special Category data

We do not collect or store Special Category data.

Where do we obtain data and why?

We obtain data from visits to our website, from emails, from telephone enquiries, occasionally we purchase data from reputable 3rd parties, and from face-to-face meetings.

We also collect data as a result of the transmission of data on your behalf to Customs. For example Customs declarations.

We use it for operational and regulatory purposes to manage potential, current and future work, to respond and track enquiries and to perform promotional activities including marketing.

Sources:
Via our website contact forms
The information collected when you register with us on our website is used to get in touch with you, to inform and shape our service offering, to conduct our day to day communications with you, and to support our marketing and promotional activities.

Via email and telephone enquiries
The information collected when you contact us via email or telephone is used to get in touch with you, to manage our day to day communications with you about potential, current and future business opportunities, and to support our marketing and promotional activities.

In-person at client meetings and public events
The information collected when we meet with you in person is used to get in touch with you, to manage our day to day communications with you about potential, current and future business opportunities, and to support our marketing and promotional activities.

Purchasing data from 3rd parties
Occasionally we source data from reputable third parties. We check that the sources are credible and comply with the law

From Customs systems
We offer services to transit your import and export data to Customs on your behalf. Where we provide this service we collect data from those official sources and store it with the data about you. For example Customs declaration responses via electronic means.

Using our services. Consent to use data

In using our services and particularly our website you consent to the above data being used as described. We will not sell or distribute your data or disclose it unless required to do so by law unless otherwise mentioned in this policy.

If you chose to subscribe to our email distribution lists we may ask for additional information to help us tailor products, services and marketing materials to suit you more personally and that you may be interested in. By subscribing to our mail lists you accept that your data will be used in this way.

You should note that we share links to other external sites and resources owned and operated by others. These links and the contents are not covered by our Privacy Policy and you should take appropriate measures to satisfy yourself of the external provider’s data privacy standards. We are not responsible for the content, accuracy or security of information of external links.

Sharing data

We will not share your personal information with 3rd parties for direct marketing purposes. We comply with and are registered with the Information Commissioners Office (ICO). We understand our responsibilities.

We take all reasonable care to prevent unauthorised access to your personal data and we comply with the law.

Data Retention – How long do we keep the data?

We only keep the data for so long as it is needed for business purposes or regulatory requirements. We maintain an internal list of the data we hold, the technical location of where it is stored and the retention period for each item. Our compliance with our retention rules are checked periodically

Accuracy of data held

We keep the data we hold up to date.

Annually we review the data we hold about you by contacting you to check that what we hold remains accurate, or by checking the data we hold against other available reliable sources to ensure it is accurate.

Data Security

We will take all reasonable physical, technical, administrative and organisational precautions to prevent the loss, misuse or alteration of both commercial/client data and particularly of your personal information and data.

Note that data transmission over the internet is inherently insecure. We will not guarantee the security of data and personal information sent over the internet. You are responsible for keeping any personal password and user details confidential. We will not ask you for your passwords.

We store the majority of our business and personal data with reputable cloud service providers. Reasonable steps are taken to check and verify the availability and security of data held by cloud service providers. We also store some data locally on paper and on physical computer devices such as laptops, smartphones and portable storage devices.

We routinely use mobile devices such as laptops, smartphones, and portable data storage devices to collect and store data. All devices are locked when unattended with screen locks to avoid tampering. Appropriate software is used to protect data including 2-factor authentication, password managers, malware detection, anti-virus detection and backup.

Physical devices owned by the company are password-protected, encrypted and stored in key locked storage when out of use.

Whilst travelling staff are encouraged to ensure devices are supervised and protected at all times. Staff lock devices and avoid leaving devices unattended in vehicles, hotel rooms, client meeting rooms/offices and when in public places.

Our business office doors and windows are kept locked when not in use and access is limited to authorised persons at all times. The business park location of our offices has a range of measures provided by 3rd parties to manage access and security.

We hold limited paper records in locked storage cabinets. Where practical personal data is not printed. Any paper records containing personal data that are not needed are shredded.

Use of your data

The personal data we collect may be used in the following ways:

To administer our website, and to improve user experience by personalising it and to enable some services on the site.
Send marketing and other relevant information. You may opt-out at any time.
Send our newsletter and other communications we think you may be interested in. You can opt-out at any time.
Send invitations to competitions, surveys and questionnaires. You can opt-out at any time.
Provide 3rd parties statistical information about website use, but this will not contain personal information.
Handle enquiries made by you about our website or our services or products.
To operate our businesses and maintain our services to you.
To transmit data to Customs where you have selected those services.
To communicate with Customs and answer regulatory enquiries.

We will not share your personal information with 3rd parties for direct marketing purposes.

Exercising your rights regarding personal data

We recognise your rights regarding personal data. The details in this policy informs you of the types of data we hold.

You may request access to the data we hold about you by contacting us. Our contact details and the process is included in this policy.

If you find an error and you notify us we will put it right.

We recognise your right to data portability.

Our knowledge of our data protection responsibilities

Our staff are aware of their responsibilities and business responsibilities regarding data protection. We regularly update our understanding of the law and practical issues around data protection and revise/communicate changes to this policy accordingly.

Disclosure

We may disclose information about you to our persons of significant control, directors, employees, officers, agents, suppliers or sub-contractors in so far as it is reasonable for the purposes of this policy.

We may disclose information about you:-
To the extent required by the law.
In connection with legal proceedings.
To establish or defend our legal rights including fraud prevention and credit risk checks.
To prospective purchasers or our business, or assets, that we are contemplating selling.

Except as defined in this policy we will not disclose your data to 3rd parties.

International Data Transfers

Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this privacy policy.
Information which you provide may be transferred to countries which do not have data protection laws equivalent to those in force in the European Economic Areas (EEA).
You expressly agree to such transfers of personal information.

Surveys, Newsletters and Competitions

We always aim to improve the services we offer. In order to do this from time to time, we canvass clients to inform you of service changes, products or other relevant information. We may do this via surveys, questionnaires, newsletters, mini-websites(landing pages) that are a subset of our main website, by telephone, email or SMS (text message) provided you have provided us with prior express permission to do so.

We also run competitions and may contact you to give you the opportunity to enter. Participation is voluntary, there is no obligation to participate, and you may opt-out at any time.

Privacy & Data Policy Amendments

We will review our data security policy from time to time. The current version of the policy will always be displayed on our website. Changes will be advertised on parts of our website and social media channels. We recommend that you check our policy regularly for changes.

Your consent

By submitting your personal information to us you consent to the use of that information as described in this policy. Amendments to the policy will be displayed on the website so that you may be aware of how we use your information at all times. Continued use of our website signifies you agree to changes to policy changes.

Opting Out of Marketing & Changing Contact Preferences

You may notify us of your wishes to opt-out of marketing information at any time by emailing us as follows;

For Clearlight Customs Limited info@clearlightcustoms.com

For Clearlight Brokerage Limited admin@clearlightbrokerage.com

Alternatively, you may contact us using any of the methods noted in the CONTACT US section of this policy below. You can call us on 01283 553099

We will act on your instructions by updating our records.

In practical terms, we wish to make you aware that some contact campaigns may already be underway based on the contact information and preferences we already hold. Therefore you may still receive information for a short period of time after your request to amend your details and/or contact preferences. Never the less will make every reasonable effort to comply with amendments to your information where they are already part of an ongoing, active campaign that has been prepared.

We expect that any changes requested would be fully activated and effective after 30 days.

Updating Your Information held with us

Please let us know if you believe that any data we hold about you may be incorrect. You may contact us using the information in the CONTACT US section of this policy.

You can email us with updates as follows;
For Clearlight Customs Limited info@clearlightcustoms.com
For Clearlight Brokerage Limited admin@clearlightbrokerage.com

We will act and make the necessary corrections requested.

Contacting Us

You can contact us about this policy in various ways as listed here. You may request that we provide to you records of the personal information we keep. There is no charge for this service and we will comply with the ICO requirements for the provision of this information.

In writing or in-person to Clearlight Customs Limited
G26/27 Repton House
Bretby Business Park
Burton On Trent
DE15 0YZ

Clearlight Brokerage Limited
G26/27 Repton House
Bretby Business Park
Burton On Trent
DE15 0YZ

By phone: 01283 553099 or 07498 955988 or 07498 955977

By email: info@clearlightcustoms.com admin@clearlightbrokerage.com

Website: Use the contact forms at www.clearlightcustoms.com and www.clearlightbrokerage.com

Last Updated 19 November 2019

Customs Declarations for EU Trade – Clearlight Brokerage Limited

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