TRANS INTERNATIONAL FORWARDERS LIMITED
Trans International Forwarders Ltd. is a freight forwarder and to enable us to provide an efficient freight management service we require certain information from our customers, which, in some circumstances may include personal data, where any such personal data is processed then this policy applies.
We are committed to being open and transparent about how we collect, safeguard, and use data and in meeting our data protection obligations under The Data Protection Acts 1988 and 2003 (as amended 2018) and the General Data Protection Regulation (the GDPR) 2018.
What is personal data?
The GDPR defines personal data as “any information that relates to an identified or identifiable individual who can be identified, directly or indirectly, from the information being processed” however it shall not be deemed as personal data unless the data itself relates to the individual.
Grounds for processing personal data
Under the DPAs and the GDPR, we are required to comply with legal grounds or lawful basis for processing any personal data.
The legal grounds for processing personal data are as follows:
- Performance of a contract;
- Legal obligation;
- Vital interest;
- Public interest; or Legitimate interests.
We may be able to rely a number of legal bases for collecting any personal data, in particular, performance of our contract with the customer, legal obligation and necessary for our legitimate interests.
Explicit consent is required where special categories, also known as sensitive personal data are being processed.
What type of information do we collect?
We collect and process information from our customers in order to provide freight-forwarding services – we collect:
- Customer / billing name and address
- E mail address and telephone numbers
- Payment methods / bank accounts / payment card details
- Collection and delivery information
All customer information and data is collected via telephone, postal and e mail systems.
Where we respond to return email addresses, those addresses are not used for any other purpose than for the provision of our freight services.
Customer payment details are submitted securely through our online payment systems.
How do we use the information?
We only process customer information and data for the purpose of fulfilling our freight forwarding services:
- to set up customer account administration
- to provide the required freight forwarding service
- to provide a record of previous orders and transactions
- to fulfil our legal obligations (e.g .UK and international transportation, Border & Customs, HMRC requirements etc.)
- to meet financial audit requirements
How do we protect information?
We ensure that all customer information and data is kept safely, securely and in such a manner as to prevent unauthorised access, use, destruction or disclosure.
- We maintain a secure electronic system with protected passwords
- All electronic financial transactions are encrypted
- We train employees on confidentiality of information and data security
We treat all customer information and data confidentially, customer information and data will only be shared with third parties ( e.g. carriers, couriers, overseas agents etc. ) for the legitimate purpose of providing our freight forwarding services and conducting our business operations. We do not allow any third party to use customer information or personal data for marketing or any other purpose. We require all third parties to respect any personal data and treat it in accordance with legal obligations.
How long do we keep information for?
The GDPR requires us to retain data for no longer than reasonably necessary and we will endeavor to keep all customer information and data accurate and up to date and not keep it for longer than is necessary for our business requirements however In some instances the law sets the length of time information has to be kept (e.g. HMRC and financial requirements).
Retention of information.
We will keep information for a period of:
- customer orders 6 years
- invoices - 6 years.
- Letters & other correspondence 6 years
Destruction of information.
We are responsible for the continuing process of identifying customer information and data that has met the required retention period and ensuring their destruction.
All customer information and data no longer required to be retained is to disposed of by means of:
- secure shredding services for all paper records
- destruction of electronic records from business computer systems ( e.g. customer database, stored e –mails etc. )
Rights in relation to personal data.
We respect the right of data subjects (any individual for whom we process and/or hold personal data) to access and control any personal data held by the company:
A data subject has a number of rights, they can:
- access and obtain a copy of their data on request
- require us to change incorrect or incomplete data
- require us to delete or stop processing their data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of their data where we are relying on its legitimate interests as the legal ground for processing; and
- ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not their interests override our legitimate grounds for processing data
To exercise any of these rights it must be done in writing to a Director at Trans International Forwarders Limited, Beacon Innovation Centre, Camelot Road, Beacon Park, Gorleston, Great Yarmouth, Norfolk NR31 7RA
If a data subject believes that we have not complied with their data protection rights, they can complain to the Information Commissioner.