Privacy policy

Fastwave Logistics is the controller of the personal information described in this policy. Our registered address is Fastwave Logistics Ltd, 1 Harbour Way, London, E16 1AA, United Kingdom.

This policy covers our website, our tracking and quotation tools, and the correspondence we exchange with customers, consignees, suppliers, and carriers. It does not cover third-party sites we link to, which run their own policies.

We collect only what a freight movement and its billing actually require. In practice that falls into five groups.

Contact details

Name, company, email address, telephone number, and the postal addresses of collection and delivery points.

Shipment details

Commodity description, weight and dimensions, declared value, incoterms, customs classifications, and the reference numbers assigned to a consignment.

Correspondence

Quotation requests, booking instructions, claims, and the messages you send us through the site or by email.

Billing information

Invoicing addresses, purchase order references, VAT and EORI numbers, and payment records. We do not store full card numbers; card payments are handled by our payment provider.

Technical information

IP address, browser and device type, pages visited, and the time of each request. See our cookie policy for how this is gathered.

We do not seek special category data. Where a customs authority or an airline requires identity documents for a particular movement, we collect them for that movement only and delete them once the obligation ends.

Every use below is tied to a lawful basis under the UK GDPR and the EU GDPR.

To quote and to carry

Performance of a contract with you, or steps taken at your request before entering one.

To clear customs and meet transport law

Compliance with a legal obligation — customs declarations, dangerous goods paperwork, security filings, and sanctions screening.

To invoice and to recover debts

Performance of a contract, and our legitimate interest in being paid for work done.

To keep the site secure and working

Our legitimate interest in preventing abuse, diagnosing faults, and understanding which pages are used.

To send service updates or marketing

Consent, where consent is required. You can withdraw it at any time without affecting anything sent beforehand.

A tracking reference is the only credential guarding a shipment page. Anyone holding the reference can see that shipment's route, status, and stop history, so treat it as you would a password and forward it only to parties entitled to the information.

Tracking pages are excluded from search engine indexes. We do not publish a directory of references, and an unknown reference and a malformed one produce the same response, so the pages cannot be enumerated by guessing.

Freight cannot move without disclosure to the parties handling it. We share the minimum each one needs.

• Carriers, airlines, shipping lines, hauliers, and their agents at origin and destination.
• Customs authorities, border agencies, and port and airport operators where the law requires a declaration.
• Customs brokers, warehouse operators, and the last-mile partners we appoint for a movement.
• Insurers and loss adjusters, where cargo insurance is arranged or a claim is made.
• Our professional advisers, auditors, and — where a debt is disputed — our legal representatives.
• IT suppliers who host and maintain this site and our operational systems, acting only on our written instructions.

We do not sell personal information, and we do not share it with advertising networks for their own purposes.

International freight means international data. Where information moves to a country without an adequacy decision, we rely on the UK International Data Transfer Agreement or the relevant Standard Contractual Clauses, together with a transfer risk assessment, unless the transfer is necessary for the performance of your contract — which is the usual position for a shipment you have asked us to move to that country.

Quotations not taken up

Twelve months from the date of the quote.

Shipment and customs records

Six years from the end of the relevant tax year, which is the retention period customs and tax law imposes on us.

Accounting records

Six years, for the same reason.

Claims and disputes

Six years from resolution, or longer where proceedings are contemplated.

Website analytics

Twenty-six months, in aggregate form.

The site is served over TLS. Access to operational systems is restricted to staff who need it, protected by individual accounts and multi-factor authentication, and reviewed when someone changes role or leaves. Backups are encrypted at rest. Where a breach is likely to result in a risk to your rights, we notify the Information Commissioner's Office within seventy-two hours and tell affected individuals without undue delay where the risk is high.

You can ask us to do any of the following, free of charge, and we will respond within one month.

• Confirm what personal information we hold about you and give you a copy.
• Correct anything inaccurate, or complete anything incomplete.
• Delete information we no longer have a lawful reason to keep.
• Restrict how we use it while a dispute about accuracy or legitimate interests is resolved.
• Provide it in a portable, machine-readable form, or send it to another controller.
• Stop processing based on legitimate interests, or stop direct marketing outright.
• Withdraw consent you previously gave.

Some rights are qualified. We cannot delete a customs declaration we are legally required to retain, for example. Where we refuse a request, we will explain why. You can also complain to the Information Commissioner's Office at ico.org.uk, though we would prefer the chance to put it right first.

We update this policy when our practices change. The date at the top of this page is the date of the current version. Where a change materially affects how we use information you have already given us, we will tell you directly rather than relying on this page alone.

Questions about this policy, or a request about your own information should go to our team, who will acknowledge within two working days and respond substantively within thirty days.

Email

support@fastwavelogistics.com

Post

Fastwave Logistics Ltd, 1 Harbour Way, London, E16 1AA, United Kingdom