Privacy policy

The controller of your personal data is Clearport Ltd, 3A Percy Avenue, Ashford TW15 2PB, United Kingdom, a company registered in England and Wales under number 16963071.

For any questions about your personal data, email customs@clearport-ltd.co.uk or write to us at our registered office. We will reply in English or Polish.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you are in the European Union, we also apply the principles of the EU GDPR.

We only collect the data we need to respond to your enquiry and provide our services:

• contact details – name, company name, email address, phone number, preferred contact method and language;
• company details – EORI number, VAT number, company registration number, registered address, details of the authorised person;
• shipment or removal details – description of goods, values, route, haulier, vehicle registration numbers, dates;
• documents you send us – e.g. invoices, packing lists, vehicle registration documents and, for a household move, a copy of your passport and proof of address;
• correspondence with us – emails, messages and notes of phone calls;
• technical data – basic information about your browser and device needed for the website to work;
• website usage data – only if you consent to “Analytics”: pages visited, time spent, clicks, device type, referral source and approximate location (see the cookie policy for details).

We do not collect special category data (e.g. health data). Please do not include it in attachments.

We do not send newsletters or use your data for marketing. We do not make decisions about you based solely on automated processing.

We only share data where it is needed to provide the service or where the law requires it:

• customs and tax authorities – HMRC in the UK and the customs authorities of the countries the goods pass through;
• partner customs agencies in France, the Netherlands, Switzerland and Norway – for clearances on the EU and EFTA side;
• hauliers and freight forwarders you work with – limited to the references needed for the journey;
• IT service providers – website hosting, form handling and email – under data processing agreements;
• accountants and legal advisers – where necessary for accounting or to defend legal claims.

We do not sell your data or share it for marketing purposes.

Customs clearance by its nature involves several countries. Your data may be transferred to countries in the European Union, Switzerland and Norway. The UK recognises these countries as providing an adequate level of data protection.

Where an IT service provider processes data outside these countries, we use the safeguards required by law, such as standard contractual clauses approved for use in the UK.

We do not apply a single fixed period. We keep personal data for as long as it is needed for the purpose for which we collected it, or for as long as the law requires:

• enquiries and related correspondence – for as long as needed to handle your enquiry, prepare a quote, provide our services and keep records of our dealings with clients, or until you ask us to delete them (unless the law requires us to keep them);
• customs clearance and accounting records – for the period required by customs and tax legislation, usually up to 6 years from the end of the financial year;
• contracts and related correspondence – until the limitation period for claims expires;
• website analytics data (only with your consent) – for as long as it is useful for improving the website and handling enquiries, or until you ask us to delete it;
• form draft in your browser – until you submit the form or delete it.

We regularly review whether the data we hold is still needed. You can ask us to delete your data at any time – see “Your rights”.

You have the right to:

• access your data and receive a copy of it;
• have inaccurate data corrected;
• have your data erased where we are not legally required to keep it;
• restrict processing;
• object to processing based on legitimate interests;
• receive your data in a portable format.

To exercise your rights, email customs@clearport-ltd.co.uk. We will respond within one month.

You also have the right to complain to the UK data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk. If you live in the EU, you can also complain to the data protection authority in your country – in Poland, the President of the Personal Data Protection Office (UODO).

Our website uses an encrypted connection (HTTPS). Only the people handling your instruction have access to your documents. Attachments you send are used solely to provide the service.

Providing your data is voluntary, but without it we cannot prepare a quote or submit customs declarations.

We may update this policy, for example when the law or our services change. The current version is always available on this page, with the date of the last update shown at the top.