1. Who we are

This Privacy Policy explains how flexfrontier Ltd ("flexfrontier", "we", "us" or "our") collects, uses and protects your personal data when you visit flexfrontier.com (the "Site") or contact us, and your rights in relation to that data.

flexfrontier Ltd is a company registered in England and Wales under company number 17235443, with its registered office at 128 City Road, London EC1V 2NX, United Kingdom. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, flexfrontier is the controller of the personal data described in this policy. You can reach us at info@flexfrontier.com.

2. The personal data we collect

We collect and process the following categories of personal data:

Information you give us

• Contact and enquiry data — when you complete a form on the Site or email us: your name, company name, email address, telephone number, the service you are interested in, and the content of your message.
• Client and engagement data — where you become a client, the information needed to deliver our services, which may include company details, contact details of your personnel, and the commercial and shipping documents you provide for customs, tax and compliance purposes.

Information we collect automatically

• Technical and usage data — when you browse the Site: your IP address, browser type and version, device information, and information about how you use the Site, collected through analytics as described below.

We do not intentionally collect special category data through the Site, and we ask that you do not send us such data through the enquiry form.

3. How and why we use your data

We use your personal data only where the law allows us to. Most commonly we rely on the following legal bases:

• To respond to your enquiries and provide information you request — on the basis of our legitimate interests in responding to and developing business enquiries, and, where relevant, taking steps at your request prior to entering into a contract.
• To provide our services and administer our relationship with clients — on the basis of performance of a contract, and to comply with the legal obligations that apply to us as an importer, exporter, representative or registration holder.
• To comply with legal and regulatory obligations — including customs, tax and record-keeping requirements — on the basis of compliance with a legal obligation.
• To operate and improve the Site through analytics — on the basis of your consent, which you may withdraw at any time.

4. Cookies and analytics

The Site uses cookies and similar technologies. Cookies are small text files placed on your device when you visit a website.

Essential cookies

These are necessary for the Site to function and cannot be switched off in our systems. They do not store any personally identifiable information.

Analytics cookies

We use Google Analytics, a web analytics service provided by Google, to understand how visitors use the Site so that we can improve it. Google Analytics sets cookies that collect information such as your IP address, the pages you visit, and how you interact with the Site, and generates aggregated statistical reports. This information helps us measure and improve the performance of the Site.

We use analytics cookies only with your consent, which we request through the cookie banner when you first visit the Site. You can withdraw your consent at any time by adjusting your cookie preferences, and you can control or delete cookies through your browser settings. Google provides more information about its processing and a browser opt-out add-on on its own websites.

5. Who we share your data with

We do not sell your personal data. We share it only where necessary, with:

• Service providers who process data on our behalf — including our website hosting provider, our email provider, and Google as our analytics provider. These providers act as our processors, act only on our instructions, and are bound by contract to keep your data secure.
• Authorities and third parties where required to deliver our services — such as customs and tax authorities, and the carriers, brokers and regulators involved in a client engagement, where relevant to that engagement.
• Professional advisers, regulators and law enforcement — where we are required to do so by law, or to establish, exercise or defend our legal rights.

6. International transfers

Some of our providers, including Google, may process personal data outside the United Kingdom. Where personal data is transferred outside the UK, we ensure a similar degree of protection by relying on an appropriate safeguard recognised under UK data protection law — such as an adequacy decision (UK "adequacy regulations") or the International Data Transfer Agreement or equivalent standard contractual clauses. Given the nature of our services, client data may also be shared with authorities and parties in the European Union as necessary to complete a customs or compliance transaction.

7. How long we keep your data

We keep your personal data only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. In practice, we retain personal data for as long as necessary plus statutory retention periods — for example, customs, tax and financial records are subject to retention periods set by law. Enquiry data that does not lead to an engagement is kept only for as long as needed to deal with the enquiry and for a reasonable period afterwards.

8. Your rights

Under UK data protection law, you have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request erasure of your data in certain circumstances;
• object to, or request restriction of, our processing in certain circumstances;
• request the transfer of your data to another party (data portability), where applicable; and
• withdraw consent at any time, where we rely on consent — for example for analytics cookies.

To exercise any of these rights, contact us at info@flexfrontier.com. We will respond within the timescales required by law. Exercising these rights is free of charge in most cases.

9. How we protect your data

We have put in place appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction, and we limit access to those who have a business need to know. We also have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Complaints

If you have any concern about how we handle your personal data, we would ask you to contact us first at info@flexfrontier.com so we can try to resolve it. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at ico.org.uk.

11. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date, so please check back periodically. This policy was last updated on the date shown above.

12. Contact us

For any questions about this Privacy Policy or our data practices, contact us at info@flexfrontier.com or write to flexfrontier Ltd, 128 City Road, London EC1V 2NX, United Kingdom.