Privacy Policy - Cloud Shipping

Effective Date: March 2026

Company: Cloud Shipping Ltd

Definition

Cloud Shipping and subsidiary companies will hereafter be referred to as “Cloud Shipping”.

1. Introduction

Cloud Shipping Ltd (“Cloud Shipping”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, process, and protect your personal data when you use our services, website (www.cloudshipping.co.uk), or interact with us.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are (Data Controller)

Cloud Shipping Ltd is the data controller for the personal data you provide directly to us when using our services.

In certain cases, we may act as a data processor when processing data strictly on behalf of our clients.

3. Data We Collect

We may collect and process the following categories of personal data:

a) Identity & Contact Data

Name
Company name
Email address
Telephone number
Billing and delivery addresses

b) Shipment & Transaction Data

Sender and recipient details
Shipping addresses
Parcel contents and descriptions
Commercial invoices
Customs information (including tax IDs where required)
Shipment tracking data

c) Technical Data

IP address
Browser type and version
Device information
Website usage data

d) Marketing & Communication Data

Preferences in receiving marketing
Communication history with us

4. How We Use Your Data

We use your personal data for the following purposes:

a) Service Delivery

To provide shipping, courier, and logistics services
To arrange collections and deliveries
To manage shipments and tracking

b) Customs & Compliance

To process customs declarations
To comply with international shipping regulations
To meet legal and tax obligations

c) Customer Support

To respond to enquiries and provide support

d) Business Operations

Billing and invoicing
Fraud prevention and security monitoring

e) Marketing

To send service updates and relevant offers (where lawful)

5. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

Contractual necessity – to provide our shipping services
Legal obligation – for customs, tax, and regulatory compliance
Legitimate interests – for business operations and B2B marketing
Consent – where required for marketing communications

6. Data Sharing

We may share your data with trusted third parties where necessary, including:

Courier and logistics providers (e.g. DHL, UPS, FedEx)
Customs authorities and government bodies
Payment processors
IT and software providers
Professional advisers (legal, accounting)

All third parties are required to process your data securely and in accordance with applicable data protection laws.

7. International Data Transfers

Due to the global nature of shipping services, your personal data may be transferred outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs)
Transfers to countries with adequacy decisions
Contractual obligations on third parties

8. Data Retention

We retain personal data only as long as necessary:

Shipment and transaction data: up to 6 years (legal/accounting purposes)
Marketing data: until you opt out or withdraw consent
Customer records: for the duration of the relationship plus a reasonable period thereafter

9. Cookies

Our website uses cookies to improve user experience and analyse website traffic.

We use:

Essential cookies (required for functionality)
Analytics cookies
Marketing cookies (where applicable)

You can manage your cookie preferences via your browser or our website cookie banner.

10. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

Secure servers and encryption
Access controls
Staff confidentiality obligations

11. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Correct inaccurate data
Request deletion (where applicable)
Restrict processing
Object to processing (including marketing)
Data portability

To exercise your rights, contact us using the details below.

12. Marketing Communications

You may receive marketing communications where:

You have requested information from us
You are an existing customer (B2B context)

You can opt out at any time by:

Clicking the unsubscribe link
Emailing us directly

13. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from individuals under 18.

14. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk

15. Contact Details

Cloud Shipping Ltd
C J House, 99a Cobbold Road
London, NW10 9SL
United Kingdom

Email: info@cloudshipping.co.uk
Phone: 0203 967 6700

16. 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 effective date.

17. International Shipping, Duties & Taxes (DDP / DAP)

Where you arrange shipments through Cloud Shipping, we process personal data (including sender and recipient details) to facilitate customs clearance and delivery.

For shipments sent under Delivered Duty Paid (DDP) or similar terms, duties and taxes may be calculated and paid on behalf of the recipient. However:

If duties and taxes are not accepted or paid by the recipient, carriers or customs authorities may reverse charges to the shipper.
In such cases, your data may be used to recover unpaid charges and manage disputes.

For Delivered At Place (DAP) shipments, recipient contact details may be shared with carriers and customs authorities to request payment of duties and taxes prior to delivery.

18. Carrier & Third-Party Logistics Data Sharing

To provide our services, we share necessary shipment and contact data with third-party carriers and logistics providers, including (but not limited to):

DHL
UPS
FedEx
Local and international delivery partners

These providers act as independent data controllers for the data required to transport and deliver shipments. Their use of your data is governed by their own privacy policies.

We only share the minimum data necessary to fulfil delivery, customs clearance, tracking, and operational requirements.

19. Offshore Processing & Operational Support

Cloud Shipping may utilise trained operational staff and support teams located outside the United Kingdom (including India and the Philippines) to assist with:

Shipment processing
Customer support
Data entry and tracking updates
Operational workflows

Where such access is required:

Staff operate under strict confidentiality agreements
Access is restricted based on role and necessity
Secure systems and controls are in place

All offshore processing is carried out in compliance with UK GDPR using appropriate safeguards, including contractual protections and data security controls.

20. Systems, Hosting & Software Providers

We use a range of secure systems and third-party platforms to operate our business, which may include:

Cloud hosting providers (e.g. AWS or equivalent)
CRM systems
Shipping and tracking platforms
Accounting and invoicing software
Communication tools

These providers may process personal data on our behalf as data processors and are contractually required to:

Keep your data secure
Only process data under our instructions
Comply with applicable data protection laws

21. Fraud Prevention & Risk Management

We may process personal data to:

Detect and prevent fraud
Verify customer identity where required
Monitor unusual or high-risk shipment activity
Comply with sanctions, export controls, and regulatory obligations

This processing is based on our legitimate interests and legal obligations.

22. Data Minimisation & Access Control

We apply strict internal controls to ensure:

Only relevant data is collected
Access is limited to authorised personnel
Data is only used for its intended purpose

23. Updates & Version Control

We may update this Privacy Policy periodically to reflect changes in legal requirements, technology, or our business operations.

Where appropriate, we will notify users of significant changes.