FreightSuite Ltd | www.freightsuite.comEffective date: 1 April 2026 | Last updated: 30 March 2026
FreightSuite Ltd ("FreightSuite", "we","us", or "our") is committed to protecting and respectingyour privacy. This Privacy Policy explains how we collect, use, disclose, andsafeguard your personal data when you visit our website (www.freightsuite.com),use our freight management platform and associated services (together, the"Services"), or otherwise interact with us.
This policy is issued in accordance with the UK General DataProtection Regulation (UK GDPR) and the Data Protection Act 2018. Please read it carefully. If you do not agree with its terms, please discontinue your use of our Services.
1. Who We Are
FreightSuite Ltd is the data controller responsible for yourpersonal data. Our details are:
Company name: FreightSuite Ltd
Registered address: Unit B, 26 Rushworth Street, London, United Kingdom, SE1 0RB.
Company number: 15841657
Email: privacy@freightsuite.com
Website: www.freightsuite.com
If you have any questions or concerns about this policy or ourdata practices, please contact our Data Protection contact at the email address above.
2. What Personal Data We Collect
2.1 Data you provide to us directly
When you register for or use our Services, enquire about ourplatform, or contact us, you may provide us with: – Identity data: first name, last name, job title,company name– Contact data: email address, telephone number, postaladdress– Account credentials: username, password (stored inhashed form)– Payment and billing data: billing address, VAT number(payment card details are processed by our third-party payment processor andare not stored by us)– Communications data: any information you include inemails, support tickets, forms, or other correspondence with us – Profile and preference data: your settings, savedsearches, notification preferences, and customisation choices within the platform.
2.2 Data collected automatically
When you access our website or platform, we automaticallycollect certain technical information, including:– Usage data: pages visited, features used, timestamps,click-stream data, session duration– Device and technical data: IP address, browser type andversion, operating system, device identifiers, time zone– Log data: server logs, error reports, and performancedata– Cookie data: see Section 10 (Cookies) for full details.
2.3 Data received from third partiesWe may receive personal data about you from third parties,including:– Business partners and resellers who introduce you toour Services– Publicly available sources such as Companies House andLinkedIn for sales and marketing purposes– Identity verification and fraud-prevention providers– Analytics providers who help us understand usage of ourwebsite 2.4 Data relating to otherindividualsIf you upload, input, or otherwise share data about otherindividuals (for example, freight contacts, carriers, or employees) through ourplatform, you confirm that you have the legal authority to do so and that thoseindividuals have been appropriately informed. 3. How We Use Your Personal DataWe will only use your personal data where we have a lawfulbasis to do so. The table below sets out the purposes for which we processpersonal data and the corresponding legal basis under the UK GDPR.
PurposeType of dataLawful basisRegistering and managing your accountIdentity, Contact, CredentialsContract performanceProviding and operating the freight management platformIdentity, Contact, Usage, ProfileContract performanceProcessing payments and managing billingIdentity, Contact, FinancialContract performance; Legal obligationProviding customer support and responding to enquiriesIdentity, Contact, CommunicationsContract performance; Legitimate interestsSending service-related notifications and updatesIdentity, ContactContract performance; Legitimate interestsSending marketing communications (where you have opted in)Identity, Contact, ProfileConsentImproving and developing our Services and platformUsage, Technical, DeviceLegitimate interestsSecurity monitoring, fraud prevention and access controlIdentity, Technical, UsageLegitimate interests; Legal obligationComplying with legal and regulatory obligationsAll relevant categoriesLegal obligationEnforcing our terms and protecting our legal rightsAll relevant categoriesLegitimate interests; Legal obligation
Where we rely on legitimate interests as our lawful basis, wehave assessed that our interests are not overridden by your interests orfundamental rights. You may request details of this balancing test bycontacting us.
4. Marketing CommunicationsWe may send you information about our products, services,industry news, and events that may be of interest to you, where you have givenus consent to do so, or — in the case of existing customers — where we have alegitimate interest to do so and you have not opted out.You can withdraw consent or opt out of marketing at any timeby:– Clicking "unsubscribe" in any marketing email– Emailing us at privacy@freightsuite.com– Adjusting your notification preferences within youraccount settingsOpting out of marketing will not affect processing that isnecessary for the performance of a contract or for compliance with legalobligations.
5. Sharing Your Personal DataWe do not sell your personal data. We may share it with thefollowing categories of recipients, all of whom are required to handle itsecurely and in accordance with data protection law:5.1 Service providers andsub-processorsWe engage carefully selected third-party suppliers to supportthe operation of our Services, including:– Cloud infrastructure and hosting providers– Payment processors (who handle card data under theirown PCI-DSS compliant terms)– Customer support and helpdesk software providers– Email and communication platforms– Analytics and performance monitoring providers– Security and fraud-prevention services5.2 Professional advisersLawyers, accountants, auditors, and insurers where necessaryfor the running of our business.5.3 Business transfersIn the event of a merger, acquisition, reorganisation, or saleof assets, your personal data may be transferred to the relevant third party,who will be required to honour this policy or notify you of any materialchanges.
5.4 Legal and regulatory disclosureWe may disclose personal data where required to do so by law,by court order, or by a regulatory or government authority with jurisdictionover us (including HM Revenue & Customs, the Information Commissioner'sOffice, or the Financial Conduct Authority).5.5 With your consentWe may share data with other third parties where you havegiven us your explicit consent to do so.
6. International Transfers ofPersonal DataSome of our third-party service providers are based outsidethe United Kingdom. Where we transfer personal data to countries that have notbeen deemed to provide an adequate level of protection equivalent to UK dataprotection law, we ensure appropriate safeguards are in place, including:– Use of the UK International Data Transfer Agreement(IDTA) or UK Addendum to the EU Standard Contractual Clauses– Transfers to organisations participating in a frameworkrecognised by the Secretary of State– Other appropriate safeguards as permitted under Article46 of the UK GDPRYou may request details of the specific safeguards we rely onfor international transfers by contacting us at privacy@freightsuite.com. 7. Data RetentionWe retain personal data only for as long as necessary tofulfil the purposes for which it was collected, including satisfying any legal,accounting, or regulatory obligations. In general:– Account data is retained for the duration of youraccount and for up to 7 years after account closure to comply with our legaland contractual obligations– Transaction and billing records are retained for 7years in accordance with HMRC requirements– Marketing opt-in records are kept until you withdrawconsent or for 3 years from last interaction, whichever is sooner– Usage and log data is generally retained for up to 12months– Communications and support records are retained for upto 3 years after resolutionWhen personal data is no longer required, it is securelydeleted or anonymised.
8. Your Rights Under the UK GDPRUnder UK data protection law, you have the following rights inrelation to your personal data. These rights are not absolute and are subjectto certain exceptions. RightWhat this meansRight of accessYou may request a copy of the personal data we hold about you (a subject access request).Right to rectificationYou may ask us to correct inaccurate or incomplete data we hold about you.Right to erasureYou may ask us to delete your personal data where there is no compelling reason for us to continue processing it.Right to restrict processingYou may ask us to restrict how we use your data in certain circumstances.Right to data portabilityYou may request a copy of certain data in a structured, commonly used, machine-readable format.Right to objectYou may object to processing based on legitimate interests or for direct marketing purposes.Right to withdraw consentWhere processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.Rights re. automated decisionsYou have the right not to be subject to solely automated decisions that produce legal or similarly significant effects without human review. To exercise any of these rights, please contact us atprivacy@freightsuite.com. We will respond within one calendar month. We mayneed to verify your identity before processing your request. There is no chargefor exercising your rights, unless requests are manifestly unfounded orexcessive.
9. Data SecurityWe have implemented appropriate technical and organisationalmeasures to protect your personal data against accidental loss, unauthorisedaccess, alteration, or disclosure. These include:– Encryption of data in transit using TLS and at restusing AES-256– Role-based access controls and multi-factorauthentication– Regular security assessments and penetration testing– Staff training on data protection and informationsecurity– Incident response and breach notification proceduresIn the event of a personal data breach that is likely toresult in a risk to your rights and freedoms, we will notify the InformationCommissioner's Office (ICO) within 72 hours and, where required, notifyaffected individuals without undue delay. 10. Cookies and Similar TechnologiesOur website and platform use cookies and similar trackingtechnologies to improve functionality and user experience. Cookies are smalltext files placed on your device.Types of cookies we use– Strictly necessary cookies: essential for the operationof the website and platform (e.g., authentication, security, sessionmanagement). These cannot be disabled.– Performance and analytics cookies: help us understandhow visitors use our website (e.g., Google Analytics). We only set these withyour consent.– Functionality cookies: remember your preferences topersonalise your experience. Set with your consent.– Marketing and targeting cookies: used to deliverrelevant advertising. Only set with your explicit consent. When you first visit our website, you will be presented with acookie consent banner. You can manage your cookie preferences at any timethrough the cookie settings link in the footer of our website. For moreinformation about cookies and how to control them, visitwww.allaboutcookies.org. 11. ChildrenOur Services are directed at businesses and their personneland are not intended for use by individuals under the age of 18. We do notknowingly collect personal data from children. If you believe we haveinadvertently collected such data, please contact us immediately and we willtake steps to delete it. 12. Links to Third-Party WebsitesOur website may contain links to third-party websites,plug-ins, and applications. Clicking on those links may allow third parties tocollect data about you. We do not control those websites and are notresponsible for their privacy practices. We encourage you to review the privacynotice of every website you visit. 13. Changes to This Privacy PolicyWe may update this Privacy Policy from time to time to reflectchanges in our practices, technology, or legal requirements. The "Lastupdated" date at the top of this page will reflect the most recentrevision.Where changes are material, we will notify you by email or byposting a prominent notice on our website prior to the changes taking effect.We encourage you to review this policy periodically. 14. Your Right to ComplainIf you have concerns about how we handle your personal data,please contact us in the first instance at privacy@freightsuite.com. We will endeavour to resolve your concern promptly.If you are not satisfied with our response, you have the rightto lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:
Website www.ico.org.uk
Telephone 0303 123 1113
Post Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF 15.
Contact Us
For any questions, requests, or concerns relating to this Privacy Policy or our data practices, please contact us at:
Data Protection Contact: FreightSuite Ltd
Email: privacy@freightsuite.com
Website: www.freightsuite.com
Post: Unit B, 26 Rushworth Street, London, United Kingdom
This Privacy Policy was last reviewed and updated on 30 March2026. © FreightSuite Ltd. All rights reserved.
