CHAMBERCUSTOMS LIMITED PRIVACY POLICY

ChamberCustoms Limited (“ChamberCustoms”) is fully committed to complying with the provisions of the Data Protection Act 2018 and the GDPR.

This privacy policy describes our privacy practices and is designed to help you understand what we do with personal data. It also tells you what your rights are over your personal data and how to exercise those rights.

The data controller of your personal information is ChamberCustoms Limited (company number 04434144) of 65 Petty France, London, SW1H 9EU.

If you have any questions or concerns about the information on this page, or about what we do with personal data, you should email us at info@chambercustoms.co.uk, or to write to us at the above address, for the attention of the data privacy team.

CUSTOMS BROKERAGE SERVICES

The information we collect about you and why

If you or your employer are using our services and you have some responsibility for customs and export control (for example as an administrator or signing the relevant forms) then we will collect, store and use your personal data for the purposes of performing customs brokerage services for you or your employer, which will include in particular:

  • completing any documents, amending product or service codes, and paying any duties, taxes or penalties required under all applicable laws and regulations; and

  • acting as your or your employer’s appointed agent for customs and export control purposes and performing customs clearance and entry.

We will collect and store your name, job title, contact details and, depending on your role, your signature and/or other personal data provided to us via declaration instructions or forms.

If you are an individual, a sole trader or in a partnership, we may also use your information to perform a credit check to assess your credit worthiness.

Who we share it with

In performing our customs brokerage services we share the personal data we collect with the following third parties:

  • Government agencies and customs authorities (including HMRC), and their contractors, to the extent necessary for us to perform our customs brokerage services;

  • The British Chambers of Commerce, with whom we share offices and some IT systems, and who assist us in our operations;

  • Accredited local Chambers of Commerce within the British Chambers of Commerce network to the extent necessary for them to perform their role as our local agents in respect of our services;

  • Credit reference agencies for the purposes of assessing your credit worthiness; and

  • Our technology and back office suppliers, including i2i Infinity Limited, our customs brokerage software provider, to the extent necessary for them to perform their services to us.

We may also share your personal data with third parties where we are obliged to do so by any applicable laws, regulations, or any binding rules, directions or requirements.

How long we keep it for

We will not keep your personal information for longer than we need it for the purposes of performing customs brokerage services for you. Typically, we will securely delete your personal information 7 years after we have completed our services, unless we are required to keep it for a longer period by any applicable laws or regulations or as required by customs agents and government authorities (including HMRC). If we are required to keep your personal information for a longer period, we will securely delete it when that period expires.

The legal basis for processing your personal data

Where the Union Customs Code and other trade and customs laws and rules require processing of your personal data, we do so on the basis that it is necessary to comply with those laws and rules.

Otherwise, except in the circumstances highlighted below, if you are an individual, sole trader or in a partnership, we process your information on the basis that it is: (i) necessary to perform our contract with you; and (ii) in our legitimate interests to administer and operate our services and business.

Where we collect information about you for the purposes of carrying out a credit reference check, we do so on the basis that it is in our legitimate interests as a business to credit check our account customers and potential customers in order to safeguard our finances. We consider that our use of your information is proportionate because we will only pass limited information to reputable credit reference agencies.

If you are an individual within a corporate organisation, where our processing is not required by law or customs rules, we process your personal data on the basis of our legitimate interest in administering and operating our services and business.

CONTACTING US

The information we collect about you and why

If you contact us through social media, through our “contact us” page on our website, or if you email us or telephone us, we will collect and store the information you give to us. This information will typically include your name, contact details and any other information you provide.  We will use this information in order to respond to your enquiry, either directly or through an Accredited Chamber of Commerce.

Who we share it with

We will share the information we collect with the British Chambers of Commerce and the Accredited Chambers of Commerce within the British Chambers of Commerce network to the extent necessary to respond to your enquiry.

Other than as set out above, we will only share the information we collect with our suppliers to the extent it is necessary for them to perform their services to us.  Most notably this will be with the providers of our website and IT systems and with third parties where we are obliged to do so by any applicable laws, regulations, or any binding rules, directions or requirements.

How long we keep it for

We will securely delete your information 24 months after the last time we communicated with you unless you have obtained customs brokerage services from us, in which case we will retain your information as highlighted above.

The legal basis for processing it

We do this on the basis that it is in our legitimate interests to respond effectively to your enquiry and to record the content of that enquiry and our response to it for future reference.

VISITING OUR WEBSITE

The information we collect about you and why

If you are a visitor to our website then we will collect information about your session in our server logs (such as your IP address, browser type and pages visited), and if your browser is configured to allow it, by means of setting cookies.

We use cookies to distinguish you from other users of our website.  This helps us to provide you with a good experience when you browse our website and also allows us to make improvements to it.  Depending on the purpose, we may use session cookies (which remain on your browser until you leave the site) and/ or persistent cookies (which remain on your browser or hard drive for a longer period of time).

We use the following categories of cookies:

  • Strictly necessary cookies. These cookies are required for the operation of our website. They include, for example, session cookies;

  • Analytical/performance cookies.  These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily; and

  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

Who we share it with

We do not share the information we gather using cookies with anyone else.

How long we keep it for

We keep our server logs for 2 years. We keep the information gathered using cookies for 12 months.

The legal basis for processing it

We will only use analytics/performance cookies and functionality cookies with your consent.

Our legal basis for strictly necessary cookies is legitimate interests:

  • we have a legitimate interest in providing a fully functional website;

  • without setting these cookies you would not be able to access certain critical features of our website; and

  • we consider that the use of your personal information is proportionate because it is limited to the purpose of allowing you to access all areas of our website. It is likely to be within your reasonable expectation because use of cookies is commonplace and we clearly notify you about our use of cookies on our website. Accordingly, it doesn’t interfere with your interests, rights or freedoms.

GENERAL APPROACHES TO PROCESSING

Transferring personal information outside of the EEA

Some of the customs agents and government authorities (and their respective service providers) to whom we pass your personal data in the course of performing our customs brokerage services will inevitably need to process your personal data outside of the United Kingdom and the European Economic Area.

If you are an individual, a sole trader or in a partnership who or which is a customer of our customs brokerage services, those transfers are made on the basis that it is necessary in order to perform the contract between us.

Otherwise, those transfers are made on the basis that it is necessary to do so for important reasons of public interest, those reasons being the facilitation of international trade and compliance with customs rules.

Otherwise, where we transfer your personal information outside of the United Kingdom or the European Economic Area, we will do so in compliance with data protection law and ensure that an adequate level of protection is given to the personal information being transferred, by either:

  • relying on a decision by the European Commission that the data protection legislation and controls in the destination country is “adequate”; or

  • by requiring the supplier to enter into standard contractual clauses with us, which are approved by the European Union as providing equivalent protection to what would be in place had the personal data remained in the European Economic Area.

Other than as set out above, we will not transfer any personal information outside of the European Economic Area. 

Automated decision making

We do not make any automated decisions using your personal data which have an effect on you personally.

YOUR RIGHTS

The law gives you certain rights in respect of the personal data that we hold about you. Below is a short overview of those rights.

  • With some exceptions designed to protect the rights of others, you have the right to a copy of the personal data that we hold about you. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs. Where the data is data that you have given to us, you have the right to receive your copy of it in a common electronic format, and to provide copies of it to other people if you wish.

  • You have the right to have the personal data we hold about you corrected if it is factually inaccurate.

  • In some limited circumstances, you have the right to have personal data that we hold about you erased (“the right to be forgotten”). This right is not generally available where we still have a valid legal reason to keep the data (for example, for security reasons or because we are obliged to do so by law).

  • You have the right to require us to stop using your personal data to send you marketing information.

  • You also have the right in some circumstances to request that temporary restrictions are placed on how we process your personal data, for example if you contest its accuracy or where we are processing it on the basis of our legitimate interest and you contest our assessment that our interest overrides your rights.

  • If we are processing your personal data on the basis of your consent, you have the right to withdraw that consent at any time, in which case we will stop that processing unless we have another legal basis on which to continue.

If you want to exercise your rights in respect of your personal data, the best way to do so is to contact us by email on info@chambercustoms.co.uk or send a letter marked "Data Protection" to ChamberCustoms offices at 65 Petty France, London, SW1H 9EU. In order to protect your privacy, we may ask you to prove your identity before we take any steps in response to such a request.

You also have the right to lodge a complaint about our handling of your personal data with the Information Commissioner’s Office. You can contact them on 0303 123 1113.

CHANGES TO THIS POLICY

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

This policy was last updated on 29th March 2019.