CHAMBERCUSTOMS LIMITED
PRIVACY POLICY

1. Introduction 

This Privacy Policy explains how ChamberCustoms Limited (“ChamberCustoms”, “we”, “us” or “our”) collects, uses, stores and discloses personal data, and outlines the rights available to individuals whose personal data we process.

This Privacy Policy applies to personal data processed in connection with our customs brokerage, consultancy, training and professional development services, related international trade services, our website, and our business communications.

ChamberCustoms is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller and Contact Details 

The data controller for the purposes of UK GDPR is: 

ChamberCustoms Limited 
Company number: 04434144 
Registered address: 65 Petty France, London, SW1H 9EU 

Enquiries relating to data protection or this Privacy Policy should be directed to: info@chambercustoms.co.uk

3. Processing of Personal Data in Connection with Services 

3.1 Categories of Personal Data Processed 

Where you or your employer engage us to provide customs brokerage, consultancy, training or related services, we may process personal data including: 

  • name;

  • job title;

  • business contact details;

  • signatures or authorisations; and

  • other information provided in instructions, declarations, forms or correspondence. 

Where you are an individual, sole trader or partnership, we may also process limited personal data for the purposes of credit assessment.

3.2 Purposes of Processing.

Personal data is processed for the purposes of: 

  • preparing, submitting and managing customs declarations and associated documentation; 

  • classifying goods and advising on customs procedures, duties and taxes; 

  • acting as an appointed agent for customs and export control purposes; 

  • delivering consultancy, advisory and training services; 

  • liaising with customs authorities, regulators and other relevant bodies; and 

  • administering and managing our contractual and business relationships. 

3.3 Recipients of Personal Data 

In connection with the delivery of our services, personal data may be disclosed to: 

  • government authorities and regulators, including HM Revenue & Customs (HMRC); 

  • the British Chambers of Commerce; 

  • accredited local Chambers of Commerce, where relevant to service delivery, referrals or training administration; 

  • credit reference agencies, where credit checks are required; and 

  • technology, IT, systems and software providers, strictly to the extent necessary to deliver their services to us. 

Personal data may also be disclosed where required by law, regulation, court order or binding governmental or regulatory requirement.

3.4 Retention of Personal Data 

Personal data processed in connection with services is retained for up to seven (7) years following completion of the relevant services, in line with regulatory, contractual and HMRC record-keeping requirements, unless a longer retention period is required by law. 

3.5 Lawful Bases for Processing 

Personal data is processed on one or more of the following lawful bases: 

  • Legal obligation, where processing is required by customs or other applicable laws; 

  • Contract, where processing is necessary for the performance of a contract; and 

  • Legitimate interests, where processing is necessary for the administration and operation of our business and does not override the rights and freedoms of individuals. 

3.6 Processing of Personal Data in Connection with Training Services 

Where individuals are registered to attend training courses, webinars, masterclasses or professional development programmes delivered by ChamberCustoms, either directly or in collaboration with the British Chambers of Commerce or accredited Chambers of Commerce, we process personal data for the purposes of course administration and delivery. 

This may include processing personal data such as: 

  • name; 

  • job title and organisation; 

  • business contact details; 

  • booking, attendance and participation information; and 

  • dietary or accessibility requirements, where voluntarily provided. 

Personal data is processed in order to: 

  • administer course bookings, registrations and attendance; 

  • communicate joining instructions, course materials and logistical information; 

  • manage payments, invoicing, substitutions and cancellations; 

  • issue certificates of attendance or completion, where applicable; and 

  • support post-course feedback, evaluation and quality assurance. 

Personal data may be shared with: 

  • the British Chambers of Commerce; 

  • accredited local Chambers of Commerce involved in course delivery or administration; and 

  • third-party platforms used for training delivery, learning management, webinars or certification. 

  • Personal data relating to training services is retained for up to seven (7) years, in line with financial, audit and regulatory requirements, unless a longer retention period is required by law. 

  • The lawful bases for processing training-related personal data are: 

  • contract, where processing is necessary to deliver the training services; and 

  • legitimate interests, where processing is necessary for course administration, quality assurance and service improvement.

Where special category personal data is provided (for example, dietary or accessibility information), it is processed solely for the purpose of accommodating participant needs and in accordance with applicable data protection law.

4. Processing of Personal Data in Connection with Enquiries and Communications 

4.1 Categories of Personal Data 

Where you contact us by email, telephone, social media or via our website, we may process personal data including your name, contact details and the content of your enquiry. 

If you contact us by email, telephone, social media or via our website, we will collect the information you provide, which may include your name, contact details and the content of your enquiry. 

We use this information to respond to your enquiry and to keep a record of our correspondence. 

4.2 Purposes and Lawful Basis 

Such personal data is processed for the purpose of responding to enquiries, managing communications and maintaining appropriate business records. Processing is carried out on the basis of our legitimate interests in conducting and managing our business communications. 

4.3 Disclosure and Retention 

Enquiry-related personal data may be shared with the British Chambers of Commerce or accredited Chambers of Commerce where necessary to respond to an enquiry. 

Unless a business relationship is established, such personal data is retained for up to 24 months after our last communication. 

5. Website Use and Cookies 

5.1 Website Usage Data 

When you visit our website, we may collect technical information including IP address, browser type, device information, pages visited and session data. 

5.2 Cookies and Similar Technologies 

We use cookies and similar technologies to ensure the effective operation of our website and to improve user experience. These include: 

  • strictly necessary cookies, required for core website functionality; 

  • analytics cookies, used to analyse website usage and performance; and 

  • functionality cookies, used to remember user preferences. 

  • Analytics and functionality cookies are only used with your consent. 

5.4 Lawful Basis for Processing 

  • Strictly necessary cookies are processed on the basis of legitimate interests. 

  • Analytics and functionality cookies are processed on the basis of consent. 

6. International Transfers of Personal Data6. International Transfers 

Some customs authorities, agents or service providers involved in international trade facilitation may be located outside the United Kingdom and the European Economic Area (EEA). 

Where personal data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR, including: 

  • reliance on UK adequacy regulations; or 

  • use of the UK International Data Transfer Agreement (IDTA) or the UK Addendum to EU Standard Contractual Clauses. 

Transfers required to comply with customs laws or to facilitate international trade may also be made on the basis of legal obligation or important reasons of public interest. 

7. Automated Decision-Making and Profiling 

ChamberCustoms does not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals. 

8. Data Subject Rights 

Individuals have the following rights under UK GDPR, subject to certain legal limitations: 

  • the right of access to personal data; 

  • the right to rectification of inaccurate data; 

  • the right to erasure in certain circumstances; 

  • the right to restrict processing in certain circumstances; 

  • the right to object to processing based on legitimate interests; 

  • the right to withdraw consent where processing is based on consent; and 

  • the right to data portability, where applicable. 

Requests will be responded to within one month, unless an extension is permitted by law. Proof of identity may be required before action is taken. 

9. Complaints and Supervisory Authority 

Individuals have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. 

0303 123 1113 

www.ico.org.uk 

10. Updates to This Privacy Policy 

This Privacy Policy is kept under regular review. Any updates will be published on our website. 

Last reviewed and updated: January 2026

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