Privacy policy.

Who we are.

Redcoat Express Ltd is responsible for personal information covered by this policy where it acts as the controller. Our address is Endeavour House, 2 Maxwell Way, Crawley, RH10 9SY.

This policy applies to personal information collected through redcoat.co.uk and through our freight forwarding, customs, collection, delivery, procurement, customer-support and related logistics activities.

What we collect.

Depending on your relationship with us, we may collect names, business names, postal and delivery addresses, email addresses, telephone or WhatsApp contact details, account and login information, enquiry and correspondence records, quotation and booking information, shipment references, collection and delivery instructions, package details, photographs supplied for operational purposes, and payment or invoicing information.

For international movements we may also process information contained in shipper declarations, invoices, packing lists, airway bills, bills of lading, customs documents and other transport records. Where legally or operationally necessary, these records may include identification or information concerning the sender, consignee, importer, exporter or other parties to a shipment.

Our website may also record technical information such as IP address, browser/device information, security logs and cookie or analytics information where applicable.

Where information comes from.

We normally receive information directly from you, your employer or organisation, another party to a shipment, or someone acting on your behalf. We may also receive operational information from carriers, airlines, shipping lines, hauliers, customs brokers, overseas agents, suppliers, authorities and connected shipment systems.

How we use information.

We may use personal information to respond to enquiries; prepare quotations; create and administer bookings; collect, route, track, clear and deliver shipments; prepare transport and customs documentation; communicate shipment updates; manage customer accounts; process invoices and payments; source goods or services where requested; investigate claims, complaints or incidents; maintain records; protect our systems; prevent fraud or misuse; and meet legal, customs, security, sanctions, tax, accounting and regulatory requirements.

Where permitted, we may also use contact information to maintain our business relationship and tell existing or prospective customers about relevant Redcoat services. You can ask us to stop direct marketing at any time.

Our lawful bases.

Under UK data-protection law, our processing will normally rely on one or more lawful bases: performing a contract or taking steps at your request before entering one; complying with a legal obligation; pursuing legitimate interests such as operating, securing and improving our logistics business and communicating with customers; or your consent where consent is specifically required.

Where special-category or other particularly protected information is exceptionally required, we will only process it where an additional lawful condition applies.

Who we share information with.

To provide logistics services we may share relevant information with airlines, shipping lines, road carriers, couriers, warehouses, handling agents, customs brokers, overseas agents, destination partners, suppliers, insurers and professional advisers. We may also disclose information to HM Revenue & Customs, Border Force, other customs or border authorities, aviation or maritime authorities, law-enforcement bodies and other regulators where required or permitted by law.

We also use service providers that support our website, communications, hosting, IT, customer systems and business administration. Providers are expected to handle information securely and only for authorised purposes.

We do not sell personal information to advertisers.

International transfers.

Freight forwarding is international by nature. If a shipment, enquiry or service involves another country, relevant personal information may need to be sent outside the United Kingdom to agents, carriers, authorities or service providers there.

Where UK data-protection law requires safeguards for an international transfer, we take reasonable steps to use an appropriate legal mechanism or another permitted basis for that transfer.

How long we keep it.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet contractual, customs, tax, accounting, claims, insurance, security and other legal or regulatory requirements. Different categories of records therefore have different retention periods.

When information is no longer required, it is deleted, anonymised or securely disposed of in accordance with our applicable processes.

Keeping information secure.

We use appropriate organisational and technical measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. No internet or electronic system can be guaranteed completely secure, but we review and improve safeguards in line with the nature of the information and the risks involved.

Your data rights.

Depending on the circumstances, UK data-protection law may give you rights to ask for access to your personal information, correction of inaccurate information, erasure, restriction of processing, objection to certain processing, and transfer of information you provided in a portable format. Where processing is based on consent, you may withdraw that consent without affecting earlier lawful processing.

These rights are not absolute and exemptions may apply, particularly where information must be retained for legal, customs, contractual or claims purposes.

Cookies & website data.

Our website may use cookies and similar technologies for essential operation, security, preferences and, where enabled, measurement or analytics. More information is available in our Cookie Policy.

Children's information.

Our website and commercial freight services are not directed at children. If information about a child is included in a shipment or enquiry, it should only be supplied where necessary and by a person authorised to provide it.

Changes to this policy.

We may update this policy when our services, systems or legal obligations change. The revision date at the top shows when this version was last updated.