This Privacy Policy explains how TRELVEX SOLUTIONS LTD ("Trelvex", "we", "us" or "our") collects, uses, stores, transfers and protects personal data in accordance with the UK General Data Protection Regulation ("UK GDPR"), the EU General Data Protection Regulation (EU) 2016/679 ("GDPR"), and other applicable data protection laws.
1. Data Controller
TRELVEX SOLUTIONS LTD
Company Number: 17226366
Registered Office: 66 Paul Street, London, United Kingdom, EC2A 4NA
Email: main@trelvexsolutions.org
For any privacy-related questions, requests or complaints, please contact us using the details above.
2. Personal Data We Collect
We may collect and process the following categories of personal data:
(a) Identification Data
- name;
- company name;
- job title;
- business affiliation.
(b) Contact Data
- email address;
- telephone number;
- correspondence address;
- communication preferences.
(c) Logistics and Operational Data
- shipment references;
- sender and consignee details;
- delivery information;
- customs documentation;
- shipment tracking information;
- logistics instructions;
- records of communications relating to shipments and logistics services.
(d) Technical Data
- IP address;
- browser type and version;
- device information;
- operating system;
- website usage data;
- cookie identifiers.
(e) Communication Data
- inquiries submitted through our website;
- emails;
- telephone records;
- customer support communications.
3. How We Collect Data
We collect personal data:
- directly from you;
- from your employer or business organization;
- from clients requesting logistics services;
- from carriers, customs brokers and logistics partners;
- through our website and cookies;
- from publicly available business sources where permitted by law.
4. Purposes of Processing
We process personal data for the following purposes:
- responding to inquiries and requests;
- providing logistics coordination services;
- arranging freight forwarding and supply chain support;
- facilitating customs documentation processes;
- managing customer relationships;
- maintaining operational and business records;
- invoicing and financial administration;
- complying with legal and regulatory obligations;
- preventing fraud and unauthorized activities;
- protecting our legal rights and interests;
- improving our website, services and business operations;
- ensuring network and information security.
5. Legal Bases for Processing
Depending on the circumstances, we process personal data on one or more of the following legal bases:
(a) Contract Performance
Where processing is necessary to enter into or perform a contract.
(b) Legal Obligations
Where processing is required to comply with applicable laws, regulations, customs requirements, tax obligations or regulatory requests.
(c) Legitimate Interests
Where processing is necessary for our legitimate interests, including:
- operating and improving our services;
- maintaining customer relationships;
- business administration;
- ensuring security;
- preventing fraud;
- managing disputes and legal claims;
- protecting our business operations.
(d) Consent
Where consent is required by law, including certain cookies and marketing communications. You may withdraw your consent at any time.
6. Requirement to Provide Personal Data
Where personal data is required for entering into or performing a contract, failure to provide such information may prevent us from providing requested services or fulfilling contractual obligations.
7. Logistics and Shipment Data
As part of our logistics coordination activities, we may process personal data relating to:
- shippers;
- consignees;
- recipients;
- customs contacts;
- transportation contacts;
- warehouse contacts;
- other individuals involved in shipments.
Clients providing personal data relating to third parties are responsible for ensuring that they have a valid legal basis and any necessary notices or permissions required under applicable law.
8. Data Sharing and Recipients
We may share personal data with:
- transportation providers and carriers;
- warehouse operators;
- customs brokers and customs authorities;
- logistics and fulfillment partners;
- IT and cloud service providers;
- customer relationship management (CRM) providers;
- accounting, legal and professional advisors;
- payment service providers;
- regulators, law enforcement agencies and public authorities where required by law.
All service providers receiving personal data are required to implement appropriate security and confidentiality measures.
9. International Transfers
Personal data may be transferred to countries outside the United Kingdom or European Economic Area ("EEA") where necessary for logistics operations or business activities.
Where such transfers occur, we implement appropriate safeguards, including:
- adequacy decisions issued by the relevant authorities;
- Standard Contractual Clauses ("SCCs");
- the UK International Data Transfer Agreement ("IDTA") where applicable;
- other lawful transfer mechanisms recognized under applicable data protection laws.
10. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy and to comply with legal obligations.
Typical retention periods include:
- website inquiries: up to 24 months;
- client and operational records: up to 6 years after termination of the business relationship;
- accounting and tax records: as required by applicable law;
- technical and website analytics data: in accordance with our Cookie Policy.
Retention periods may be extended where necessary to establish, exercise or defend legal claims.
11. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- ensure website functionality;
- maintain security;
- analyze website performance and usage;
- improve user experience.
Non-essential cookies are used only where required consent has been obtained.
Further information is available in our Cookie Policy.
12. Automated Decision-Making
We do not use personal data for automated decision-making or profiling that produces legal effects or similarly significant effects on individuals.
13. Data Security
We implement appropriate technical and organizational measures designed to protect personal data, including:
- access controls;
- authentication procedures;
- encryption in transit where appropriate;
- audit logging;
- monitoring and security controls;
- personnel confidentiality obligations.
Despite these measures, no transmission or storage system can be guaranteed to be completely secure.
14. Your Rights
Subject to applicable law, you may have the right to:
- access your personal data;
- correct inaccurate personal data;
- request deletion of personal data;
- restrict processing;
- object to processing;
- withdraw consent;
- request data portability;
- lodge a complaint with a supervisory authority.
Requests may be submitted to: main@trelvexsolutions.org
15. Complaints
If you believe your personal data has been processed unlawfully, you may submit a complaint to the relevant supervisory authority.
For individuals in the United Kingdom: Information Commissioner's Office (ICO) https://ico.org.uk
For individuals in the European Union: You may contact the supervisory authority in your country of residence, workplace or the place of the alleged infringement.
16. EU Representative
Where required by Article 27 GDPR, Trelvex shall appoint and maintain an authorized representative within the European Union and publish the representative's contact details in this Privacy Policy.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any material changes will be published on this page together with an updated revision date. Continued use of our services after publication of an updated Privacy Policy constitutes acknowledgment of the revised policy.
18. Contact Us
TRELVEX SOLUTIONS LTD
66 Paul Street, London EC2A 4NA, United Kingdom
Email: main@trelvexsolutions.org