Privacy Policy

1. Introduction

This Privacy Policy explains how Intelclear collects, uses, stores and protects personal data. It applies to all personal data provided to us, whether through our website, by email, by telephone, through our services, or through any other interaction with us.

We are committed to ensuring that personal data is handled in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and any other relevant legislation.

2. Who We Are

Intelclear provides customs-related services, including customs clearance, customs classification, fiscal representation, and related advisory services.

For the purposes of applicable data protection law, Intelclear acts as the data controller unless otherwise stated.

If you have any questions about this Privacy Policy or how your personal data is handled, you may contact us at:

Email: contact@intelclear.com
Address: Unit 8 West Station Business Park, Spital Road, Maldon, England, CM9 6FF

3. What Is Personal Data

Personal data means any information relating to an identified or identifiable individual. This includes information that directly identifies you, such as your name and contact details, as well as information that could indirectly identify you, such as online identifiers, technical data, or information relating to your use of our website or services.

4. Scope of This Policy

This Privacy Policy applies to personal data collected through our website, through direct communications with us, through enquiries about our services, and through the provision of our services.

It also applies to personal data received from third parties where this is necessary for us to provide our services or to operate our business.

5. Personal Data We Collect

We may collect and process a range of personal data depending on your relationship with us.

This includes identity and contact information such as your name, company name, job title, email address, telephone number and postal address. We may also collect information that you provide when making an enquiry, including the content of communications, service requirements, and any documentation or information necessary for us to respond to your request or provide services.

Where you engage us as a client, we may collect additional information necessary to deliver customs and related services, including business and transaction-related data. We may also process billing and payment-related information where relevant.

When you use our website, we may automatically collect technical and usage information such as your IP address, browser type, device information, operating system, time zone, and information about how you interact with our website.

We may also collect information about your preferences regarding communications and marketing.

We may generate aggregated or anonymised data for analytical purposes. This data does not identify you and is not considered personal data.

We do not intentionally collect special category personal data unless it is strictly necessary and lawful to do so. You should avoid providing such information unless specifically requested.

6. How We Collect Personal Data

We collect personal data directly from you when you contact us, complete forms on our website, request information, or engage our services.

We may also collect data automatically through your use of our website using server logs, cookies and similar technologies where applicable.

In certain cases, we may receive personal data from third parties, such as business partners, service providers, or public authorities, where this is necessary for providing our services or complying with legal obligations.

7. How We Use Personal Data

We use personal data to respond to enquiries, provide services, manage our client relationships, and communicate with you. This includes processing information necessary to deliver customs-related services and to administer our contractual obligations.

We also use personal data to operate, maintain and improve our website, services and systems, and to ensure their security and integrity.

Where permitted by law, we may use your personal data to send information about our services, updates or other communications that may be of interest to you. You may opt out of such communications at any time.

We may also use personal data to comply with legal and regulatory requirements, including customs, tax and audit obligations, and to establish, exercise or defend legal claims.

8. Legal Basis for Processing

Where data protection laws apply, we rely on one or more legal bases for processing personal data.

Processing may be necessary for the performance of a contract or to take steps prior to entering into a contract. It may also be necessary for compliance with legal obligations to which we are subject.

In some cases, we process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms.

Where required, we rely on your consent, particularly in relation to certain marketing communications or non-essential cookies. You may withdraw consent at any time.

9. Sharing Personal Data

We may share personal data with other organisations where necessary for business purposes.

This may include sharing data within our group or with affiliated entities, as well as with third-party service providers who support our operations, such as IT providers, hosting providers, communication platforms and professional advisers.

We may also share data with logistics partners, customs authorities, tax authorities, regulators or other public bodies where this is necessary to provide services or comply with legal obligations.

We take reasonable steps to ensure that any third parties handling personal data on our behalf do so securely and in accordance with applicable data protection laws.

We do not sell personal data to third parties.

10. International Transfers

Personal data may be transferred to and processed in countries outside the United Kingdom or the European Economic Area where necessary for business operations or service delivery.

Where such transfers take place, we ensure that appropriate safeguards are in place to protect personal data. These safeguards may include adequacy decisions, standard contractual clauses, or other legally recognised mechanisms.

11. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, regulatory, tax and accounting requirements.

Retention periods will vary depending on the nature of the data and the purpose of processing. In some cases, data may be retained for longer where required for legal claims or compliance purposes.

12. Website Usage and Cookies

When you use our website, we may collect information about your device and browsing activity through cookies and similar technologies.

This information helps us to operate the website, understand usage patterns, improve performance, and provide a better user experience.

Where required by law, we will obtain your consent before placing non-essential cookies on your device. You can control or disable cookies through your browser settings, although doing so may affect the functionality of the website.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites, and you should review their privacy policies separately.

13. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.

While we take reasonable steps to safeguard personal data, no system can be completely secure. We therefore encourage users to take appropriate precautions when sharing information online.

14. Your Rights

Under applicable data protection laws, you may have the right to access your personal data, to request correction or deletion, to restrict or object to processing, and to request the transfer of your data to another organisation.

Where processing is based on consent, you have the right to withdraw that consent at any time.

You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been handled unlawfully.

15. Access Requests

You have the right to request a copy of the personal data we hold about you. Requests should be submitted using the contact details provided in this Privacy Policy.

We will respond within the timeframes required by applicable law and may request proof of identity before processing your request.

16. Children

Our website and services are not intended for children, and we do not knowingly collect personal data from children. If we become aware that such data has been collected, we will take steps to delete it.

17. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, services or legal requirements.

Any updates will be published on our website and will take effect from the date of publication.