Privacy Policy

Who we are

UK Freight Masters (UKFM) Warehousing & Distribution is a warehousing and logistics company operating from Fishers Way, Belvedere, Kent, DA17 6BS. We are the data controller responsible for any personal data you provide to us or that we collect from you when you visit or use our website at ukfmwarehousing.co.uk.

If you have any questions about how we handle your personal data, please contact us at info@ukfmwarehousing.co.uk or by calling 0208 310 5711.

What This Policy Covers

This Privacy Policy explains what personal data we collect, why we collect it, how we use and store it, and what your rights are under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

This policy applies to all personal data collected through our website, by telephone, by email, or through any other means of contact with UKFM.

What Personal Data We Collect

We only collect personal data that is necessary for a specific, lawful purpose. The data we may collect includes:

Your name
Your company name and job title
Your email address
Your telephone or mobile number
Your message or enquiry details submitted via our contact form
Your IP address (collected automatically when you visit our website – see Cookie Policy

We do not collect any special category data (such as health information, ethnicity, or financial data) and do not knowingly collect data from individuals under the age of 18.

How We Collect Your Data

We collect personal data in the following ways:

When you complete and submit the enquiry or contact form on our website
When you email us directly at info@ukfmwarehousing.co.uk
When you telephone us to make an enquiry
When you enter into a business relationship or contract with us as a client
Automatically, via cookies and standard server logs when you visit our website (see the Cookie Policy)

Why We Use Your Data

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the nature of your interaction with us, we rely on one or more of the following lawful bases:

To respond to your enquiries and provide you with information about our warehousing and logistics services. We have assessed that this does not override your rights and freedoms.
To fulfil our obligations under a contract with you or your business, or to take steps at your request before entering into a contract
Where we are required to retain or process data to comply with a legal duty.
Where you have explicitly given us permission to contact you, for example by ticking an opt-in box. You may withdraw your consent at any time.

How We Use Your Data

We use the personal data we collect for the following purposes only:

To respond to your enquiry or request for a quote
To fulfil and manage any warehousing, distribution, or logistics services we provide to you
To communicate with you about your account or ongoing business relationship with us
To comply with legal or regulatory obligations

We do not use your personal data for automated decision-making or profiling. We do not sell, rent, or share your personal data with any third party for marketing purposes.

Who We Share Your Data With

We do not pass your personal data to outside organisations or individuals without your express consent, except in the following limited circumstances:

Our IT and website hosting providers, who process data on our behalf under appropriate data processing agreements and are bound by confidentiality obligations
Where we are legally required to do so, for example in response to a court order or regulatory authority request

All third parties we work with are required to handle your data in accordance with UK GDPR and are only permitted to process it for the specific purpose for which it was shared.

How Long We Keep Your Data

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Our standard retention periods are:

Enquiry data (non-clients): deleted after 12 months if no business relationship is established
Client data: retained for the duration of the business relationship and for up to 6 years afterwards, in line with standard commercial and legal requirements
Financial and contractual records: retained for 6 years in accordance with HMRC requirements

We regularly review the data we hold and delete or anonymise information that is no longer required.

Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

About how and why we process your data (which this policy fulfils).
To obtain a copy of the personal data we hold about you.
To have inaccurate data corrected or incomplete data completed.
To request that we delete your personal data in certain circumstances.
To ask us to limit how we use your data while a query is resolved.
To receive your data in a structured, machine-readable format.
To our processing of your data where we rely on legitimate interests.

To exercise any of these rights, please contact us at info@ukfmwarehousing.co.uk or write to us at the address below. We will acknowledge and respond to all requests within one calendar month, in accordance with our obligations under UK GDPR.

Complaints

If you are unhappy with how we have handled your personal data, please contact us in the first instance so we can try to resolve your concern. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection matters. ICO website: ico.org.uk

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our practices, or the services we provide. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

Contact Us

UK Freight Masters (UKFM) Warehousing & Distribution – Fishers Way, Belvedere, Kent, DA17 6BS | Email: info@ukfmwarehousing.co.uk | Telephone: 0208 310 5711