Privacy policy

This policy explains what Instant Global Solutions Ltd (“we”, “us”, “IGS”) does with personal data collected through igs.today and in the course of arranging and performing freight, customs and logistics services. We are the data controller for that information.

1. Who we are

Instant Global Solutions Ltd is a private limited company registered in Scotland under company number SC798191, with its registered office at 145 Carsaig Drive, Glasgow, G52 1AS.

For anything in this policy, contact us through the enquiry form on this website — say that your message concerns data protection and it will be routed accordingly — or write to us at 145 Carsaig Drive, Glasgow, G52 1AS.

2. The personal data we collect

Information you give us

When you complete the enquiry form on this website, we collect:

• your name and the company you represent;
• your work email address;
• your telephone number, if you choose to give one;
• the service you are enquiring about;
• the origin and destination of the movement, if you give them;
• your indicative annual volume and timescale, if you give them;
• whatever you write in the free-text message field.

Information we process to move freight

Arranging international transport necessarily involves personal data about named individuals. Depending on the shipment this can include the names, job titles, business contact details and signatures of shippers, consignees, notify parties, drivers and delivery contacts, and — where a customs authority requires it — identifiers such as EORI numbers.

Information collected automatically

When you submit the enquiry form we record the IP address the submission came from and your browser's user-agent string. We use these only to detect and block automated abuse of the form.

This website does not use advertising or analytics cookies, and does not track you across other websites. No cookie banner is shown because no non-essential cookies are set.

3. Why we use it, and our lawful basis

• Responding to your enquiry and quoting — taking steps at your request prior to entering into a contract (Article 6(1)(b)).
• Performing the transport, customs and storage services — performance of our contract with you (Article 6(1)(b)), and our legitimate interests where the individual concerned is a contact at a counterparty rather than our own customer (Article 6(1)(f)).
• Making customs and border declarations — compliance with a legal obligation (Article 6(1)(c)). We are required to give certain data to HMRC and to the customs authorities of transit and destination countries, and we cannot move the goods without doing so.
• Aviation and maritime security screening — compliance with a legal obligation, including known-consignor and cargo security requirements (Article 6(1)(c)).
• Sanctions, denied-party and anti-money-laundering checks — compliance with a legal obligation and our legitimate interests in not committing an offence (Articles 6(1)(c) and 6(1)(f)).
• Protecting the enquiry form from spam and abuse — our legitimate interests (Article 6(1)(f)).
• Meeting our tax and accounting obligations — compliance with a legal obligation (Article 6(1)(c)).

We do not send marketing emails, and we do not sell, rent or trade your personal data.

4. Who we share it with

Moving freight internationally means passing data to the parties who physically handle it and to the authorities who regulate it. We share personal data only where it is necessary, and only with:

• Carriers — airlines, shipping lines, hauliers and rail operators;
• Overseas agents, handling agents and terminal operators at origin, transit and destination;
• Customs brokers and customs authorities, including HMRC and their overseas equivalents;
• Warehouse and fulfilment operators where storage forms part of the service;
• Cargo insurers, surveyors and claims handlers, where a claim arises;
• Our accountants, auditors and legal advisers;
• Our hosting provider, which operates the server this website runs on within the United Kingdom or European Economic Area.

We may also disclose personal data where required by law, by a court, or by a regulator.

5. International transfers

Because we arrange international movements, personal data will routinely be sent to agents and authorities in countries outside the UK, including countries without a UK adequacy decision. Where that happens we rely on one of the following:

• a UK adequacy decision for the destination country;
• the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum, in our agent contracts;
• the Article 49 exception permitting transfers necessary for the performance of a contract — which is what applies when a consignee's details must go to a customs authority in order to clear the goods.

6. How long we keep it

• Enquiries that do not become accounts — 12 months from your last contact with us.
• Quotations that are not taken up — 2 years.
• Shipment and customs records — 6 years from the end of the relevant period, reflecting HMRC's customs record-keeping requirement.
• Accounting records — 6 years from the end of the accounting period.
• Claims files — until the claim is closed and the relevant prescriptive or limitation period has expired.

7. Your rights

Under UK data protection law you have the right to:

• be told how your personal data is used — which is what this policy does;
• request a copy of the personal data we hold about you;
• have inaccurate personal data corrected;
• ask us to erase data where we no longer have a good reason to keep it;
• ask us to restrict processing while a concern is resolved;
• object to processing based on our legitimate interests;
• receive data you gave us in a portable format, where processing is based on consent or contract.

To exercise any of these, send a request through the enquiry form, marking it as a data protection request, or write to us at 145 Carsaig Drive, Glasgow, G52 1AS. We will respond within one month, at no charge unless a request is manifestly unfounded or excessive.

Some rights are qualified. We cannot erase data we are legally required to retain for customs, security or tax purposes, and we cannot retract data already lodged with a customs authority. We will explain if that applies.

8. Security

The website is served over HTTPS and enquiry data is held on an access-controlled server with restricted administrative access. No system is perfectly secure, but we take technical and organisational measures appropriate to the sensitivity of the data. If a breach occurs that is likely to result in a risk to your rights, we will notify the Information Commissioner's Office within 72 hours and tell you where the law requires it.

9. Children

This is a business-to-business website. It is not directed at children and we do not knowingly collect personal data from anyone under 16.

10. Complaints

Please raise any concern with us first, through the enquiry form or by post at 145 Carsaig Drive, Glasgow, G52 1AS. You also have the right to complain to the Information Commissioner's Office:

• ico.org.uk/make-a-complaint
• Telephone 0303 123 1113
• Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

11. Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last changed. Where a change materially affects how we use data you have already given us, we will tell you directly.