1. Introduction
This Privacy Policy explains how Geater Ltd (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use the FreightSource service (the “Service”), including www.freightsource.co.uk and the application at app.freightsource.co.uk.
FreightSource turns HMRC trade statistics into a working pipeline of UK importers and exporters for freight forwarders, customs brokers, and logistics sales teams. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using FreightSource, you consent to the practices described here.
2. Data We Collect
We collect only data necessary to operate the Service.
2.1 Account data
- Name and email address
- Company name and role (where provided)
- Login credentials (passwords stored hashed)
- Account preferences and settings
2.2 Billing data
- Billing contact and address
- Subscription tier and history
- Payment is processed by our payment provider; we do not store full card details
2.3 Usage data
- Search queries, filters, and commodity-code lookups inside the Service
- Saved searches, watchlists, pipeline entries, and CSV exports
- Pages visited, session timestamps, and feature interactions
2.4 Contact form submissions
- Name, company, email, phone, and message you provide via the contact form
2.5 Automatically collected data
- IP address, browser type, device type, OS version
- Referrer URL and basic analytics
- Crash logs and error diagnostics
2.6 Trade data displayed in the Service
FreightSource surfaces UK import and export records derived from HMRC trade statistics and other public or licensed datasets. This data describes businesses and their trade activity, not individual consumers. Where such records reference named individuals (e.g. sole traders), we process them as data controllers in line with this policy.
We do not sell your personal data. We do not share your personal data with third parties for advertising.
3. How We Use Personal Data
- Create and manage your account and authentication
- Deliver the Service, including search, exports, and saved lists
- Process subscription payments and send billing notices
- Respond to contact-form enquiries
- Send service announcements, security alerts, and (with consent) product updates
- Improve the Service, debug issues, and prevent abuse
- Comply with legal obligations
4. Lawful Basis for Processing (UK GDPR)
- Contractual necessity — processing required to provide the Service
- Legitimate interests — service improvement, fraud prevention, security
- Consent — optional marketing communications
- Legal obligation — tax, accounting, and regulatory compliance
5. Data Storage & Security
All personal data is stored within the United Kingdom. We use encryption in transit (TLS) and at rest. We take reasonable steps to protect personal information against unauthorised access, accidental loss, misuse, and alteration. No system is entirely secure; you use the Service at your own risk.
6. Sharing of Data
We do not sell personal data. We share data only with:
- Service providers essential to operate FreightSource (hosting, email delivery via SendGrid, payment processing, error monitoring)
- Authorities where required by law (court order, regulatory request)
All providers are required to comply with UK GDPR. We do not transfer personal data outside the UK except where the destination has an adequacy decision or equivalent safeguards.
7. Data Retention
- Account data — for the life of your account, then deleted or anonymised
- Billing records — 6 years, as required by HMRC and UK accounting law
- Contact-form submissions — up to 24 months unless converted to an account
- Server logs — typically 30–90 days
8. Your Rights (UK GDPR)
You have the right to:
- Access your data
- Correct inaccurate data
- Erasure (“right to be forgotten”)
- Restrict processing
- Data portability
- Object to processing
- Complain to the Information Commissioner's Office (ICO)
To exercise any right, email john@geater.co.uk.
9. Cookies
We use a small number of cookies to keep you signed in, remember preferences, and measure aggregate usage. You can clear or block cookies in your browser; some features will not work without essential cookies.
10. Account Deletion
You can request deletion of your account at any time. See our Delete account page.
On deletion:
- Personal data is permanently deleted or anonymised
- Records required for legal or accounting purposes may be retained for the minimum required period
- Backups will be purged on the standard rotation
11. Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted here with an updated “Last updated” date.
12. Contact
Geater Ltd
Birch Cottage, Sheepway, BS20 7TE, United Kingdom
Email: john@geater.co.uk