Privacy policy
How we handle account, shipment, recipient, document and website information, and how you can exercise your privacy rights.
Updated · Version 1.1 · FindXTrade
1. Who is responsible for your information
FINDXTRADE LTD, trading as FindXTrade, is the UK company responsible for the personal information it uses to operate this website and its own customer relationships. Our company number is 14830724 and we are registered in England and Wales. We are based in Manchester, England, UK. For privacy enquiries, use Contact us and identify your message as a privacy request. You do not need an account to make a privacy request.
This notice covers visitors, account holders, business contacts, people sending enquiries, and collection or delivery contacts whose details somebody else supplies. It describes our current comparison and planning service. Booking, payment and shipment protection processing is explained separately below and will apply only when those services are made available.
2. Information we collect and where it comes from
You provide information by entering a shipment, using an account, saving an address, importing a file, uploading a permitted document or contacting us. Businesses and other senders may supply recipient and collection-contact details. Identity services provide the account identifiers and verified contact information needed to sign you in. Technical information is generated when your device uses the service.
- Account and business information: name, email, business name, account identifiers, profile information, account preferences and any permitted business or customs identifiers you choose to provide.
- Shipment and recipient information: collection and delivery names, addresses, countries, localities, regions, postcodes, phone numbers, emails, access instructions, references, item descriptions, dimensions, weight, declared value, goods declarations and requested service options.
- Files and records: CSV/Excel rows, saved drafts and comparisons, address books, parcel presets, permitted shipment documents, enquiry messages, attachments and correspondence. File contents can contain personal information even where filenames do not.
- Technical and security information: IP/network information handled by the hosting layer, approximate country, browser/device characteristics, request and error information, authentication events and anti-abuse signals. Precise GPS location is not required for the country indicator.
- When booking becomes available: the selected carrier, transaction references, payment status, booking records, tracking events, customs or claims information needed for the service. Payment credentials should be entered only into the identified payment provider’s secure process.
3. Why we use information and our legal grounds
Where UK or European data protection law applies, the table identifies our main purposes and legal grounds. Necessary contractual processing applies where the individual is our customer or is taking steps to contract with us. Handling a business representative’s or recipient’s information usually relies on legitimate interests, a relevant legal obligation or another applicable ground, rather than assuming that person has a contract with us. We consider necessity and the impact on individuals when relying on legitimate interests.
| Purpose | Main legal ground and interests |
|---|---|
| Provide the requested account, draft saving, quotation and customer support | Contractual necessity for individual customers; legitimate interests in providing the business service and responding to enquiries for other contacts. |
| Check locality/region/postcode consistency and calculate eligible service estimates | Contractual necessity or legitimate interests in accurate quotations, preventing errors and avoiding unsuitable services. |
| Authenticate users, protect accounts, investigate misuse and keep audit records | Legitimate interests in security and fraud prevention; legal obligations where applicable. |
| Meet tax, customs, sanctions, regulatory and court requirements when relevant | Legal obligation; legitimate interests in establishing, exercising or defending legal claims where appropriate. |
| Remember optional regional and appearance choices | Your consent through Cookie settings. You can withdraw it without losing access to necessary services. |
| Send promotional communications if introduced | A separate consent or another specifically permitted basis, with the applicable opt-out. Contacting us or creating an account does not by itself subscribe you to marketing. |
4. Required details, optional information and sensitive documents
Fields identified as required are needed for the relevant task. A quick estimate needs fewer details than a detailed quote; a final booking may require full addresses, contacts, goods and customs information. If a required detail is missing, we may be unable to calculate or provide that service. Optional information should be limited to what helps the shipment.
Please avoid including health details, identity-document numbers, payment credentials, passwords, sign-in codes or unrelated information in free-text fields, shipment references or general enquiries. Only submit an identity or customs document where a relevant secure workflow requests it and you have a lawful reason. Where a service genuinely requires sensitive information or a separate permission, we must explain that requirement and the applicable basis before collection.
If you supply someone else’s details, give them this notice and ensure you have a lawful basis or authority to share the information. We remain responsible for our own privacy obligations. Depending on the arrangement, a merchant may be the controller of its customer/order records and FindXTrade may act as a processor for a defined service; a suitable processing agreement must specify those roles. No processing agreement or permission for unrestricted use is created simply by importing a file.
5. Who receives information
Access is limited to people and providers who need information for the stated task. Current service providers include the website/platform hosting infrastructure, Cloudflare for delivery, application hosting/storage and security services, and Microsoft for customer identity verification and configured enquiry email delivery. Authorised FindXTrade personnel may access records to provide support, administer the service and investigate problems. Providers’ own notices describe their independent activities.
- Location suggestions and verification may send country, locality, region and postcode queries through our server to Photon/komoot and Postcodes.io. Bundled/reference data also uses GeoNames and OpenStreetMap. The location lookup request does not need the recipient’s name, contact details, street line or full shipment file.
- When a live booking or quote integration is enabled, the relevant carrier, logistics partner, customs agent or payment provider receives the information necessary for the selected service. A carrier or authority may act as an independent controller for transport, compliance or claims records.
- Professional advisers, regulators, courts, law enforcement or a legitimate business successor may receive limited information where justified by law, a legal claim or a protected business transaction.
- The current service does not sell personal information or use it for cross-context behavioural advertising. Sharing a shipment with the provider you select is for that service. Future advertising, marketing or new sharing purposes require the relevant notice and permissions.
6. International processing
International shipping can require information to be handled in the collection, transit and destination countries. Hosting, authentication, email and other suppliers may also process information outside your country. Privacy protections can differ between locations. A worldwide country selector is not a representation that every service, processing arrangement or legal permission is available in every territory.
Where a transfer is restricted by applicable data protection law, it must be supported by a permitted mechanism, such as an adequacy decision or approved contractual safeguards, with additional protections where required. This may involve the UK International Data Transfer Agreement or UK Addendum, EU standard contractual clauses, or the corresponding local mechanism. A narrow legal exception may apply in particular circumstances; ordinary use of this website is not blanket consent to unrestricted international transfers. Contact us for information about the destination, recipient and safeguards relevant to your information, including an appropriate copy or summary of safeguards.
7. How long information is kept
We assess retention according to the purpose, your continuing use, the sensitivity of the records, legal duties and any genuine dispute or investigation. We do not treat a quote’s price-validity date as its automatic data-deletion date. The criteria below describe the current service; a separate booking or provider notice may specify additional lawful periods.
| Record | Retention and removal criteria |
|---|---|
| Browser drafts and uploaded preview rows | Remain on that browser until replaced, cleared through the relevant workspace controls, or removed using the browser’s site-data tools. Account, guest and recovery copies can be separate. |
| Account drafts, saved addresses, presets and comparisons | Kept to provide the continuing account/planning service while needed or until removed or a justified deletion request is fulfilled. Records are assessed for ongoing purpose; there is no single automatic deletion timer for all account data. |
| Enquiries and attachments | Kept while handling the enquiry and for a justified follow-up, complaint or legal-record purpose. Mailbox copies may be separate from records visible in an account. |
| Sign-in and short technical records | The customer session is normally 12 hours, or up to seven days if “Keep me signed in” is chosen; the sign-in flow lasts up to ten minutes. Anti-abuse records have their own short expiry windows; expired records are cleaned by the relevant service process. |
| Future bookings, invoices, customs and claims records | Retained for the applicable accounting, transport, customs and legal-claim obligations. Only the necessary record should be retained for a legal hold, rather than the whole account without a reason. |
8. Deletion, security and your devices
Reset quote clears the current working quote, with an in-page Undo until you leave or reload. It does not erase saved quotes, the address book, account records, provider records or every browser recovery copy. Downloaded files are on your device and are outside our workspace controls. For a wider deletion or account closure request, contact us. We will explain any information that must be retained and why.
We use access controls, secure connections and protections appropriate to the service, including restricted account storage and sign-in safeguards. No online service can promise absolute security. Protect your email account, use your own device for remembered sign-in, sign out on shared devices and avoid sharing codes or account access. If a personal-data incident requires notification to you or a regulator, we will follow the applicable legal requirements.
9. Your privacy rights
Depending on the law that applies, you can request access to your information, correction, deletion, restriction, a portable copy, information about disclosures and an objection to certain processing. You may withdraw consent at any time; this does not undo processing that was lawful before withdrawal. You can object specifically to direct marketing. Certain requests may be subject to lawful exceptions and proportionate identity/authority checks. We do not require an account or charge a routine fee to exercise a right.
Send a request through Contact us explaining the right and the records involved. We respond within the applicable statutory period: generally one month for UK/EEA requests, subject to permitted extensions and notification; other applicable laws may use different periods. We will explain a refusal and any available appeal or complaint route. An authorised representative may act where the applicable rules permit. We will not penalise you for exercising a protected right.
UK residents may complain to the Information Commissioner’s Office. EEA residents may contact their relevant supervisory authority. Residents elsewhere may contact their competent privacy regulator, including the Nigeria Data Protection Commission, Canada’s Office of the Privacy Commissioner or a relevant US state authority. Where US state privacy law applies, rights may also include opting out of sale, certain sharing or targeted advertising, limiting particular sensitive uses, and appealing decisions on rights requests. Those rights depend on statutory scope; we do not claim that every jurisdiction’s law applies to every visit.
10. Automated checks, children and future changes
The platform uses automated rules to validate locations, calculate estimates, filter eligible services and rank comparisons. A geographic check or an estimate is not a government decision, a credit decision, a guarantee of carriage or a completed booking. If a result appears wrong, correct the source fields or ask us to review the issue. We do not use the current comparison workflow to make a solely automated decision with legal or similarly significant effects on an individual.
The service is intended for adults and authorised business users. Please do not create an account if you lack the legal capacity to enter the relevant contract. Children’s information should only be supplied if genuinely necessary for a lawful shipment and by an authorised adult, with the required protections. Contact us if you believe information has been provided improperly.
We update this notice when services, suppliers, purposes or legal requirements change. Material changes will be brought to users’ attention as required, and any necessary fresh permission will be obtained. Future merchant APIs, payment services or carrier integrations must have their own appropriate disclosure before activation. This notice does not by itself authorise a new use of personal information.
Use Contact us. Include the page title and version if asking about a particular clause.