Privacy Policy

Last updated: May 2026

1. Who We Are

Activ8 Global Logistics Ltd ("Activ8", "we", "us") is the data controller for personal data processed through this platform. We are registered in England and Wales. You can contact us at support@activ8.org.uk.

2. What Data We Collect

We collect and process the following categories of personal data through this System:

Account data: name, email address, job role, and login credentials for staff and portal users.
Operational data: shipment records you create or update, including supplier and consignee names, invoice numbers, and freight details.
Usage data: actions taken within the System (audit log), timestamps, and IP addresses for security purposes.
Device data: browser type and device information collected when you access the platform, used solely to ensure compatibility.

We do not use tracking cookies, advertising cookies, or any third-party analytics services.

3. Cookies and Local Storage

This application uses:

Session cookies: strictly necessary to keep you logged in during a session. These expire when you close your browser.
CSRF cookies: strictly necessary to protect form submissions against cross-site request forgery.
Local storage: used to remember your cookie consent preference and certain UI settings (e.g. selected warehouse). No personal data is stored in local storage.

No consent is required for strictly necessary cookies. We do not set any optional or tracking cookies. You can review or reset your cookie preference at any time via the "Cookies" link in the site footer.

4. How We Use Your Data

We use your personal data to:

authenticate you and control access to the System;
record and display freight management data as part of your operational role;
maintain an audit trail of key actions for compliance and dispute resolution;
send account-related emails (e.g. password reset).

We do not use your data for marketing, profiling, or automated decision-making.

5. Legal Basis for Processing

We process your data on the basis of:

Contract: processing necessary to provide the service you or your employer has agreed to with Activ8.
Legitimate interests: security logging, fraud prevention, and system integrity.
Legal obligation: where we are required to retain records by law (e.g. customs or tax records).

6. Who We Share Data With

We do not sell your personal data. We share it only with:

Amazon Web Services (AWS): infrastructure provider. Data is hosted in the EU West (Ireland) region.
Neo4j Aura: graph database service. Data is stored within the EU.

All processors are bound by data processing agreements and are prohibited from using your data for their own purposes.

7. How Long We Keep Your Data

We retain account data for as long as your account is active and for up to 7 years after closure, in line with standard business record-keeping obligations. Audit log entries are retained for 3 years. You may request earlier deletion — see section 9.

8. Security

All data in transit is encrypted using TLS. Data at rest is encrypted by AWS. Access to production systems is restricted to authorised personnel only. Multi-factor authentication is required for all accounts.

9. Your Rights

Under UK GDPR you have the right to:

access the personal data we hold about you;
request correction of inaccurate data;
request erasure (subject to legal retention obligations);
object to or restrict certain processing;
data portability where technically feasible.

To exercise any of these rights, contact us at support@activ8.org.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

10. Changes to This Policy

We may update this policy from time to time. The date at the top of this page reflects the most recent revision. Material changes will be communicated via the System or by email.

11. Contact

Data protection queries should be directed to:
Activ8 Global Logistics Ltd
support@activ8.org.uk