Privacy policy

Cargo Motive Freight Ltd (“Cargo Motive Freight”, “we”, “us”) is a UK freight forwarder. We are the data controller for personal data collected through this website, the Compass customer portal and our messaging channels. You can reach us about anything in this policy at operations@cargomotivefreight.com.

Company registration details, our registered office and our ICO registration number will be published here on completion of incorporation.

Enquiries and quotes. When you request a quote or send an enquiry (by form, chat or email) we collect your name, company, contact details and shipment information — origin, destination, cargo description, weights and dimensions. We use this to price and respond to your enquiry. Lawful basis: taking steps at your request before entering a contract.

Customer accounts.Portal account holders give us a name, email address and password (stored as a one-way hash — we cannot read it). The portal then holds your company’s shipment, quote, document and invoice records. Lawful basis: performance of our contract with your company.

Shipment operations. Moving freight requires passing consignment details — including named contacts on commercial documents — to carriers, ports, hauliers, warehouses and customs authorities (for UK imports, HMRC via the Customs Declaration Service). Lawful basis: contract performance and legal obligation.

Website chat.Messages you type into the chat assistant are processed for us by Anthropic (the Claude AI model) to generate replies, and enquiry details you provide in chat are saved so our team can follow up. Please don’t put sensitive personal information in the chat — it isn’t needed for a freight quote. Lawful basis: legitimate interest in answering visitor questions.

Tracking. Public tracking looks up the reference you enter and shows shipment milestones only. Queries are logged for security.

Technical data. Standard server logs (IP address, browser, pages requested) kept for security and debugging. Lawful basis: legitimate interest in running a secure service.

We use a single essential cookie: a session cookie that keeps portal users signed in. It is not used for advertising or cross-site tracking, and we run no third-party analytics or marketing cookies. Because it is strictly necessary, no consent banner is required. The chat widget stores your conversation in your own browser’s session storage so it survives page changes; it is cleared when you close the tab.

We never sell personal data. We share it only with:

• Transport and customs parties — carriers, co-loaders, hauliers, terminals, warehouses and customs authorities, as needed to move and clear your cargo.
• Service providers — our website and database hosting (Vercel Inc. and Neon Inc.), AI processing (Anthropic PBC) and messaging platforms we operate on. Each acts under contract as our processor.
• Authorities — where the law requires it.

Our hosting and AI providers process data in the United States and other countries outside the UK. Where that happens we rely on safeguards recognised under UK GDPR, including the providers’ standard contractual clauses and, where applicable, the UK-US Data Bridge. Freight itself is international by nature: consignment details travel to the countries on your shipment’s route as required to perform the contract.

Shipment and customs records are kept for at least six years, as required by HMRC and to meet our obligations under our trading conditions. Enquiries that don’t become business are deleted within 24 months. Chat conversations used only to answer a question are not retained beyond our operational logs. Account data is kept while the account is active and deleted or anonymised after closure, subject to the retention periods above.

Under UK GDPR you can ask us for access to your personal data, correction, erasure, restriction, portability, or to object to processing based on legitimate interests. Email operations@cargomotivefreight.com and we’ll respond within one month. If you’re unhappy with our answer you can complain to the Information Commissioner’s Office at ico.org.uk.

We’ll update this page when our practices change and revise the date at the top. Material changes affecting account holders will be notified through the portal.