Last updated: September 2026
Who we are
Vithi Services Limited, trading as Vithi Logistics, is the data controller for the personal data described in this policy. We are registered in England and Wales under company number 15750540, at Regional House, Kensworth Suite, Suite Room 4, 28–34 Chapel Street, Luton, England, LU1 2SE. For any question about this policy or about your data, email info@vithilogistics.com.
The data we collect
- Enquiry and contact data — name, company, email address, telephone number, and whatever you tell us about your shipment
- Shipment data — commercial invoices, packing lists, transport documents, EORI numbers and customs declarations, which may contain the names and contact details of your staff, your suppliers and your customers
- Account data — billing contacts, purchase order references and payment records
- Website data — IP address, browser type and pages visited, where analytics cookies have been accepted
Why we use it and on what basis
- To answer enquiries and provide quotations — because it is in our legitimate interests to respond to people who contact us
- To arrange carriage, clear goods and supply products — to perform our contract with you
- To submit customs declarations and keep customs records — to comply with our legal obligations and yours
- To keep accounting records and issue invoices — to comply with legal obligations under tax and company law
- To improve the website — with your consent, given through the cookie banner
Who we share it with
- Carriers, airlines, shipping lines, hauliers and terminal operators, so the goods can be moved
- Overseas agents at origin or destination, so collection and export formalities can be handled
- HM Revenue and Customs, Border Force and other authorities, where a declaration or a lawful request requires it
- Our accountants, insurers and professional advisers
- Our IT and email service providers, who host our systems
We do not sell personal data and we do not share it for marketing.
International transfers
Shipment data is often sent outside the United Kingdom, because international freight requires it — to an agent at origin, or to a carrier operating abroad. Where we transfer personal data outside the UK we rely on the UK adequacy regulations, or on the International Data Transfer Agreement or Addendum where no adequacy decision applies.
How long we keep it
- Customs records and the documents supporting them: at least four years, as HMRC requires
- Accounting and invoicing records: six years from the end of the financial year to which they relate
- Enquiries that do not become bookings: two years
- Website analytics: no more than twenty-six months
Your rights
You have the right to ask for a copy of the personal data we hold about you, to have inaccurate data corrected, to ask us to delete data where we no longer need it, to object to or restrict processing, and to receive certain data in a portable format. Where we rely on consent, you can withdraw it at any time.
Where data is held to meet a legal obligation, such as customs and accounting records, we cannot delete it before the retention period ends.
To exercise any of these rights, email info@vithilogistics.com. We will respond within one month.
Complaints
If you are unhappy with how we have handled your data, tell us first at info@vithilogistics.com. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Changes to this policy
We update this policy when our practices change. The date at the top shows when it was last revised.