Privacy Policy

Last updated: 13 February 2026

This Privacy Policy explains how freightcode® ("we", "us", "our") processes personal and corporate data when you utilize our platform to manage, audit, and execute UK customs declarations via HMRC's Customs Declarations Service (CDS).

1. Information We Collect

To provide our analytics and automation tools, we collect and process:

  • Account & Identity Data: Name, work email address, company details, EORI numbers.
  • Customs & Trade Data: Historical HMRC "Report Ready" CSVs, commercial invoices (PDFs), HS commodity codes, and active CDS declarations.
  • Authentication Data: OAuth tokens required to maintain secure connections with your HMRC Government Gateway account.
  • Financial Data: Metadata related to duty and VAT payments routed through our Open Banking integration partners.

2. AI Processing & Invoice Extraction

When you upload commercial invoices or forward HMRC reports, our AI extraction engine parses this documentation to enable our "Smart Duty Pre-Fill" capabilities. We do not use your proprietary invoice data or historical shipment pricing to train generalized public AI models. Data is strictly siloed and processed solely to accelerate your specific clearance workflows.

3. How We Use Information

We use the processed information strictly to:

  • Generate compliance scorecards and historical savings analytics.
  • Draft, pre-fill, and securely submit customs payloads to HMRC.
  • Monitor duty deferment accounts and alert on HMRC credit limits.
  • Authenticate users and maintain our system's audit trails.

4. Sharing of Information

We never sell your trade data. Information is only shared securely with:

  • HMRC: as directly authorized by you for the purpose of executing declarations and retrieving historical analytics.
  • Open Banking Partners: (e.g., TrueLayer, Stripe Connect) exclusively for routing required direct duty payments.
  • Secure Infrastructure Providers: to host and operate the freightcode® application.

5. Data Retention & Security

Given the sensitive nature of international trade data, we encrypt all declaration and authentication data both in-transit and at-rest. We retain data only as long as necessary to provide our services and satisfy ongoing HMRC auditing requirements.

6. Your Rights

You retain the right to access, export, or delete your data from the freightcode® platform. Revoking our OAuth access to your HMRC account immediately ceases any future data syncing. To exercise your rights, contact us at: info@freightcode.co.uk