1. Who We Are
XOVENTA GLOBAL LTD is a company registered in the United Kingdom and operating in the fields of computer systems design and related services, including global trade operations, freight coordination, sourcing, customs documentation, warehouse and fulfilment work, market entry research and trade finance support. The registered business address is 82 Cavour Street, STOKE-ON-TRENT - ST1 5PL, United Kingdom (GB).
For the purposes of applicable data protection law, XOVENTA GLOBAL LTD is the controller of the personal information described in this Policy. The company decides why information is collected and how it is used, and it is accountable for the safeguards described here. Where a client engages the company as a processor on behalf of another organisation, the company acts on written instructions and the client remains the controller of that data.
The developer of this website is Xoventa Global, and the same organisation operates the dispatch desk, the route board and the trade services described across this site. Any reference to we, us or the company in this Policy means XOVENTA GLOBAL LTD.
2. Scope of This Policy
This Policy applies to personal information collected through this website, through email and telephone contact with the desk, through forms submitted on the contact page, and through the delivery of trade operations services to clients and their representatives. It also applies to enquiries that do not result in a contract, because the company still holds the information you share during a conversation.
This Policy does not apply to websites operated by third parties, even where those websites are linked from this site. It also does not cover information that has been fully anonymised so that it can no longer be associated with an identified or identifiable person, because such information is not personal data.
3. Information We Collect
The company collects several categories of personal information. The exact categories depend on how you interact with the desk and the services you request.
Identity and contact information
This includes your name, job title, employer name, work email address, telephone number and postal address. It is collected when you submit a route enquiry, request a quotation or become a client of the company.
Commercial and shipment information
When you engage the trade operations services, the desk may receive product descriptions, tariff classifications, volumes, supplier names, consignee and shipper details, bank references, payment terms and documents such as commercial invoices, packing lists and certificates of origin. Some of this information may relate to individuals, for example a sole trader or a named contact at a supplier, and it is handled with the same care as other personal data.
Technical and usage information
When you visit this website, basic technical information may be recorded, such as the pages viewed, the approximate region from which a request originates and the type of device or browser used. This information is used in aggregate to keep the site working and to understand which pages are useful.
Communications
The company keeps a record of emails, form submissions, call notes and meeting summaries so that a route can be traced and a client request can be answered accurately. This record is part of the operational register that supports every engagement.
Information we do not seek
The desk does not ask for sensitive personal information such as health data, political opinions or religious beliefs in the ordinary course of a trade engagement. Where such information is offered voluntarily as part of a shipment requirement, for example a medical device that carries patient instructions, the company handles it only as needed to complete the route and applies additional care to its storage. Clients are encouraged to keep personal data in shipping documents to the minimum required by the destination authority.
4. How We Collect Information
The company collects information directly from you in most cases. You provide information when you complete the contact form, send an email to the desk, call the office, request a quotation, place an order for services or correspond with the team during a project.
Information may also be collected automatically when you browse this website, as described in the section on cookies and similar technologies. In addition, the company may receive information from third parties such as suppliers, carriers, customs brokers, banks and business partners where this is necessary to deliver a service you have requested or to meet a legal obligation.
5. Lawful Bases for Processing
Where data protection law requires a lawful basis, the company relies on one or more of the following grounds.
- Contract. Processing is necessary to enter into or perform a contract with you, for example to coordinate freight, prepare customs documents or manage a warehouse instruction.
- Legal obligation. Processing is necessary to comply with a legal duty, such as customs, tax, accounting or anti money laundering requirements that apply to international trade.
- Legitimate interests. Processing is necessary for the legitimate interests of the company or a client, such as securing the website, preventing fraud, improving services and maintaining accurate business records, provided those interests are not overridden by your rights.
- Consent. Processing is based on your consent where consent is required, for example for certain marketing messages. You may withdraw consent at any time.
Where information is classed as special category data, the company processes it only when a further condition applies, such as your explicit consent or the establishment of a legal claim.
6. How We Use Information
The company uses personal information for the following purposes. Each purpose is tied to the operation of the desk and to the services you request.
- To respond to enquiries and prepare costed route lines, including comparing freight options, sourcing candidates and customs requirements.
- To perform contracts for trade operations services, including booking freight, preparing documentation, running warehouse and fulfilment work and supporting trade finance.
- To communicate about live shipments, cutoffs, customs deadlines and exceptions so that cargo keeps moving on schedule.
- To maintain business, customs, tax and accounting records as required by law.
- To protect the company, its clients and its partners against fraud, misuse and security threats.
- To improve the website, the route board and the internal systems that support the service lanes.
- To comply with legal requests, court orders and regulatory duties where they apply.
The company does not use personal information for automated decision making that produces legal effects without human review, and it does not use personal information to build behavioural advertising profiles.
Operational visibility and the route board
The route board that gives clients visibility of a consignment shows shipment events and reference codes rather than personal details. Where a name must appear on a board entry, for example a receiving contact at a warehouse, the desk limits what is displayed and restricts access to the staff who run that lane. This approach keeps the benefit of a shared view without exposing personal information more widely than the route requires.
Quality control and service review
Information from completed routes is used to review the performance of the desk, to compare quotations against final invoices and to improve the checklists used in each lane. Where this review uses personal information, it is limited to what is needed for the assessment and is not used to make decisions about you beyond the service relationship.
9. International Transfers
Global trade operations cross borders by nature, and personal information may therefore be transferred to carriers, agents, brokers and authorities in countries outside the United Kingdom. Where information leaves the United Kingdom, the company takes steps to ensure that it continues to receive an appropriate level of protection.
Those steps may include relying on an adequacy finding for the destination country, putting approved contractual clauses in place with the recipient, or obtaining your consent where the law permits and no other safeguard is available. The company limits each transfer to the data needed for the specific route and reviews the arrangement when the relationship or the destination changes.
10. How Long We Keep Information
The company keeps personal information only for as long as it is needed for the purpose for which it was collected, or as long as the law requires. Retention periods are set by category.
- Enquiries that do not result in a contract are kept for a limited period so that the desk can follow up, after which they are deleted.
- Contract, customs and shipment records are kept for the period required by customs, tax and accounting law, which may extend several years after the route closes.
- Financial and payment records are kept for the statutory retention period that applies to business accounts.
- Website technical logs are kept for a short period and then deleted or aggregated.
When a retention period ends, the information is deleted or anonymised so that it can no longer be linked to an individual.
Where information is held jointly for a client and a partner, the company follows the shorter of the applicable retention periods unless a legal duty requires a longer one. Clients who need a copy of a closed route file before it is deleted should contact the desk while the record is still within its retention window.
11. How We Protect Information
The company applies administrative, technical and physical safeguards to protect personal information against loss, misuse and unauthorised access. Measures include access controls so that only staff who need a record can open it, the use of protected systems for document exchange, regular review of supplier arrangements, and secure handling of customs and finance paperwork.
No method of transmission or storage is completely secure. If a personal data breach occurs and it presents a risk to your rights, the company will notify the relevant supervisory authority and the affected individuals in line with the time limits set by law. The desk also maintains a written record of incidents and the corrective action taken.
The company trains its team on secure handling of documents, restricts the use of personal devices for client files and requires strong authentication for the systems that hold operational records. Suppliers and partners who receive personal information are asked to confirm that they apply comparable safeguards, and the company reviews those confirmations when a relationship is renewed.
12. Your Privacy Rights
Subject to the conditions and exemptions in applicable law, you have the following rights over your personal information.
- Access. You may request a copy of the personal information the company holds about you.
- Rectification. You may ask the company to correct information that is inaccurate or incomplete.
- Erasure. You may ask the company to delete information where there is no continuing lawful reason to keep it.
- Restriction. You may ask the company to limit how it uses your information while a question is resolved.
- Portability. You may ask to receive information you provided in a structured, commonly used format.
- Objection. You may object to processing based on legitimate interests or to direct marketing.
- Withdrawal of consent. Where consent is the basis, you may withdraw it at any time without affecting earlier processing.
To exercise a right, contact the desk using the details in the final section. The company will verify your identity where needed and will respond within the period required by law. Exercising a right will not result in unfair treatment.
13. Marketing Communications
The company may send occasional updates about service lanes, freight cutoffs, customs deadlines and route news where you have asked to receive them or where there is a lawful basis for business to business contact. Each message explains how to stop receiving further updates, and the desk action any opt out promptly.
If you are an existing client, the company may contact you about services that relate to a route you already run. You can ask the company to stop at any time, and that request does not affect the operational messages needed to deliver an active contract.
14. Privacy for Children
This website and the services of XOVENTA GLOBAL LTD are intended for businesses and professional users. They are not directed at children, and the company does not knowingly collect personal information from children. If the company becomes aware that information from a child has been collected without appropriate consent, it will delete that information promptly. A parent or guardian who believes a child has submitted information to the desk should contact the company so the record can be removed.
15. Third Party Links
This website may include links to carrier portals, customs services, trade directories or other external resources for convenience. These third party sites operate under their own privacy notices, and the company does not control the information they collect or the way they use it. The company encourages you to read the privacy notice of any external site before submitting personal information there.
16. Changes to This Policy
The company reviews this Policy regularly and may update it to reflect changes in law, in the services offered or in the systems that support the desk. The effective date at the top of the page shows when the current version took effect. Where a change is significant, the company will provide a clear notice on the website or by direct communication before the change applies.
Continuing to use the website or the services after an updated Policy takes effect indicates that you accept the revised terms. If you do not agree with a change, you may contact the desk to discuss the matter or stop using the affected service.
A history of material reviews is kept internally so that the company can show how its practices have developed. Clients with an active engagement are informed directly when a change affects the handling of their route data.
17. Complaints and Supervisory Authority
If you have a concern about how the company has handled your personal information, please raise it with the desk first so that it can be investigated and resolved. The company will acknowledge a complaint promptly and will keep you informed while it reviews the matter.
You also have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the relevant authority is the Information Commissioner, which can be contacted through its official channels. If you are located elsewhere, you may contact the data protection authority in your country. The company cooperates fully with any lawful supervisory enquiry.
18. How to Contact Us
Questions about this Policy, requests to exercise a privacy right and concerns about a route or a record can be sent to the desk using the details below.
XOVENTA GLOBAL LTD
82 Cavour Street, STOKE-ON-TRENT - ST1 5PL, United Kingdom (GB)
Email: partnerships@xoventaglobal.mom
Phone: +14794475323
When you contact the company about privacy, please describe the nature of your request and the information involved so the matter can be routed to the right member of the team. The desk aims to respond to every privacy request without undue delay and within any period required by law.