This policy explains what personal information United Freight Solutions collects, why we collect it, who we share it with, and what control you have over it. We've written it in plain English on purpose.
It applies to our website, our customer and partner portals, and the information we handle when you ship with us or work for us. If anything here is unclear, contact our privacy team using the details in section 15 and we'll explain it.
This document is a template. Every bracketed placeholder must be completed, and the whole policy must be reviewed by a privacy attorney against the laws that actually apply to United Freight Solutions — likely CCPA/CPRA, other US state privacy laws, and GDPR/UK GDPR if you handle data on EU or UK residents.
Search this file for ufs-todo to find every block that needs attention, and for [ to find every placeholder.
United Freight Solutions is a freight forwarding, transportation, pet relocation and warehousing company incorporated in [STATE], with its principal place of business at [FULL REGISTERED ADDRESS].
For the purposes of data protection law, United Freight Solutions is the controller of the personal information described in this policy — meaning we decide what is collected and why. In some situations we act as a processor on behalf of a business customer, for example when we handle recipient details supplied by a shipper. Where we act as a processor, our customer's own privacy policy governs that information.
Confirm the legal entity name, state of incorporation and registered address. If you handle EU or UK personal data, counsel will also need to determine whether you require an EU/UK representative under Article 27 and, if so, name them here.
What we collect depends on how you interact with us. We've grouped it by category below.
| Category | Examples |
|---|---|
| Identifiers & contact details | Name, job title, company, email address, telephone number, postal and delivery addresses |
| Shipment information | Origin and destination, commodity description, weight and dimensions, declared value, reference numbers, delivery signatures |
| Account & portal data | Username, hashed password, access permissions, activity logs |
| Payment & billing | Billing address, purchase history, invoices. Card details are processed by our payment provider — we do not store full card numbers |
| Customs & regulatory | Importer/exporter identifiers, tax IDs, licences and permits required to clear your shipment |
| Pet relocation records | Owner and consignee details, veterinary health certificates, microchip numbers, and animal records required by USDA, APHIS or destination authorities |
| Technical data | IP address, browser and device type, pages viewed, referring URL, and cookie identifiers |
| Recruitment data | Where you apply for a role: CV, work history, references and right-to-work documentation |
Most of it comes directly from you. We also receive personal information from business customers who book shipments on someone else's behalf, from carriers and terminal operators handling your freight, from customs authorities, and from credit reference agencies when we assess an account application.
CCPA/CPRA requires categories to be mapped to its statutory list, and requires a specific statement about sensitive personal information. Confirm with counsel whether anything you handle falls into that class — government identifiers used for customs clearance may qualify. If you use driver-facing cameras or telematics that capture employees, that needs disclosure too.
We use personal information to:
We do not sell your personal information, and we do not share it for cross-context behavioural advertising as those terms are defined under California law.
The "we do not sell or share" statement is a legally binding claim. Under CCPA/CPRA, running advertising pixels such as Meta or Google Ads can constitute "sharing" even with no money changing hands. Audit what tags actually run on the site before keeping this sentence — and if any do qualify, you must add a "Do Not Sell or Share My Personal Information" link to the site footer.
Where GDPR or UK GDPR applies, we rely on the following legal bases:
Moving freight requires involving other parties. We share only what's necessary and only with:
We require service providers to protect your information and to use it only for the purpose we've given it to them.
Some state laws expect named categories of recipient, and GDPR expects enough detail for a data subject to understand where their data goes. Compile the real list of processors — CRM, TMS, hosting, email, analytics, payment — and have counsel confirm how specific this section needs to be.
We use cookies and similar technologies to keep the site working, remember your preferences, and understand how the site is used. Essential cookies are required for the site and portal to function. Analytics and any marketing cookies are optional and set only where you allow them.
You can manage your preferences at any time through [COOKIE BANNER / PREFERENCE CENTRE LINK], or through your browser settings. Blocking essential cookies may stop parts of the portal working.
This section describes a consent mechanism that must actually exist. You'll need a consent management platform installed and configured, and a full cookie audit listing each cookie, its purpose, provider and duration — usually published as a separate cookie policy this section links to.
We keep personal information only as long as we need it for the purpose we collected it, or as long as the law requires — whichever is longer. Transport and customs records in particular carry statutory retention periods that we cannot shorten at request.
These must reflect your actual retention schedule and the statutory minimums that apply to freight forwarders and customs brokers. Publishing periods you don't follow is worse than publishing none.
We use technical and organisational measures appropriate to the risk, including encryption in transit, access controls limiting who can see what, logging of portal activity, and staff training on handling customer data.
No system is perfectly secure, and we won't claim otherwise. If a breach affects your personal information and the law requires it, we will notify you and the relevant regulator within the required timeframe.
Your rights depend on where you live. Depending on the law that applies to you, you may have the right to:
We will never charge you more, give you a worse service, or refuse to ship for you because you exercised a privacy right.
Contact us using the details in section 15, or submit a request at [REQUEST FORM URL]. We'll ask for enough information to verify who you are before we act — we won't hand someone's shipment history to a person who can't prove they're entitled to it.
We respond within 45 days for requests under US state privacy laws (extendable once where permitted) and within one month under GDPR. An authorised agent may submit a request on your behalf with written proof of authority.
If you're unhappy with our response, you may complain to your state Attorney General, or — if GDPR applies to you — to your local supervisory authority.
International freight means information crosses borders by necessity. To clear a shipment into another country, we must pass details to authorities and agents in that country, and their data protection laws may differ from those where you live.
Where we transfer personal information out of the EEA or UK, we use an approved transfer mechanism such as Standard Contractual Clauses, along with additional safeguards where needed.
Only claim mechanisms you actually have in place. Counsel should confirm whether SCCs are executed with your overseas agents, and whether the EU–US Data Privacy Framework is relevant to your setup.
Our services are for businesses and adults. We don't knowingly collect personal information from anyone under 16. If you believe a child has given us their information, contact us and we'll delete it.
Our site links to carrier tracking pages, government resources and partner websites. We don't control those sites and aren't responsible for their privacy practices. Read their policies before giving them your information.
We update this policy when our practices or the law change. The date at the top shows when it was last revised. If a change materially affects how we use your information, we'll give you clear notice — by email or a prominent site notice — before it takes effect.
We keep previous versions available on request, so you can see what changed.
For any privacy question or to exercise a right, reach our privacy team:
Our privacy team answers within two business days. You don't need an account with us to ask.
Air, sea, road and warehousing under one manifest. Moving American freight since 1997.
