Privacy Notice for Clients

Section 1: Controller and Contact Details

The Controller for your data is:

For all client-related privacy inquiries, please contact our internal Privacy Team:

Section 2: Nature of Personal Data Collected

In the context of our business relationship, we process the following categories of personal data:

• Identification Data: Full name, title, and professional position.
• Business Contact Details: Company name, legal address, business email address, and phone/fax numbers.
• Project Information: Data contained in project briefs, meeting minutes, and professional correspondence necessary for the delivery of our consulting services.
• Financial Data: Bank details and tax identification numbers for billing and payment processing.

Section 3: Purposes and Legal Bases of Processing

We process your data in compliance with the UK GDPR and the Data Protection Act 2018 for the following purposes:

• Fulfilment of Contractual Obligations (Art. 6 para. 1 lit. b UK GDPR): To execute consulting agreements, manage project workflows, and handle pre-contractual inquiries.
• Legitimate Interests (Art. 6 para. 1 lit. f UK GDPR): For business development, client relationship management (CRM), and the continuous improvement of our service offerings.
• Legal Compliance (Art. 6 para. 1 lit. c UK GDPR): To meet statutory accounting, tax, and regulatory reporting requirements.
• Legal Defence: For the establishment, exercise, or defence of legal claims.

Section 4: Online Meetings and Digital Communication

To host video calls, audio conferences, webinars, and other types of virtual gatherings (collectively referred to below as "Online Meetings"), we rely on third-party platforms and applications. In this process, we take care to ensure that both the providers we choose and the services they offer meet all relevant data protection standards.

Providers Currently Used

• Google Meet (Primary): Provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (as part of Google Workspace).
• Microsoft Teams (Secondary): Provided by Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland.

While these providers are based in Ireland for UK/EU customers, some data may be processed by their parent companies in the USA (Google LLC and Microsoft Corp).

Types of Data Processed

To participate in a meeting, you usually provide your name (or an alias). During the session, the following may be processed:

• User Metadata: Display name, email address, IP address, device/hardware information, and meeting duration.
• Communication Content: Audio and video streams, chat messages, and shared files or screens.

Recording Policy and Strict Confidentiality

We prioritise your control over this process: if you explicitly state that you do not wish to be recorded, we will immediately comply and will not record the session. Otherwise, for project accuracy and internal documentation purposes, we may record our online meetings.

Furthermore, LogistIQ maintains a policy of strict confidentiality: we never forward, share, or provide access to these recordings to any third party who was not an active participant in the meeting. Once the recording has served its specific documentation purpose, it is securely deleted in accordance with our retention protocols.

Section 5: Recipients of Personal Data

Your data is shared only with parties who require access to fulfil the purposes mentioned above:

• LogistIQ Hubs: To provide localised expertise and project support across our global locations.
• Professional Advisors: Such as legal counsel, auditors, and tax consultants.
• Authorities: Relevant government bodies where legally required.

Section 6: International Transfers

As LogistIQ operates internationally, your data may be accessed by our hubs outside the UK. We ensure a consistent and high level of protection by utilising:

• UK Standard Contractual Clauses (SCCs) or the International Data Transfer Agreement (IDTA).
• Centralised security protocols managed by our UK headquarters.

Section 7: Data Storage and Retention

We retain your personal data only for as long as necessary:

Contractual Records are typically stored for 6 years following the end of the contract to comply with the UK Limitation Act 1980 and HMRC requirements.

Inquiries: If no contract is concluded, your data is deleted once the inquiry is resolved, unless you have consented to further communications.

Legal Exceptions: Data may be held longer if required for ongoing litigation or specific statutory retention periods.

Section 8: Requirement to Provide Data

As part of our business relationship, you must provide the personal data necessary to initiate and execute the contract. Without this information (e.g., contact details and billing info), we will generally be unable to conclude or perform the services requested.

Section 9: Your Rights as a Data Subject

Under the UK GDPR, you are entitled to the following rights: the right to access your data (Art. 15), the right to have incorrect data corrected (Art. 16), the right to have your data deleted (Art. 17), the right to limit how your data is processed (Art. 18), the right to object to processing (Art. 21), and the right to receive your data in a portable format (Art. 20).

Please note that your rights of access and erasure may be limited by certain provisions of local data protection laws where applicable.

Right to Lodge a Complaint: If you have concerns, please use our Internal Complaints Process by contacting legal@logistiqconsulting.com.

Section 10: Right to Object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of your personal data based on legitimate interests (Art. 6 para. 1 lit. f UK GDPR).

If you object, we will cease processing your data unless we demonstrate compelling legitimate grounds that override your interests or for the establishment of legal claims.

How to Object?

Submit your objection informally to: