Privacy Policy

SHAK STARS LTD is a UK company providing logistics planning, delivery scheduling guidance, transport option reviews, route planning guidance and related operational consultancy for small businesses and independent business operators.

For the purposes of applicable data protection legislation, SHAK STARS LTD acts as the data controller for personal information it collects and uses in connection with its own website, enquiries and business administration, except where the circumstances require a different arrangement.

This policy applies to personal information collected through shakstars.services, email correspondence, telephone enquiries and communications relating to our consultancy services.

We collect information that is reasonably relevant to responding to an enquiry, discussing a potential engagement or providing agreed consultancy support. Depending on how you interact with us, this may include:

• Contact details: your name, business name, email address, telephone number and business contact details.
• Enquiry information: the details you submit through a website contact form or provide by email or telephone.
• Operational information: business requirements, delivery schedules, route-related details, supplier communication information and other material you choose to provide for a consultancy enquiry or agreed assignment.
• Business records: correspondence, agreed scope of work, service records and relevant administrative information.
• Technical information: limited information such as IP address, browser type, device information, website access records and cookie-related preferences, where these are collected by the website or its enabled tools.

Please provide only information relevant to your enquiry or business requirements. Do not send confidential information about other people unless you have an appropriate reason and authority to share it.

We do not intentionally request special category personal data through our standard business enquiry form. If such information is not needed for the enquiry, please do not include it.

Personal information may be used to:

• respond to enquiries and requests for further information;
• understand the business requirements described to us;
• discuss the scope, suitability and practical arrangements of a consultancy engagement;
• deliver and administer agreed logistics planning or transport coordination consultancy;
• communicate about service progress, documents, meetings and follow-up questions;
• maintain appropriate business, accounting and administrative records;
• operate, maintain and improve the website and its security;
• meet applicable legal obligations and establish, exercise or defend legal claims where necessary.

We use personal information only for purposes that are relevant to our relationship with you, our legitimate business operations or applicable legal requirements. If we intend to use information for a new purpose that requires further notice, we will provide the relevant information before starting that use.

We do not use information submitted through a routine service enquiry to send unrelated promotional communications unless an appropriate lawful basis and any required permission are in place.

Where required by applicable data protection law, we rely on an appropriate lawful basis for each processing activity. This may include:

• Contract or steps before a contract: where processing is necessary to respond to a request and take steps towards a potential consultancy engagement, or to perform an agreement with you.
• Legitimate interests: where necessary for reasonable business administration, enquiry management, website security or the establishment, exercise or defence of legal claims, provided those interests are not overridden by your rights and interests.
• Legal obligation: where information must be retained or disclosed to meet an applicable legal requirement.
• Consent: where we rely on your consent for a particular activity, such as the use of non-essential cookies where consent is required.

The applicable basis depends on the information involved and the purpose for which it is used. Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out lawfully before it was withdrawn.

We do not make personal information available indiscriminately. Where necessary and lawful, information may be shared with carefully selected categories of recipients, including:

• Website and technology providers that support website hosting, form submissions, email delivery, security or routine technical maintenance.
• Professional advisers such as accountants, legal advisers or other advisers where their involvement is reasonably necessary.
• Relevant business contacts or service providers where sharing specific information is necessary for an agreed consultancy task and is appropriate in the circumstances.
• Public authorities or other recipients where disclosure is required by law or is necessary to establish, exercise or defend legal claims.

We aim to share only the information reasonably needed for the relevant purpose. Where a third-party provider processes personal information on our behalf, appropriate arrangements will be considered according to the nature of the processing.

Our consultancy role does not, by itself, mean that we operate a delivery fleet or act as a freight carrier. Any sharing of information for a specific transport-related assignment depends on the actual scope agreed and the parties involved.

We do not sell personal information as a business activity.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of applicable legal, accounting, contractual and record-keeping requirements.

• General enquiries: information relating to an enquiry that does not proceed will normally be retained for up to 12 months after the last meaningful communication, unless a longer period is reasonably required for follow-up, record keeping or a legal matter.
• Consultancy and business records: relevant correspondence, agreed work records and supporting documents will normally be retained for up to 6 years after the end of the relevant business relationship where needed for contractual, accounting or legal record-keeping purposes.
• Accounting and tax records: records subject to statutory retention requirements will be kept for the applicable period. The period depends on the record type and the legal obligations that apply.
• Technical and security logs: these will normally be retained for a limited period appropriate to their security or operational purpose, unless further retention is necessary to investigate an incident.
• Cookie information: retention depends on the cookie or technology concerned. Details should be provided through the website’s cookie information and consent controls where applicable.

These periods are general retention guidelines, not a requirement to keep every record for the maximum period. Information may be deleted or securely anonymised earlier when it is no longer needed and no legal or other valid reason requires it to be kept. Where a dispute, investigation or legal obligation applies, relevant records may be retained for the time reasonably needed to deal with that matter.

We take reasonable technical and organisational measures appropriate to the information we handle. Depending on the systems and processing involved, these may include access controls, account security, appropriate handling of correspondence, software updates, website security measures and limiting access to people who need the information for a legitimate purpose.

No website, email service or method of electronic transmission can be guaranteed to be completely secure. You should avoid including unnecessary confidential or sensitive information in a general contact form.

If a personal data incident occurs, we will assess it and take any steps required by applicable data protection law, including notification where legally required.

Our website may use cookies or similar technologies to support essential website functions, remember preferences, maintain security or understand website usage where the relevant tools are enabled.

Strictly necessary technologies may be used where required for the website to provide a service you have requested. Non-essential cookies and similar technologies will be used only in accordance with applicable requirements, including obtaining consent where it is required.

The cookies actually used depend on the website configuration and the third-party tools enabled. Please refer to our Cookie Policy for further details. You can also review available cookie settings through the website’s consent controls, where provided.

Some website, communications or technology providers may process information outside the United Kingdom. Whether this occurs depends on the services and systems used by the website and our business.

Where personal information is transferred internationally and applicable law requires safeguards, we will take appropriate steps, which may include relying on an applicable adequacy regulation or decision, approved contractual safeguards or another lawful transfer mechanism.

Further information about relevant safeguards may be requested using the contact details in this policy, subject to applicable legal restrictions.

Depending on the circumstances and applicable law, you may have the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• request erasure of information where the legal conditions are met;
• request restriction of certain processing;
• object to processing based on legitimate interests, where applicable;
• receive certain information in a portable format where the legal conditions are met;
• withdraw consent where processing is based on consent; and
• raise a concern with the UK Information Commissioner’s Office (ICO).

These rights are not absolute and may depend on the lawful basis for processing, the type of information and any applicable exemptions. We will consider each request in accordance with the requirements that apply.

To make a request, contact us using the details below and describe the information or action you are seeking. We may request reasonable information to verify your identity before responding, where necessary to protect personal information.

We will normally respond to a valid data protection rights request within one calendar month of receipt. Where a request is complex or multiple requests have been made, applicable law may allow an extension of up to a further two months. If an extension applies, we will notify you within the initial one-month period and explain the reason.

You may contact the Information Commissioner’s Office through its website: ico.org.uk/make-a-complaint/. You may also seek guidance at ico.org.uk.

This website and our consultancy services are intended for business users and are not directed at children. We do not knowingly seek to collect children’s personal information through our ordinary business enquiry process.

If you believe that a child has provided personal information to us in circumstances where it was not appropriate to do so, please contact us so that we can review the information and take suitable action where required.

Our website may contain links to external websites or use third-party services. Those services operate under their own privacy information and practices. We encourage you to review their notices before providing personal information directly to them.

A link to an external website does not mean that we control its content, security measures or data-handling practices. This policy applies to personal information processed by SHAK STARS LTD in connection with our own website and business activities.

We may update this policy when our website, business activities, data-handling practices or legal obligations change. The current version will be published on this page and will take effect when made available here, unless a different effective date is stated for a particular change.

If a change introduces a new purpose for using personal information or otherwise requires additional notice, we will provide that information before beginning the relevant processing, where required by law.

If you have a question about this policy, would like to exercise a data protection right or need clarification about how your information is handled, please contact SHAK STARS LTD.