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LegalEffective 1 August 2026

Privacy policy

This policy explains what personal information this site collects when you create and use an account, why it is collected, and who it is shared with.

1. Who is responsible for your information

Portway Logistics Ltd is the controller of the personal information described in this policy — a company registered in England and Wales under company number 09 946 010, registered office 100 Commerce Way, Suite 300, Austin, TX 78758.

We are not required to appoint a Data Protection Officer and have not appointed one. The person answerable for this policy is our Data Protection Lead, who can be reached at privacy@portway.test or at the address above.

2. What we collect when you register

The registration form on this site asks for:

  • your first and last name;
  • your email address;
  • a password, which is hashed before storage and never kept in readable form;
  • your phone number, country and account currency, where you provide them;
  • a referral code, if you were introduced by an existing customer; and
  • your answer to the marketing question, and your agreement to the terms — which we store together with the date and the version of the terms you agreed to.

3. What is recorded as you use your account

Beyond what you type into the registration form, your account record may also hold:

  • whether your email address has been verified, and the tokens used to verify it or to reset a password;
  • whether two-factor authentication is switched on, and its recovery codes;
  • the time you last signed in, when your password was last changed, and the network address it was changed from — kept so that unauthorised access can be detected and investigated;
  • your notification and communication preferences;
  • anything you add to your own profile, such as a photograph, date of birth or company name; and
  • the records created by what you do here — for example transactions, requests and support messages.

A shipment carries information about somebody other than you: the name, postal address and telephone number of the person you are sending to, and a description of what is inside. You give us those and we use them to deliver. We do not market to a recipient and we do not build a profile of one.

IF YOU WITHDRAW MONEY we collect a government-issued photo identity document and the details of the destination account. IF YOU REPORT A DEPOSIT we collect the receipt you upload and the reference your bank gave it. IF YOU WRITE TO US — by the contact form, by email or through the chat window — we keep the message and our answer.

We record which pages of this site were visited, from which country and on what kind of device, using our own first-party analytics. We do not use advertising networks, we do not embed third-party trackers, and we do not sell or share anything with data brokers.

4. Why we use it

  • to create your account, sign you in, and keep it working;
  • to verify your email address and, where enabled, your identity;
  • to carry out and keep a record of what you ask us to do;
  • to detect and investigate unauthorised access, fraud and misuse;
  • to answer you when you contact us, and to send service messages about your account; and
  • to send marketing, only where you have asked us to.

Service messages — a password reset, a verification link, a notice about your account — are not marketing, and are sent whether or not you have opted in, because your account cannot be operated without them.

We rely on four bases under the UK GDPR, and each use above sits under one of them.

CONTRACT — to open your account, price, collect, carry, track and deliver a shipment, take payment for it and answer a claim on it. Without this information we cannot carry anything for you.

LEGAL OBLIGATION — to run identity checks under the Money Laundering Regulations 2017, to keep accounting records under the Companies Act 2006, and to prepare and lodge customs declarations.

LEGITIMATE INTERESTS — to keep the site and your account secure, to detect and investigate fraud and misuse, and to understand how the service is used so it can be improved. We have weighed each against your interests and use the least information that answers the question.

CONSENT — for marketing email about new lanes and seasonal rates, and only where you asked for it. You can withdraw consent at any moment, it costs you nothing else, and we never make it a condition of carrying a shipment.

5. Marketing

The registration form asks separately whether you want product news and offers, and the answer is stored on your account. It is off unless you turn it on, and you can change it at any time in your account settings or by using the unsubscribe link in any marketing email.

6. Cookies

This site sets a cookie when you sign in so that it can keep you signed in as you move between pages. Without it you would have to sign in on every page.

This site sets a small number of cookies and stores nothing else in your browser. There are no advertising cookies, no cross-site trackers, and no embedded video or chat widget that sets one.

ESSENTIAL — a session cookie that keeps you signed in, a token that protects forms against cross-site submission, and a note of whether you have dismissed the promotion bar. These cannot be turned off without breaking the site and no consent is required for them.

ANALYTICS — one first-party cookie holding an anonymous visit identifier, so that we can count visits rather than people. It expires after thirty days and is set only if you accept it.

You can clear or block any of these in your browser. The essential ones are set again the next time you sign in.

7. Who your information is shared with

We do not sell your personal information. It is shared with the service providers needed to run this site — for example the companies that host it and deliver its email — and with anyone we are legally required to share it with.

We share what each of these needs to do its job and nothing beyond it, under a written contract that forbids them using it for anything else.

OUR HOSTING PROVIDER, in Germany, runs the site and its database. OUR EMAIL PROVIDER, in the Netherlands, delivers the transactional email we send you — verification, receipts, claim decisions and statements. OUR DELIVERY PARTNERS in each destination country receive the recipient’s name, address and telephone number and a description of the goods, because they cannot deliver without them. CUSTOMS AUTHORITIES in the destination country receive the declaration the law requires. OUR BANK receives the reference and amount of a deposit or a payout, and nothing about the shipment.

A current list of our processors is available on request from privacy@portway.test. We share nothing with anybody else unless you ask us to, or unless we are required to by a court, a regulator or the police acting under a lawful power. Where information leaves the United Kingdom it goes only to a country the UK has found adequate, or under the UK’s International Data Transfer Agreement.

8. How long it is kept

RecordHow long we keep it
Your account recordName, email, password hash, phone, country and currency — to create your account, sign you in and keep it working
While it is open
Sign-in and security recordVerification state, two-factor, last sign-in and password changes — to detect and investigate unauthorised access
While it is open
What you asked us to doTransactions, requests and support messages — kept after closure only where there is an unresolved dispute or a legal requirement
Longer, if required
Your marketing preferenceOff unless you turn it on, and changed by you at any time
While it is open

Account records are kept for as long as the account is open. After it is closed, some records are kept longer where there is a reason to — an unresolved dispute, or a legal requirement to retain them.

ACCOUNT DETAILS AND SHIPMENT RECORDS — seven years from the end of the tax year in which the last shipment moved, which is the period HM Revenue & Customs requires for records that carry money.

IDENTITY DOCUMENTS AND THE VERIFICATION DECISION — five years after your account closes, under the Money Laundering Regulations 2017.

TRACKING SCANS AND DELIVERY SIGNATURES — three years from delivery, so that a late claim or a query can still be answered.

MESSAGES TO AND FROM SUPPORT — two years from the last reply. ANALYTICS — thirteen months.

When you close an account we delete what we can and ANONYMISE the rest: the shipment stays on the books because the financial record must, and your name, address and contact details come off it.

9. How it is protected

Passwords are hashed, never stored in a form anyone can read. Access to customer records is restricted to the people operating this site. No system is perfectly secure, so we also ask you to protect your own credentials — see the terms.

10. Your rights

You may ask us for a copy of what we hold about you, to correct it, to delete it, to restrict what we do with it, to object to a use we base on legitimate interests, and to receive it in a portable form. Where we rely on consent you may withdraw it at any time.

You will never be charged for asking and never treated differently for having asked. Write to privacy@portway.test. We answer within one month, and we tell you inside that month if a request is complex enough to need longer.

If you are not satisfied with our answer you may complain to the data-protection authority where we are established, or to the supervisory authority in the country you live in.

11. Changes to this policy

If this policy changes we publish the updated version here, with a new version number at the top of the page.

12. Contacting us about your information

privacy@portway.test, or the Data Protection Lead, Portway Logistics Ltd, 100 Commerce Way, Suite 300, Austin, TX 78758.

We acknowledge within one working day and answer a rights request within one month. If your question is about a particular shipment, quote the tracking number.