Privacy Policy
01Who we are
GhaleBio ("we", "us", "our") is a logistics and freight brokerage arranging biopharmaceutical, clinical trial, and general freight shipments through a network of third-party carriers. This policy explains what personal data we collect through our website and client portal, why, and what rights you have over it.
Data controller: GhaleBio, part of the OneMagic Group. Registered office: Heathrow Airport, Heathrow Trading Centre, Feltham, United Kingdom. Company number: [add company number].
02What we collect
Depending on how you use our site and portal, we may collect:
- Contact details — name, email, company, phone number, provided when you request a shipment, log in, or contact us.
- Shipment data — pickup and delivery addresses, cargo description, temperature and handling requirements, and any documents you upload (such as commercial invoices or IMP release forms).
- Portal activity — shipment history, status updates, and communications between you and our team.
- Technical data — standard web log data such as browser type and pages visited, for site security and performance.
03How we use it
We use your data to quote, book, and track shipments; to communicate with you about a shipment's status; to meet our legal and regulatory obligations (including GDP-related record keeping); and to improve our service. We do not sell personal data, and we do not use shipment or client data for marketing without a separate opt-in.
04Legal basis
We process most client and shipment data on the basis of contractual necessity — we need it to arrange and deliver your shipment. Some processing (such as basic site analytics) relies on legitimate interest. Where required, such as for marketing communications, we rely on your consent.
05Who we share it with
To arrange a shipment, relevant details are shared with the third-party carriers, warehouses, and customs agents involved in moving it — only what's needed for that specific shipment. We may also share data with IT and hosting providers who support our systems, and with regulators or authorities where legally required. Any third party handling your data on our behalf is bound by a data processing agreement.
06International transfers
Because we coordinate shipments across the UK, EU, USA, and Asia, personal and shipment data may be transferred outside the UK to carriers or partners in the destination country. Where this happens outside the UK/EEA, we rely on appropriate safeguards such as Standard Contractual Clauses or an adequacy decision. [confirm specific safeguards used per region]
07How long we keep it
We retain shipment records for as long as needed to meet our regulatory and GDP-related record-keeping obligations, and client account data for the duration of the relationship plus a reasonable period afterward for legal and audit purposes. [insert specific retention periods once finalised]
08Your rights
Under UK GDPR, you have the right to access, correct, or request deletion of your personal data, to restrict or object to certain processing, and to data portability. To exercise any of these, contact us at the details below. You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled.
09Security
We use reasonable technical and organisational measures to protect the data you share with us, including access controls on our client and team portals and encrypted transmission of data submitted through our website.
10Cookies
Our website may use essential cookies required for the site and portal to function. [add full cookie list and any analytics/marketing cookies once implemented, with a cookie consent banner if non-essential cookies are used]
11Changes to this policy
We may update this policy from time to time. The "last edited" date at the top of this page will always reflect the most recent version.
12Contact us
Questions about this policy or your data: clientservices@ghalebio.example