Privacy Policy

Trident Logistics (Cayman) Ltd, trading as Trident Logistics ("Trident," "we," "us," or "our") is committed to protecting the privacy of our customers. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website, client portal, and logistics services.

1. Information We Collect

Information you provide:

• Account registration details: full name, email address, phone number(s), physical address, mailing address
• Tax Identification Number (TIN): required for every client, individual and business alike, so that we can act as your customs agent with Cayman Islands Customs & Border Control
• Business information (business accounts only): business name, a copy of your Trade & Business Licence, and your confirmation that you are authorised to act for the business
• Identity verification: a government-issued identification document. Business accounts also provide their Trade & Business Licence. We do not ask for proof of address; the address you give us is used as provided for delivery purposes
• Profile photograph (optional)
• Order and shipment details: supplier names, invoice numbers, purchase amounts, item descriptions, tracking numbers
• Payment information: payment method, payment references
• Customs declarations: item descriptions, declared values, tariff classifications
• Communications: support messages, feedback, and insurance claims
• Authorised persons: names, phone numbers, and relationships of persons you authorise to collect packages on your behalf
• Collection records: when packages are handed over, we record who collected them and their signature, and take a photograph of the packages at the counter. As a check that the person is who they say they are, we also record the type of photo identification our staff inspected and the last few characters of its number. We do not keep a copy or an image of that identification

Information collected automatically:

• Login history: date/time, IP address, browser/device information
• Activity logs: actions taken within the portal (orders created, pages visited)
• Handling records: which member of our staff received, moved, flagged or released each of your packages, and when. We keep these so that we can always answer what happened to a particular package
• Session data: cookies and similar technologies used to maintain your authenticated session

2. How We Use Your Information

We use your personal information for the following purposes:

• Service delivery: Receiving, consolidating, and shipping your packages; tracking shipments; coordinating local delivery
• Customs processing: Preparing and submitting customs declarations to Cayman Islands Customs & Border Control via COLS on your behalf
• Invoicing and payments: Generating invoices, processing payments, and managing your account balance
• Communication: Sending shipment updates, invoices, notifications, and responding to your enquiries, along with occasional updates about changes to our service, prices or terms. Every message we send relates directly to your shipments, your bill or your legal agreement with us, so there is nothing to opt out of and no marketing
• Identity verification: Confirming your identity and verifying authorised persons for package collection
• Compliance: Meeting our legal and regulatory obligations, principally customs declarations and the records that support them
• Service improvement: Analysing usage patterns to improve our website, portal, and services
• Security: Protecting against fraud, unauthorised access, and other security threats

Our legal basis for processing

Under the Data Protection Act (2021 Revision), we process your personal information on two bases:

• Performance of our contract with you (Schedule 2, paragraph 2) — receiving, consolidating, shipping and releasing your packages, invoicing you, communicating with you about your shipments, and confirming your identity so that we hand your goods to the right person.
• Compliance with our legal obligations (Schedule 2, paragraph 3) — preparing and submitting customs declarations and keeping the financial records the law requires us to keep.

We do not rely on consent for these purposes, which means you do not need to give consent for us to provide the service — but it also means some information cannot be deleted on request while we still need it for one of the purposes above. See sections 5 and 6.

3. Information Sharing

We do not sell, rent, or trade your personal information to third parties. We share your information only as necessary to provide our services:

• Cayman Islands Customs & Border Control: Customs declarations, item descriptions, declared values, importer details, and TIN numbers as required by law
• Ocean freight carriers: Shipping manifests and consignment details necessary for cargo transport
• Our warehouse partner in Miami: Package identification details for receiving and storage
• Legal authorities: When required by law, court order, or government regulation, or to protect the rights, safety, or property of Trident, our customers, or the public
• Professional advisors: Accountants, auditors, and legal counsel under confidentiality obligations

Service providers who process data on our behalf

These providers act only on our instructions and may not use your information for their own purposes:

• Automated invoice reading: When you upload a purchase invoice, we send the whole document — the text we extract from it, or the file itself where we cannot — to a specialist artificial intelligence service in the United States to read off the supplier, order number, items and values. That means anything your invoice happens to show, such as your name or the address it was sent to, is included; we do not ask for those details back and we do not store them from this step. That provider is contractually prohibited from using it to train their models.
• Tariff classification: To suggest a customs tariff code, we send only the description of the item itself (for example “stainless steel travel mug”) — no name, account number or other detail that identifies you.
• Staff review: Nothing either service suggests reaches a customs declaration or an invoice without a member of our staff checking and confirming it. Decisions about your duty are not made automatically.
• Email delivery: Our email provider, used to send shipment notifications, invoices and account correspondence.
• Hosting: Amazon Web Services, which provides the servers in Ireland where your information is stored. They keep and serve what we put there and may not use it for their own purposes. Access is limited to authorised staff.

4. Data Security

We use appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure or destruction — including encryption in transit and at rest, restricting staff access to those who need it, and expiring inactive sessions. Your identity documents and the database are encrypted with keys we hold ourselves, so access can be withdrawn without depending on anyone else to do it. No system is completely secure, so we cannot promise absolute protection, but we can tell you what we will do if something goes wrong.

If a data breach occurs

If your personal information is involved in a data breach, we will notify you and the Office of the Ombudsman within five days of becoming aware of it, as required by section 16 of the Data Protection Act (2021 Revision). We will tell you what happened, what the consequences are, what we have done about it, and what we recommend you do to protect yourself.

5. Data Retention

We retain your personal information for as long as your account remains active or as needed to provide our services. After account closure, we may retain certain information for the following periods:

• Identity verification documents (government ID, Trade & Business Licence, and the identification of any authorised persons): 5 years after our business relationship ends — the same period as the shipment and financial records they support, since they are the evidence of who those records belong to.
• Customs records (declarations, supplier invoices, tariff classifications, package details): 5 years after our business relationship ends. The Customs and Border Control Act (2024 Revision) sets no fixed period, but section 45(8) allows Customs & Border Control to require us to produce import records, so we keep them for the same 5 years that applies to your identity and financial records.
• Financial records (invoices, payment records, account credit): 5 years, as required by Cayman Islands tax and companies legislation.
• Insurance claims: duration of the claim plus 2 years after resolution.
• Sign-in records (date, time, IP address and device used to log in): 12 months. We keep these only to protect your account, so we do not hold them any longer than that.
• Account activity and handling records(consolidations you created, packages collected, claims filed, and which member of our staff handled each package): 5 years, the same period as the shipment and financial records above, because they are part of the same story of what happened to your goods.

After the applicable retention period, data is securely deleted. Where we are required to keep a record of a shipment or declaration, we keep it in the importer's name — customs records identify who imported what, so they cannot be anonymised and still serve their purpose.

6. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information through the client portal or by contacting us
• Deletion: Ask us to delete your personal information. Where we are not required to keep it, we will. Where we are — customs records, identity verification, financial records — we cannot, and we will tell you which category applies and when it expires.
• Stopping processing: Ask us to stop processing your information where it is causing you unwarranted damage or distress.
• Portability: Request your data in a structured, commonly used format

What closing your account actually does

When you ask us to close your account, we disable your sign-in, stop using your information to provide the service, and delete everything we are not obliged to keep. We do not erase your shipping and customs history, because we are required to be able to produce it. It is then deleted when its retention period expires, as set out in section 5.

We cannot close an account while packages are in transit, goods are awaiting collection, or an invoice is unpaid — there is an active shipment to complete first.

To exercise any of these rights, contact us at info@tridentlogistics.ky. We will respond within 30 days. If you make the same request again after a short interval, we may ask you to wait before we repeat it.

If you are unhappy with how we have handled your personal information, you may complain to the Office of the Ombudsman, which supervises data protection in the Cayman Islands, at ombudsman.ky.

7. Cookies & Session Data

We use cookies and similar technologies for the following purposes:

• Essential cookies: Required to maintain your authenticated session and enable core functionality of the client portal. These cannot be disabled.
• Security cookies: Used to detect and prevent fraudulent activity and unauthorised access.

We do not use advertising or third-party tracking cookies. You can manage cookie preferences through your browser settings, but disabling essential cookies may prevent you from using the client portal.

8. International Data Transfers

Your personal information is stored on servers in Ireland, operated on our behalf by Amazon Web Services. Ireland is within the European Economic Area, which maintains data protection standards comparable to those the Cayman Islands requires.

Some information is also transferred to the United States, because that is where your packages physically arrive and where some of our service providers operate:

• Our Miami warehouse partner receives your name and account number, so your packages can be identified when they arrive.
• Automated invoice reading processes the contents of purchase invoices you upload.
• Email delivery handles messages we send you.

These transfers to the United States are made under paragraph 2 of Schedule 4 to the Data Protection Act (2021 Revision): they are necessary to perform our contract with you. We could not receive a package addressed to you in Miami without telling our warehouse partner your name. We do not rely on your consent for these transfers, and you do not need to give it.

Amazon Web Services is our infrastructure provider and nothing more. It stores and serves what we put there, is contractually bound to act only on our instructions, and may not use your information for its own purposes. Your documents and the database are encrypted with keys we hold, as described in section 4.

We do not transfer your personal information to any country other than those described here, and we do not sell or share it for anyone else's purposes.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this policy from time to time. Changes are posted here with a new revision date, and we tell registered clients about material ones by email or in the portal. This is a notice, not an agreement — there is nothing for you to accept. If a change ever needs your consent, we will ask separately.

11. Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

• Trident Logistics
• George Town, Grand Cayman
• Cayman Islands
• Telephone: +1 (345) 930-7245
• Email: info@tridentlogistics.ky