Privacy policy | Excess Luggage Co.

Last updated: 16 July 2026. This notice explains what personal information Excess Luggage Limited collects, why we collect it, how long we keep it, who we share it with, and the rights you have. It is written to meet the UK GDPR and the Data Protection Act 2018.

Who we are. Excess Luggage Limited (trading as Excess Luggage Co.) is the data controller for the information described here. We are registered in England and Wales, company number 04151003. Registered office: The Gatehouse, 453 Cranbrook Road, Ilford, Essex IG2 6EW. VAT number GB 799 9832 28.

What we collect

We only ask for what we need to quote for, arrange and clear a shipment:

Identity and contact details — your name, address, email address and telephone number.
Consignee details — the name, address and contact details of the person receiving the shipment.
Shipment details — a valued packing list, item weights and dimensions, collection address and destination.
Identity documents — a photocopy of the shipper’s or consignee’s passport, which customs authorities and aviation security rules require us to hold for personal effects and unaccompanied baggage.
Payment information — processed to take payment for your shipment.
Website usage data — pages visited, dates and times, IP address and actions taken on the site.

Why we use it, and our lawful basis

To perform our contract with you — quoting, collecting, packing, documenting, shipping and delivering your consignment, and dealing with you about it.
To comply with legal obligations — UK export customs entries, aviation and maritime security requirements, dangerous goods declarations, HMRC and company accounting duties.
For our legitimate interests — keeping business records, preventing fraud, and improving our website and service.
With your consent — marketing. We will not send you promotional information unless you have told us you want it. We will still contact you about a shipment or quotation you have asked us about, because that is part of providing the service.

Sending your information overseas

We ship worldwide, so shipping your consignment necessarily means sending some of your information outside the UK. To deliver a shipment we may pass your details, the consignee’s details, the packing list and passport copies to airlines, shipping lines, overseas handling agents, and the customs authority of the destination country. This is required to perform our contract with you and to comply with the destination country’s import rules.

Data protection laws outside the UK are not always equivalent to ours. Where we transfer personal data outside the UK, we rely on the transfer being necessary to perform our contract with you, or on appropriate safeguards where these apply.

Who we share it with

We share information only where we need to in order to provide the service or meet a legal duty. That may include:

Airlines, shipping lines, carriers and overseas handling agents
UK and overseas customs authorities, and HM Revenue & Customs
Sub-contractors used for collection or delivery
Accountancy firms, solicitors and support partners
IT, hardware and software suppliers who support our systems
Analytics providers, for website usage data

We do not sell, rent or lease your personal information to anyone.

How long we keep it

Shipment and quotation records — kept for as long as needed for the contract, then for as long as we must keep them for tax, customs and legal purposes.
Accounting records — kept to meet the company’s statutory obligations, then securely destroyed.
Website usage data — up to 26 months from your last visit, then deleted.

Your rights

Under the UK GDPR you have the right:

to be informed about how we use your data
of access to the data we hold about you
to rectification, if it is wrong or incomplete
to erasure, in certain circumstances
to restrict processing
to data portability
to object to processing
not to be subject to automated decision-making, including profiling

Making a request is free. We will respond within one month. We do not charge a fee for a subject access request. If you have previously agreed to marketing and change your mind, you can tell us at any time and we will stop.

Cookies

Our website uses cookies to understand which pages are used, so we can improve the site. A cookie is a small file placed on your device; it does not give us access to your computer or to any information about you beyond what you choose to share. You can accept or decline cookies through your browser settings, though declining may affect how parts of the site work.

Our site may link to other websites. Once you leave our site we have no control over those websites and are not responsible for their handling of your information — please check the privacy notice of the site in question.

Keeping your information safe

We have physical, electronic and managerial procedures in place to safeguard the information we collect and to prevent unauthorised access or disclosure.

If we experience a data breach affecting your information, we will contact you using the most recent contact details we hold, and will notify the Information Commissioner’s Office where we are required to.

Contacting us about your data

To exercise any of your rights, or to ask about this notice, write to us and please say that you are making a request under the UK GDPR:

Data Protection Contact
Mr L Kharod, Director
Excess Luggage Limited
The Gatehouse, 453 Cranbrook Road
Ilford, Essex IG2 6EW
Email: info@excessluggage.co.uk
Telephone: 0800 096 38 39

Complaints

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk/concerns. We would ask you to raise it with us first so we have the chance to put it right.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed.

All goods are carried subject to the Company’s Terms and Conditions of trading, a copy of which is available on request.