1. INTRODUCTION

CoreGrid Dynamics Ltd (“Company”, “we”, “us”, or “our”) respects your privacy and is committed to protecting personal data.

This Privacy Policy explains how we collect, use, store, share, and protect personal data in connection with our transport coordination, logistics brokerage, and related services.

We operate primarily on a business-to-business basis, providing services to production companies, event organisers, broadcasters, entertainment companies, corporate clients, transport operators, subcontractors, and related commercial clients.

For the purposes of UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, [Company Name] Limited is the data controller in respect of personal data we collect and use for our own business purposes.

The Company has not appointed a formal Data Protection Officer because it does not currently consider its processing activities to require one under Article 37 UK GDPR. Responsibility for data protection compliance remains with the Company’s management.

 

2. PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

2.1 Client and business contact data:
(a) Names;
(b) Job titles;
(c) Company names;
(d) Business addresses;
(e) Email addresses;
(f) Telephone numbers;
(g) Booking contact details;
(h) Authorised contact details.

2.2 Booking and operational data:
(a) Pickup and drop-off locations;
(b) Travel dates and times;
(c) Passenger names where provided;
(d) Production schedules;
(e) Call sheets;
(f) Talent or crew movement details;
(g) Venue access information;
(h) Special instructions relating to the booking;
(i) Vehicle requirements;
(j) Route information;
(k) Site access instructions;
(l) Security or confidentiality requirements.

2.3 Supplier and Operator data:
(a) Operator contact details;
(b) Driver or coordinator names;
(c) Business contact details;
(d) Insurance documentation;
(e) Licence or compliance documentation;
(f) Vehicle details;
(g) Service availability;
(h) Payment and invoicing details.

2.4 Financial and transaction data:
(a) Invoice details;
(b) Payment records;
(c) Purchase order numbers;
(d) Bank details where required for payments;
(e) Credit control records;
(f) Debt recovery correspondence.

2.5 Communication data:
(a) Emails;
(b) Messages;
(c) Call notes;
(d) Booking instructions;
(e) Complaint correspondence;
(f) Records of operational changes or confirmations.

2.6 Website and enquiry data:
(a) Information submitted through website forms;
(b) IP address;
(c) Device and browser information;
(d) Website usage information;
(e) Cookie data, where applicable.

2.7 Data minimisation                                                                                                                

The Company seeks to collect and process only the personal data reasonably necessary for the relevant booking, operational, legal, contractual, safety, compliance, or business purpose. We do not intentionally collect excessive or irrelevant personal data.

 

3.  HOW WE COLLECT PERSONAL DATA

We may collect personal data:

(a) Directly from clients, suppliers, Operators, subcontractors, or their representatives;
(b) Through email, telephone, website forms, messaging applications, or booking systems;
(c) From production schedules, call sheets, event schedules, or booking instructions;
(d) From publicly available business sources, such as company websites, Companies House, LinkedIn, professional directories, or industry listings;
(e) From Operators, drivers, venues, event organisers, or production personnel involved in fulfilling a booking;
(f) Through accounting, invoicing, CRM, or booking management systems.

 

4. WHY WE USE PERSONAL DATA

We use personal data for the following purposes:

4.1 To respond to enquiries and provide quotations.

4.2 To create, manage, confirm, amend, and fulfil bookings.

4.3 To coordinate transport, logistics, vehicles, Operators, drivers, schedules, locations, and operational instructions.

4.4 To share necessary booking information with Operators, drivers, subcontractors, venues, production teams, or event personnel where required to fulfil a booking.

4.5 To manage client relationships, supplier relationships, and commercial communications.

4.6 To issue invoices, process payments, manage accounts, and recover unpaid sums.

4.7 To comply with legal, regulatory, tax, accounting, insurance, and record-keeping obligations.

4.8 To protect safety, security, confidentiality, and operational integrity.

4.9 To investigate complaints, incidents, disputes, or claims.

4.10 To maintain internal business records, supplier records, booking records, and compliance records.

4.11 To send business communications about our services where permitted by law.

 

5. LAWFUL BASIS FOR PROCESSING

We rely on the following lawful bases:

5.1 Contract
We process personal data where necessary to take steps before entering into a contract, to provide quotations, to confirm bookings, to fulfil services, and to manage contractual obligations.

5.2 Legitimate interests
We process personal data where necessary for our legitimate business interests, including:
(a) Operating a transport coordination and logistics brokerage business;
(b) Managing bookings and service delivery;
(c) Communicating with clients, Operators, suppliers, and venues;
(d) Protecting commercial relationships;
(e) Maintaining business records;
(f) Handling complaints and disputes;
(g) Recovering debts;                                                                                                                  

(h) Preventing fraud or misuse of our services;
(i) Protecting safety, confidentiality, and operational reliability.

We only rely on legitimate interests where we consider that our interests are not overridden by the rights and freedoms of individuals. A record of the Company’s legitimate interests assessments, where applicable, is maintained internally and may be made available upon reasonable request where legally appropriate.

5.3 Legal obligation
We process personal data where necessary to comply with legal obligations, including tax, accounting, regulatory, insurance, employment, and legal record-keeping requirements.

5.4 Consent
Where we rely on consent, such as for certain marketing communications or optional uses of personal data, you may withdraw consent at any time.

5.5 Special category data

In limited circumstances, the Company may process special category personal data where necessary for transport, accessibility, operational, safety, or welfare purposes, including information relating to disabilities, medical conditions, mobility requirements, or accessibility arrangements.

Where special category data is processed, the Company shall do so only where:
(a) explicit consent has been provided;
(b) processing is necessary to protect the vital interests of an individual;
(c) processing is necessary for reasons of substantial public interest; or
(d) another lawful condition under Article 9 UK GDPR applies.

The Company seeks to limit the collection and sharing of special category data to the minimum reasonably necessary for the relevant operational purpose. 

5.6 Criminal offence data

The Company does not routinely process criminal conviction or offence data.

Where such information is exceptionally required for legal, regulatory, insurance, compliance, safeguarding, security, or contractual purposes, the Company shall process such data only in accordance with applicable data protection legislation and Schedule 1 of the Data Protection Act 2018 where relevant.

 

6. SHARING PERSONAL DATA

We may share personal data where reasonably necessary with:

(a) Transport Operators;
(b) Drivers;
(c) Vehicle providers;
(d) Subcontractors;
(e) Event organisers;
(f) Production personnel;
(g) Venue staff;
(h) Security or access control personnel where necessary for site access;
(i) Accountants and bookkeepers;
(j) Payment service providers;
(k) Insurers and insurance brokers;
(l) Solicitors, debt recovery agents, or professional advisers;
(m) IT, CRM, email, cloud storage, website, and booking system providers;
(n) Regulators, law enforcement, HMRC, courts, or public authorities where legally required.

We only share personal data where it is necessary, proportionate, and connected to a legitimate business, contractual, legal, operational, safety, or compliance purpose.

 

7. SHARING BOOKING INFORMATION WITH OPERATORS

To fulfil bookings, we may need to share relevant personal data with Operators, drivers, and subcontractors.

This may include:
(a) Names of authorised contacts;
(b) Contact numbers;
(c) Pickup and drop-off locations;
(d) Travel times;
(e) Passenger names where necessary;
(f) Production or event schedules;
(g) Site access instructions;
(h) Special operational requirements.

Operators and subcontractors are expected to use this information only for the purpose of fulfilling the booking and must keep it confidential.

7.1 Data processing relationships

Depending on the nature of the booking and operational arrangements, Operators, subcontractors, drivers, venues, production personnel, and related service providers may act as independent data controllers, processors acting on the Company’s instructions, or separate controllers in their own right.

Where the Company appoints a third party to process personal data solely on the Company’s behalf, the Company seeks to ensure that appropriate contractual and data protection measures are implemented in accordance with applicable data protection law.

The Company is not responsible for the independent privacy or data protection practices of third-party controllers operating outside the Company’s direct control.

 

8. CONFIDENTIAL PRODUCTION AND TALENT INFORMATION

We recognise that production, event, and entertainment transport may involve sensitive operational information, including call sheets, filming locations, artist movements, talent itineraries, and security arrangements.

We will use such information only as necessary to coordinate and fulfil the booking, maintain safety, communicate with relevant parties, and meet legal or contractual obligations.

We will not sell or commercially exploit such information.

 

9. INTERNATIONAL TRANSFERS

We primarily store and process personal data in the United Kingdom or within systems used by reputable service providers.

Some service providers, such as cloud storage, email, CRM, accounting, or website providers, may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we will take reasonable steps to ensure appropriate safeguards are in place as required by applicable data protection law.

 

10.  DATA SECURITY

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

These measures may include:
(a) Password protection;
(b) Access controls;
(c) Secure email and storage systems;
(d) Limited access to booking information;
(e) Confidentiality obligations;
(f) Secure record keeping;
(g) Supplier due diligence where appropriate.

No method of transmission or storage is completely secure, but we take reasonable steps appropriate to the nature of the information we process.

 

11. DATA RETENTION

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected.

Typical retention periods are:

(a) Booking and service records: up to 6 years after the booking or final transaction;
(b) Invoice, tax, and accounting records: up to 6 years as required for tax and accounting purposes;
(c) Supplier and Operator compliance records: for the duration of the relationship and up to 6 years afterwards;
(d) Enquiry records where no booking is made: up to 24 months;
(e) Complaint, incident, legal, or dispute records: up to 6 years after resolution, or longer where legally necessary;
(f) Marketing contact records: until you unsubscribe or object, unless we have another lawful reason to retain them.

We may retain data for longer where required by law, regulation, insurance, legal claim, dispute, investigation, or legitimate business need.

 

12.  YOUR RIGHTS

Under data protection law, individuals may have the following rights:

(a) The right to be informed about how personal data is used;
(b) The right of access to personal data;
(c) The right to rectification of inaccurate personal data;
(d) The right to erasure in certain circumstances;
(e) The right to restrict processing in certain circumstances;
(f) The right to object to processing in certain circumstances;
(g) The right to data portability in certain circumstances;
(h) The right to withdraw consent where processing is based on consent;
(i) The right to complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal exemptions.

12.1A Automated decision-making and profiling

The Company does not carry out automated decision-making or profiling that produces legal effects or similarly significant effects on individuals within the meaning of Article 22 UK GDPR.

12.2 Exercising rights

Requests relating to personal data rights may be submitted using the contact details set out in this Privacy Policy.

The Company will normally respond to valid requests within one month in accordance with applicable data protection law.

The Company reserves the right to request reasonable proof of identity before responding to any request involving personal data.

Requests are generally handled free of charge unless they are manifestly unfounded, excessive, repetitive, or otherwise permitted by law to incur a reasonable administrative fee.

 

13.  MARKETING COMMUNICATIONS

We may send business-to-business marketing communications about our services where permitted by law.

You can opt out of marketing communications at any time by contacting us or using any unsubscribe option provided.

We will not sell personal data to third parties for marketing purposes.

 

14. COOKIES AND WEBSITE TECHNOLOGIES

The Company’s website may use cookies and similar technologies to support website functionality, security, performance, analytics, and user experience.

Certain non-essential cookies, including analytics or marketing cookies, may only be used where the user has provided valid consent in accordance with applicable law, including the Privacy and Electronic Communications Regulations (PECR).

Users may manage cookie preferences through the website cookie banner or browser settings where applicable.

A separate Cookie Policy or cookie management platform may provide further details regarding the specific cookies used, their purpose, duration, and available controls.

 

15. DATA BREACHES

If we become aware of a personal data breach, we will assess the risk and take appropriate action.

Where required by law, we will notify the Information Commissioner’s Office and/or affected individuals.

 

16. THIRD-PARTY LINKS

Our website or communications may contain links to third-party websites or services.

We are not responsible for the privacy practices, security, or content of third-party websites or services.

 

17. UPDATING THIS PRIVACY POLICY

We may update this Privacy Policy from time to time.

The latest version will be available on request or on our website where applicable.

 

18. CONTACT DETAILS

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

CoreGrid Dynamics Ltd
Email: ops@coregriddynamics.co.uk
Telephone: 0044 07949922483

​

19. COMPLAINTS

You have the right to complain to the Information Commissioner’s Office if you are unhappy with how we handle your personal data.

You can contact the ICO through its official website or by post.

Version History

Version 1.0 — Initial issue — 10/Jul/2026

The Company reserves the right to amend this Privacy Policy from time to time to reflect legal, operational, regulatory, or business changes.