Last updated: 31 October 2026

Midlands and Coast Canal Carriers Ltd ("we", "our", "us") is committed to protecting your privacy and handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information we collect, how it is used, how it is protected, and the responsibilities of users who enter personal data into this system.

1. Who we are

Midlands and Coast Canal Carriers Ltd provides this secure online declaration management system for registered users.

We are responsible for managing the platform, maintaining the security of user accounts, and protecting information held within the system.

Contact details for Midlands and Coast Canal Carriers Ltd are available on the Contact page of our website.

2. Information we collect

When you register for and use this system we may collect information including:

  • Name
  • Email address
  • Encrypted login credentials
  • Account activity
  • Declaration records
  • Boat details
  • Fuel declaration information
  • Duty payment records

Registered users may also enter personal information relating to third parties, including customers or clients.

This information may include:

  • Names
  • Addresses and postcodes
  • Contact information
  • Boat names
  • Operational information relating to declarations
3. Responsibility for third-party data

Registered users are responsible for ensuring they have an appropriate lawful basis for collecting and entering any personal information belonging to another individual.

By using this system, registered users confirm that:

  • They have authority or another lawful basis to process the data they enter.
  • The information entered is accurate to the best of their knowledge.
  • The information is entered for legitimate business purposes.
  • They understand that the information will be securely stored within this system.

Midlands and Coast Canal Carriers Ltd provides the technical platform for storing and processing information but does not determine the accuracy or origin of information entered by registered users.

4. How we use information

Information held within the system is used to:

  • Provide secure user accounts.
  • Store declaration records.
  • Allow authorised users to retrieve and manage their own data.
  • Generate reports and summaries.
  • Record duty payments.
  • Maintain system security and integrity.
  • Provide technical support where required.

We do not sell personal information or use information entered into the system for marketing purposes without permission.

5. Lawful basis for processing

Depending on the circumstances, personal information is processed under one or more of the following lawful bases:

  • Contract – to provide user accounts and system services.
  • Legitimate Interests – to operate, secure and improve the platform.
  • Legal Obligation – where records must be retained or disclosed under applicable law.

Registered users remain responsible for ensuring they have an appropriate lawful basis for any third-party personal information they enter into the system.

6. Security of your information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction.

Security measures include, where appropriate:

  • Secure password hashing.
  • Authenticated user sessions.
  • User account access controls.
  • Restricted database access.
  • Regular software maintenance and security updates.

Each registered user can only access records associated with their own account unless additional permissions have been specifically granted.

7. Roles and responsibilities

Midlands and Coast Canal Carriers Ltd is responsible for operating and securing this platform and processing information necessary to provide the service, including user account management and system administration.

Registered users determine what personal information they enter into the system and are responsible for ensuring that such information is collected, stored and processed in accordance with applicable data protection legislation.

Where registered users enter personal information relating to third parties, they remain responsible for that information and for ensuring an appropriate lawful basis exists for its processing.

8. Data retention

Personal information is retained only for as long as necessary to:

  • Provide the services offered by this platform.
  • Maintain business and operational records.
  • Comply with legal and regulatory obligations.
  • Meet HMRC record-keeping requirements where applicable.

Users may request deletion of their account or personal information where legally permitted. Certain records may need to be retained where required by law or for legitimate business purposes.

9. Cookies

This website uses essential cookies required for the operation of the system.

These cookies help to:

  • Maintain secure login sessions.
  • Remember authentication while using the website.
  • Protect the security of user accounts.

Essential cookies cannot be disabled as they are necessary for the secure operation of the platform.

10. International transfers

Personal information is intended to be stored and processed within the United Kingdom.

If information is ever transferred outside the United Kingdom, appropriate safeguards will be implemented in accordance with UK GDPR.

11. Your rights

Under UK data protection legislation, individuals have a number of rights in relation to their personal information. These may include the right to:

  • Request access to personal information.
  • Request correction of inaccurate information.
  • Request deletion where appropriate.
  • Request restriction of processing.
  • Object to certain types of processing.
  • Request a copy of personal information where applicable.

Requests relating to user account information may be made using the contact details available on this website.

12. Complaints

If you have any concerns about how your personal information has been handled, we encourage you to contact us first so that we have the opportunity to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or our business practices.

Any updates will be published on this page and the "Last updated" date at the top of this Privacy Policy will be amended accordingly.

14. Contact us

If you have any questions about this Privacy Policy or how your information is processed, please contact Midlands and Coast Canal Carriers Ltd using the contact details provided on the Contact page of our website.

15. Disclaimer

Midlands and Coast Canal Carriers Ltd provides this platform as a secure declaration and data management system.

While we take reasonable steps to protect information stored within the platform, registered users remain responsible for ensuring that any personal information they enter has been collected lawfully and that they have an appropriate legal basis for its processing.

Nothing within this Privacy Policy limits any legal obligations placed upon registered users under applicable data protection legislation.