Privacy notice
What this warehouse management system records about the people who use it, why, and what you can ask us to do about it.
Last updated 15 October 2026
Who is responsible
Global Marine Group owns this system and decides how your information is used. In data protection law, Global Marine Group is the controller.
Cirrus Design Studio Ltd designed and built the system and supports it for Global Marine Group. When they do, they act only on Global Marine Group’s instructions (a processor).
What we record
| Your account | Your name and work email address; your password, stored only in scrambled (hashed) form; whether your account is active; the Microsoft or Google account linked for sign-in, if any; and the rights you hold in the system, with any expiry dates. |
| Sign-in activity | Each sign-in, sign-out, failed attempt and password change, with the date and time, how you signed in, your IP address and your browser type. A failed attempt records the email address that was typed. |
| Changes to accounts | Who created or changed an account or its rights, what changed, when, and from which IP address. |
| Your work in the system | Your name against the stock records and transfer request forms (TRFs) you create, submit, authorise or cancel, with the time and any notes you add. |
| Your current session | While you’re signed in: your IP address, browser type and last activity, so the system can keep you signed in safely. |
We don’t record your location, track you across other websites or use your information for marketing.
Why we use it
- To run the depot’s stock control: knowing who recorded, moved and authorised each item is the purpose of the system.
- To keep the system secure: controlling who can sign in and what they can do, and spotting misuse.
- To keep a reliable audit trail for customers, auditors and, for bonded goods, customs authorities.
Our legal basis is Global Marine Group’s legitimate interests in running and securing its operations, and, where records must be kept by law, a legal obligation.
Who can see it
- Other users see your name on the records you worked on.
- System administrators at Global Marine Group can see accounts, rights and sign-in activity.
- Cirrus Design Studio Ltd, when supporting the system.
- Microsoft hosts the system and its database (Microsoft Azure), and handles sign-in if you use a Microsoft account.
- Google handles sign-in if you use a Google account, and serves the text font, which means your browser shares its IP address with Google.
We don’t sell your information or share it with anyone else unless the law requires it.
How long we keep it
| Your account | While you have access, then 12 months after your access is removed. |
| Sign-in activity | 12 months. |
| Stock and TRF records | For the life of each item, and longer where customers, auditors or the law require it. Your name stays on these records so the audit trail remains complete. |
| Your session | Until you sign out, or after 2 hours without activity. |
Cookies and browser storage
The system only stores what it needs to work, or what you chose yourself. There are no advertising, tracking or analytics cookies, which is why there’s no cookie banner.
| gmsl-wms-session | Keeps you signed in. Deleted when your session ends. |
| XSRF-TOKEN | Protects forms against being submitted by another website. Deleted when your session ends. |
| gmsl-theme | Remembers the display theme you chose (browser storage, on your device only). |
| gmsl-rail | Remembers whether you collapsed the sidebar (browser storage, on your device only). |
Your rights
You can ask to see the information we hold about you, to correct it, or to have it deleted or its use restricted. You can also object to how we use it. Some records can’t be deleted because the audit trail has to stay complete, but we’ll explain if that applies.
If you’re unhappy with how we’ve handled your information, please contact us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Contact
Questions or requests: derek@cirrusdesignstudio.co.uk. Global Marine Group’s staff privacy notice also applies.