Privacy Policy - SARAH LOGISTICS

1. Scope & Commitment

Protecting personal data is of fundamental importance to SARAH GILL LOGISTICS LTD (trading as SARAH LOGISTICS, “the Company”, “we”, “us”, or “our”).

This Privacy & Data Protection Policy applies to:

• Our website operating under the brand name SARAH LOGISTICS

• All enquiries submitted via our website, email or telephone

• Business-to-business (B2B) services

• Business-to-consumer services provided on behalf of our commercial clients

• All operational transport, courier and logistics activities carried out within the United Kingdom

This Policy explains how we collect, process, store, share and protect personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

• Applicable UK transport and commercial legislation

This Policy applies only to personal data of natural persons. It does not apply to purely corporate data that does not identify an individual.

2. Company Identity & Data Controller

For the purposes of UK data protection law:

SARAH GILL LOGISTICS LTD
United Kingdom
Email: info@sarahlogistics.co.uk
Phone: +44 7404 252348

acts as the Data Controller in respect of personal data processed in connection with its services.

Where we process personal data strictly on behalf of a commercial client (for example, final delivery information), we may act as a Data Processor under contractual agreement.

3. Definitions

For clarity:

• Personal Data means any information relating to an identified or identifiable individual.

• Processing means any operation performed on personal data (collection, storage, use, disclosure, deletion).

• Data Subject means the individual to whom the personal data relates.

• Controller means the entity determining purposes and means of processing.

• Processor means an entity processing data on behalf of a controller.

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4. How We Collect Personal Data

We collect personal data through the following channels:

4.1 Data Provided Directly by You

We may collect:

• Full name

• Company name and position

• Contact details (email, telephone number)

• Collection and delivery addresses

• Cargo specifications

• Service requirements

• Invoice and payment details

• Complaint or dispute information

This information is provided when:

• Requesting a quotation

• Booking transport services

• Communicating via email or telephone

• Completing website enquiry forms

4.2 Data Collected Automatically

When visiting the SARAH LOGISTICS website, certain information may be collected automatically:

• IP address

• Browser type and version

• Device information

• Date and time of access

• Pages visited

• Usage patterns

This information is used to:

• Maintain website security

• Improve website functionality

• Detect fraudulent or malicious activity

• Enhance user experience

4.3 Cookies & Tracking Technologies

We may use cookies categorised as:

• Essential cookies

• Performance & analytics cookies

• Functional cookies

Users may disable cookies via browser settings; however, this may affect website functionality.

4.4 Data from Commercial Clients & Third Parties

We may receive personal data from:

• Commercial clients (for delivery fulfilment)

• Payment processors

• IT service providers

• Professional advisors

Where we receive such data, it is processed strictly for operational and contractual purposes.

5. Legal Basis for Processing

We process personal data under the following lawful bases:

5.1 Contractual Necessity

To perform a transport or logistics contract.

5.2 Legal Obligation

To comply with accounting, taxation, regulatory and law enforcement requirements.

5.3 Legitimate Business Interests

Including:

• Operational planning

• Fraud prevention

• Risk management

• Business development

• Service improvement

Where consent is required by law, we will obtain it prior to processing.

6. How We Use Personal Data

We may use personal data to:

• Provide transport and logistics services

• Coordinate collections and deliveries

• Manage subcontracted drivers

• Issue invoices and process payments

• Respond to enquiries

• Investigate complaints

• Defend or pursue legal claims

• Protect company reputation and operational integrity

• Prevent unlawful or unethical activity

We do not sell personal data to third parties.

7. Data Sharing & Disclosure

7.1 Operational Sharing

Personal data may be shared with:

• Drivers and subcontractors

• Fleet management systems

• IT support providers

• Accountants and professional advisors

All such parties are subject to confidentiality and data protection obligations.

7.2 Legal Disclosure

We may disclose personal data:

• Where required by law

• To courts, tribunals or regulators

• To enforce contractual rights

• To defend legal claims

7.3 Business Transfers

In the event of merger, acquisition, restructuring or sale of business assets, personal data may be transferred in accordance with applicable law.

8. International Transfers (Future-Scalable Clause)

While we primarily operate within the United Kingdom, where necessary for business operations or expansion, personal data may be processed outside the UK.

Where this occurs, appropriate safeguards will be implemented in accordance with UK GDPR.

9. Data Security

SARAH GILL LOGISTICS LTD implements appropriate technical and organisational measures including:

• Secure IT systems

• Restricted access controls

• Password-protected systems

• Secure document storage

• Confidentiality obligations for staff and subcontractors

However, no electronic transmission can be guaranteed 100% secure.

10. Data Retention

Personal data is retained only for as long as necessary for:

• Contractual performance

• Legal compliance

• Insurance requirements

• Dispute resolution

Financial records are retained for up to 6 years in line with UK accounting regulations.

11. Your Rights

Under UK GDPR, you may have the right to:

• Access your personal data

• Rectify inaccurate data

• Request erasure (subject to legal limitations)

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent (where applicable)

• Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests should be sent to:

info@sarahlogistics.co.uk

12. Limitation of Liability (Protective Clause)

Nothing in this Privacy Policy creates contractual rights beyond statutory obligations.

To the maximum extent permitted by law, SARAH GILL LOGISTICS LTD shall not be liable for indirect, incidental, or consequential losses arising from the use of its website or services.

13. Updates to This Policy

We reserve the right to amend this Privacy Policy periodically to reflect:

• Legal changes

• Business developments

• Operational adjustments

The latest version will always be published on our website.

14. Contact

If you have rights under applicable data protection law and wish to exercise any such rights, you may do so by contacting us using the details below:

Email: info@sarahlogistics.co.uk
Telephone: +44 7404 252348