Privacy Policy

Privacy Policy

Last Updated: 4th August 2026

This Privacy Policy explains how Sivis Logistics Ltd collects, uses, processes, and protects personal data when you visit our website, use our shipping and courier portals, or engage with our freight and transport services.

We are committed to protecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

To provide efficient transport, freight, and supply chain services, we collect and process several categories of information:

A. Information Provided Directly by You

Client & Account Data: Contact name, company name, business address, billing address, email, telephone number, and payment information.
Inquiries & Communications: Any details you share when requesting a quote, filling out a contact form, or speaking with our customer support teams.

B. Shipping & Operational Data

Consignee & Recipient Data: Name, delivery address, contact telephone number, and email address (required for delivery notifications and tracking).
Proof of Delivery (POD): Digital or physical signatures, timestamps, coordinates, and occasionally photographic proof of delivery.

C. Technical & Telematics Data

Website Usage: IP addresses, browser types, device identifiers, and cookie data gathered via analytics tools.
Fleet Telematics: GPS tracking coordinates and route time-stamps associated with shipments for real-time tracking purposes.

2. How and Why We Use Your Data

We will only process your personal data when we have a valid lawful basis under the UK GDPR.

Purpose for Processing

Categories of Data

Lawful Basis

Processing orders, planning routes, and delivering freight

Client data, Consignee data, Shipping details

Contractual Necessity (To fulfill our service agreement)

Invoicing, processing payments, and managing accounts

Billing details, Account data

Contractual Necessity & Legal Obligation

Providing real-time tracking portals and delivery notifications

Consignee email/phone, GPS data

Legitimate Interests (To keep clients and recipients informed)

Complying with HMRC tax audits, customs rules, and transport laws

Shipping records, Invoices, Customs forms

Legal Obligation (To comply with UK statutory laws)

Improving our website performance and protecting fleet security

Technical data, Fleet telematics, CCTV

Legitimate Interests (To secure assets and optimize services)

3. Who We Share Your Data With

We do not sell your personal data. However, to complete deliveries and run our logistics network, we share information with:

Subcontractors & Third-Party Carriers: Trusted owner-operators, courier networks, or freight forwarders tasked with completing your delivery.
Regulatory & Customs Authorities: HM Revenue & Customs (HMRC), border control, or international customs officials where cross-border shipping requires clearance.
Technology Service Providers: Software vendors managing our Fleet Management Systems (FMS), cloud storage, routing apps, and secure payment gateways.
Professional Advisors: Our insurers, auditors, and legal teams if required for claims management or regulatory compliance.

4. International Data Transfers

If your cargo requires international shipping outside of the United Kingdom, your data may be transferred to international partners, customs brokers, or overseas carriers.

When transferring data outside the UK, we ensure equivalent protections are maintained by using UK-approved International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs).

5. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfill the purposes we collected it for, including satisfying legal, accounting, or reporting mandates.

Shipping & Invoice Records: Retained for 6 to 7 years following the end of the financial year to comply with HMRC tax requirements.
Tracking & Telematics Data: Deleted or anonymised typically within 30 to 90 days, unless flagged for an active insurance claim, dispute, or investigation.

6. Your Data Rights

Under the UK GDPR, you and your consignees hold specific rights regarding personal data:

Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request that we correct inaccurate or incomplete information.
Right to Erasure ("Right to be Forgotten"): You can ask us to delete data, provided it is no longer required for legal obligations or active contracts.
Right to Restrict or Object: You can object to us processing data under "legitimate interests" or for direct marketing.

To exercise any of these rights, please contact our data compliance team using the details in Section 8.

7. Security of Data

We use robust technical and organizational security measures to protect your freight and personal data from unauthorized access, loss, or alteration. Access to sensitive shipping information is strictly restricted to personnel and drivers who require it to complete their immediate operational duties.

8. Contact Us & Complaints

If you have any questions about this privacy notice or how we handle data, please contact us at:

Company Name: Sivis Logistics Ltd
Postal Address: 8 Trevithick Road, Chacewater, Truro, TR4 8JT
Email Address: support@sivislogisticsltd.co.uk
Phone Number: 07493771565

If you remain unsatisfied with our response, you have the right to lodge a formal complaint with the UK data regulator, the Information Commissioner's Office (ICO).