Legal
Privacy Policy
What personal data we collect, why we process it, who we share it with, and the rights you have over it.
Last updated .
This is a starting template, not legal advice. Have it reviewed and adapted by a qualified solicitor before you rely on it.
Who we are
First Base Freight Ltd ("we", "us") is the data controller for personal data collected through this website. Our registered address is Unit 4, Dock Approach, Southampton SO14 3QN, United Kingdom.
For any question about this policy or how we handle your data, contact us at quotes@firstbasefreight.com or on +44 23 8000 1234.
What data we collect
We collect only what we need to quote for and carry out a shipment.
- Contact details you submit — name, email address, telephone number and company name — through our contact, quote and newsletter forms.
- Shipment details you provide, such as origin, destination, commodity, weight and volume.
- Correspondence between you and our team, retained so any account manager can pick up your file.
- Technical data such as IP address, browser type and pages visited, collected in aggregate to keep the site secure and working.
Why we process it, and our lawful basis
Under UK GDPR we must have a lawful basis for each purpose. We rely on performance of a contract to quote for and carry out shipments you ask us to handle, and to keep you informed about their progress.
We rely on legitimate interests to respond to enquiries, to maintain security, and to improve the site — balanced against your rights and interests in each case.
We rely on consent for marketing emails. You can withdraw it at any time using the unsubscribe link in any message, without affecting anything we have already sent lawfully.
We rely on legal obligation where customs, tax and carriage law requires us to keep and produce shipment records.
Who we share it with
International freight cannot be arranged without sharing certain data. We share what is necessary with ocean and air carriers, overseas agents, hauliers, customs authorities and, where you request it, insurers.
We also use service providers for website hosting, email and analytics, who process data on our instructions only. We do not sell personal data, and we do not share it for third-party marketing.
International transfers
Because we arrange shipments worldwide, your data may be transferred outside the UK — for example to a destination agent or customs authority. Where we transfer data to a country without a UK adequacy decision, we rely on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep it
Shipment and customs records are kept for six years from the end of the relevant tax year, in line with HMRC requirements. Enquiries that do not become bookings are kept for two years. Marketing consent records are kept until you withdraw consent and for two years afterwards, so we can evidence the withdrawal.
Your rights
Under UK GDPR you have the right to:
- Ask for a copy of the personal data we hold about you.
- Ask us to correct data that is inaccurate or incomplete.
- Ask us to delete data where we no longer have grounds to keep it.
- Object to, or ask us to restrict, processing based on legitimate interests.
- Ask us to transfer your data to another provider in a portable format.
- Withdraw consent to marketing at any time.
Complaints
Contact us first at quotes@firstbasefreight.com and we will respond within one month. If you are not satisfied, you have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.
Changes to this policy
We update this policy when our processing changes. The date at the top of this page always reflects the current version, and material changes will be notified to you directly where we hold your contact details.