SNG TRANSPORT LTD
Comprehensive Privacy and Data Protection Policy
Effective Date: December 2, 2025
Version: 2.0
Preamble and Commitment to Privacy
SNG Transport Ltd ("We," "Us," or "Our"), the owner and operator of the website (sngtransportltd.com), is committed to protecting the privacy and security of the personal data we process. This Comprehensive Privacy and Data Protection Policy (the "Policy") outlines our data processing activities, adherence to legal principles, and your rights under applicable data protection legislation.
We recognise the significance of your personal information and process all Data fairly, lawfully, and transparently, in strict compliance with the **UK General Data Protection Regulation (UK GDPR)** and the **Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR)**.
This Policy applies to all interactions with our website and any subsequent communications relating to the services we provide. We reserve the right to amend this Policy from time to time; the latest version will always be posted on our Website.
1. Definitions and Legal Status
The following defined terms are used throughout this Policy:
| Term | Definition |
|---|---|
| Data | Any information, or collectively all information, submitted by the Website User or Visitor to SNG Transport Ltd. This includes Personal Data. |
| Personal Data | Any information relating to an identified or identifiable natural person (a "Data Subject"). |
| Data Controller | SNG Transport Ltd. We are the legal entity that determines the purposes and means of the processing of your Personal Data. |
| Data Protection Laws | Any applicable law relating to the processing of personal data, including, but not limited to, the **UK GDPR**, the **Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR)**, and any related supplementary national legislation. |
| UK GDPR | The **General Data Protection Regulation (Regulation (EU) 2016/679)** as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018. |
| Processing | Any operation or set of operations performed on Personal Data or on sets of Personal Data, whether or not by automated means (e.g., collection, recording, storage, retrieval, use, disclosure, deletion). |
| Consent | Any freely given, specific, informed, and unambiguous indication of the Data Subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of Personal Data relating to him or her. |
| Website User / You / Visitor | Any third party accessing the Website who is not an employee, consultant, or otherwise acting in a capacity for SNG Transport Ltd. |
| Website | The domain(s) or sub-domain(s) owned and operated by SNG Transport Ltd. |
2. Identity and Contact Details of the Data Controller
As the Data Controller, SNG Transport Ltd is responsible for your Personal Data.
- Legal Entity Name: SNG Transport Ltd
- Registered Address: 41 Tamerton Rd, Birmingham B32 3HF, United Kingdom
- Email: info@sngtransportltd.com
- Telephone: 07554885947
For all data protection and privacy inquiries, please contact us using the details above, addressing your correspondence to the Data Protection Point of Contact.
3. The Personal Data We Collect
We collect and process the following categories of Personal Data from you, depending on your interaction with us:
A. Data Collected via the Quote Form and Contact Forms (Direct Interaction)
| Category of Data | Specific Data Elements Collected | Purpose of Collection |
|---|---|---|
| Identity Data | Name, Job Title (if provided), Company Name. | To identify you for communication and quotation purposes. |
| Contact Data | Email address(es), Telephone number(s). | To communicate the quote, confirm details, and follow up on the enquiry. |
| Transaction/Logistics Data | Date and Time requested, Pickup Address, Delivery Address, Nature of Goods (description, dimensions, weight), Specific instructions or preferences. | This data is strictly necessary for calculating the transportation cost and feasibility. |
| Marketing Preferences | Indication of whether you wish to receive future promotional communication. | To comply with your specific marketing choices. |
B. Data Collected Automatically (Technical and Usage Data)
This data is collected automatically when you access and use our Website, solely through Strictly Necessary Cookies.
- Usage Data: Session ID, interaction with forms, time spent on pages (To ensure basic website functionality and secure form submission - PHPSESSID).
4. The Principles of Processing Personal Data
We adhere strictly to the seven fundamental principles of the UK GDPR when Processing your Personal Data:
- Lawfulness, Fairness and Transparency: We process your Data lawfully (based on a legal ground), fairly, and in a manner that is completely transparent to you.
- Purpose Limitation: We collect Data only for specified, explicit, and legitimate purposes (as detailed in Section 5) and do not process it in a manner incompatible with those purposes.
- Data Minimisation: We ensure that the Data collected is adequate, relevant, and limited to what is necessary for the purposes for which it is processed.
- Accuracy: We take every reasonable step to ensure Personal Data is accurate and, where necessary, kept up to date.
- Storage Limitation: We retain Data only for as long as is necessary for the stated purposes (see Section 7).
- Integrity and Confidentiality (Security): We process Data in a manner that ensures appropriate security of the Personal Data.
- Accountability: We, as the Data Controller, are responsible for and must be able to demonstrate compliance with the other six principles.
5. Legal Bases for Processing Your Personal Data
Under the UK GDPR, every Processing activity must be justified by a specific legal basis. We rely on the following legal bases:
A. Contractual Necessity (Article 6(1)(b) UK GDPR)
The processing is necessary to take steps at your request prior to entering into a contract.
- **Activity:** Collecting Identity, Contact, and Transaction/Logistics Data via the Quote Form.
- **Justification:** Without this Data, SNG Transport Ltd cannot calculate and deliver a transportation quote.
B. Legitimate Interests (Article 6(1)(f) UK GDPR)
| Activity | Justification (Our Legitimate Interest) |
|---|---|
| Internal record keeping, audit, and quality control. | To manage the business efficiently, maintain accurate financial records, and measure service performance. |
| Maintaining website security and preventing fraud. | To protect our systems, network, and the integrity of the data we hold. |
| Sending marketing communication via "Soft Opt-in" (PECR). | To market similar services to existing or past clients, provided they have not opted out. |
C. Consent (Article 6(1)(a) UK GDPR)
Your explicit consent is the basis for sending you non-essential electronic marketing communications (e.g., email newsletters) about new services or promotions where you have actively checked a specific consent box. You have the right to withdraw this consent at any time.
D. Legal Obligation (Article 6(1)(c) UK GDPR)
The processing is necessary for compliance with a legal obligation to which the Data Controller is subject (e.g., retaining records for HMRC and statutory compliance).
6. Disclosures and Sharing of Your Personal Data (Recipients)
We may share your Personal Data with the following categories of individuals or groups:
A. Internal Recipients
Data is shared internally on a strictly **need-to-know basis** with SNG Transport Ltd Employees, Agents, and Contractors to allow them to perform their job functions (e.g., preparing the quote, handling logistics).
B. External Recipients (Processors and Joint Controllers)
- IT System Providers: Providers of website hosting, maintenance, and security services.
- Email Communication Services: Providers that facilitate the sending of automated quote confirmations and marketing emails.
- Professional Advisors: Lawyers, accountants, and auditors.
7. Data Security and Retention
A. Data Security
We have implemented robust technical and organisational security measures, including **Secure Servers**, **Encryption (SSL/TLS)**, and strict **Access Control**, to protect your Data.
B. Data Retention (Storage Limitation)
We retain your Personal Data only for as long as necessary for the stated purposes:
| Type of Data/Activity | Retention Period | Legal Justification |
|---|---|---|
| Quote Data (Non-Converted) | Up to **12 months** from the date of the quote. | Legitimate Interest (allows for follow-up and analysis). |
| Contract Data (Converted Quote) | Duration of the contract plus an additional **7 years**. | Legal Obligation (tax and accounting purposes). |
| Marketing Consent Records | As long as consent is active, plus an additional **6 months** after withdrawal. | Accountability (to prove valid consent). |
8. International Data Transfers
If we transfer your Personal Data outside the UK/EEA, we ensure it is protected by implementing safeguards such as:
- **Adequacy Decision:** Transferring to countries deemed to provide an adequate level of protection.
- **Standard Contractual Clauses (SCCs):** Using UK-approved contracts that guarantee protection.
9. Your Data Protection Rights
You can exercise the following UK GDPR rights by contacting us at **info@sngtransportltd.com**:
A. Right to Access
Request copies of the Personal Data we hold about you (SAR).
B. Right to Rectification
Request that we correct any inaccurate or incomplete Personal Data.
C. Right to Erasure
Request the deletion of your Data (Right to be Forgotten), subject to legal exceptions.
D. Right to Restrict Processing
Request that we cease or suppress the Processing of your Data in certain circumstances.
E. Right to Data Portability
Request the transfer of your Data to another party in a machine-readable format.
F. Right to Object
Object to processing based on Legitimate Interests or for Direct Marketing.
**Note:** We do not engage in Automated Decision Making or Profiling.
10. The Use of Cookies
We only use **Strictly Necessary Cookies** which are essential for the operation of our Website and the provision of services explicitly requested by you (i.e., submitting the secure quote form). We do **not** use functional, analytical, performance, or targeting cookies.
Legal Exemption (PECR)
Because our **PHPSESSID** cookie is *strictly necessary* for the security and integrity of a service you are requesting, its placement is **exempt** from the requirement for explicit consent under PECR.
11. Links to Other Websites
This Policy applies only to the SNG Transport Ltd Website. We are not responsible for the content or practices of third-party websites linked from our site.
12. Changes in Business Ownership
If SNG Transport Ltd is sold or control is transferred, your Data may be transferred to the new owner, who will be bound to use the Data according to this Policy.
13. The Right to Lodge a Complaint
If you are unsatisfied with the way we manage your Data, you have the right to lodge a complaint with the **Information Commissioner’s Office (ICO)** in the UK.
Information Commissioner’s Office (ICO)Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://ico.org.uk/make-a-complaint/