This notice explains what we do with personal information. It is the notice referred to in condition 15.2 of the Suremile Conditions of Carriage, Edition 1, 2026.
1. Who is responsible for your information
Suremile Transport Ltd is the data controller. Company number 17394385, registered office 10 St. Katherines Walk, London, W11 4SJ. Contact us about anything in this notice at info@suremile.co.uk or 07346 815 273.
Registered with the Information Commissioner's Office, registration number [ICO NUMBER].
2. What we collect
When you enquire — through the website form, by email, by phone or by WhatsApp: your name, company, email address, phone number, and whatever you tell us about the goods, the collection and delivery points and the timing.
When you become a customer: the above, plus your account and billing details, purchase order references, and the correspondence between us.
When we carry out a job: collection and delivery addresses, contact names and numbers at each end, and the name and signature of whoever receives the consignment, captured as proof of delivery. Photographs of goods or delivery points where these form part of the delivery record or a claim.
When you visit this website: this site sets no analytics, advertising or tracking cookies, and we do not profile visitors. Two things do happen technically, and you should know about them:
- Netlify, who host the site, process technical connection data including your IP address in order to serve and protect it, and handle the enquiry form.
- The page loads its typeface from Google Fonts, which means your browser makes a request to Google servers and Google receives your IP address in the process. Nothing about you is stored by us as a result, and no cookie is set.
If you signed for a delivery from us and did not book the job yourself, we hold your name, signature and the time and place of delivery as the record that the goods arrived. We were given your details by the customer who booked the job. This notice tells you what we do with them, and section 6 sets out your rights.
We do not knowingly collect special category data, and you should not send it to us.
3. Why we use it, and our lawful basis
| What we do | Lawful basis (UK GDPR Article 6) |
|---|---|
| Answer your enquiry and prepare a quotation | Legitimate interests — responding to a business enquiry you made |
| Arrange and carry out a job, and keep proof of delivery | Performance of a contract, or steps taken at your request before entering one |
| Invoice, take payment and chase overdue payment | Performance of a contract; legitimate interests in recovering sums owed |
| Handle a claim or dispute | Legitimate interests in establishing, exercising or defending legal claims |
| Keep accounting and tax records | Legal obligation |
| Send occasional service updates to existing business customers | Legitimate interests. You can opt out at any time |
Where we rely on legitimate interests, we have considered the effect on you and are satisfied our interest does not override your rights. You can ask us for more detail on that assessment.
4. Who we share it with
- The carrier who performs the job. We pass on only what is needed to collect and deliver: the addresses, the contact names and numbers at each end, and the consignment details.
- Service providers who process data on our behalf — Netlify (website hosting and enquiry form handling), Google (Workspace email and Drive, and the fonts this site loads), Meta Platforms (WhatsApp Business messaging) and Tide (banking) — under contracts that limit them to acting on our instructions.
- Our accountant, insurers, brokers and legal advisers, where relevant.
- Public authorities, where the law requires it.
We do not sell your information and we do not share it for anyone else's marketing.
Where a provider processes data outside the UK, the transfer is made under the safeguards UK data protection law requires, such as the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
5. How long we keep it
| Record | Retention |
|---|---|
| Enquiries that do not become jobs | 12 months from the last contact |
| Job records and proof of delivery | 6 years from the job — the period in which a contract claim can be brought, including one we bring (Limitation Act 1980, s.5) |
| Signed customer account forms | 6 years from the end of the customer relationship |
| Records of liability limits offered and agreed | 6 years from the job |
| Website connection logs held by our host | As set by Netlify; we do not keep a separate copy |
| Accounting and tax records | 6 years from the end of the accounting period |
| Claims and disputes | 6 years from resolution |
6. Your rights
You can ask us to give you a copy of the personal data we hold about you; correct it if it is wrong; delete it; restrict how we use it; or send it to another provider. You can object to processing we carry out on the basis of legitimate interests, and you can opt out of marketing at any time.
Email info@suremile.co.uk. We will respond within one month. There is no charge.
7. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office — ico.org.uk/make-a-complaint or 0303 123 1113.
8. Changes
We will update this notice when our processing changes, and the date at the top will change with it.