We use your details to quote, move and clear your freight, and to answer you. We share them only with the people a shipment needs, such as carriers, terminals and HMRC. We do not sell them, and this site sets no advertising cookies.
1Who we are
Norholm Freight Ltd (“Norholm”, “we”, “us”) is the controller of the personal information described in this notice. We are a company registered in England and Wales, number 01173392, with our registered office at Norholm House, Ferryboat Lane, Felixstowe, Suffolk, IP11 3RX.
For anything about your personal information, write to our data protection lead at privacy@norholm.co.uk or at the address above. We are registered with the Information Commissioner’s Office as a controller.
2What this notice covers
This notice covers people who use this website, ask us for a rate, contact the desk, ship goods with us or receive them, and the contacts at our customers, suppliers and overseas agents. Our drivers and staff are covered by a separate notice.
Most of our customers are businesses. Where we hold information about you, it is usually because you are the named contact for a shipment, an account or a delivery.
3What we collect
When you request a rate
Your name, company, email address and phone number, plus the shipment details you give us: ports or postcodes, container size, cargo description, weights, ready dates and any notes.
When you track a container
The container or booking number you enter. We use it only to look up the shipment. Our web server keeps standard technical logs (IP address, browser type, time of request) for security.
When you contact us
What you send through the contact form, by email or by phone, and our notes of the conversation on the shipment file.
When we move or clear your goods
- Names, addresses and contact details of shippers, consignees and notify parties.
- Customs information such as EORI numbers, commodity codes, values and the authority to act as your customs representative.
- Delivery contacts, site instructions, proof of delivery signatures and, at our Trimley warehouse and Felixstowe depot, CCTV images.
- Billing details for account customers, including credit references we obtain when an account is opened.
4How we use it, and on what basis
UK data protection law requires a lawful basis for each use of personal information. These are ours.
| Purpose | Lawful basis |
|---|---|
| Preparing a quotation you asked for | Steps taken at your request before a contract |
| Booking, moving, storing and delivering your freight | Performance of our contract with you or your employer; our legitimate interest in running the shipment |
| Customs declarations and keeping customs and VAT records | Legal obligation |
| Answering enquiries and tracking requests | Legitimate interest in responding to people who contact us |
| Credit checks and recovering unpaid invoices | Legitimate interest in being paid |
| CCTV at our warehouse and depot | Legitimate interest in protecting goods held in bond, our people and our premises |
| Occasional updates on sailings, rates or service changes | Legitimate interest for business contacts, with an opt-out in every message; consent where the law requires it |
Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for the details of that assessment.
6Transfers outside the UK
International freight means some information goes overseas, for example to our agent in Shanghai or to a shipping line’s systems abroad. Where the destination country is not covered by UK adequacy regulations, we use the International Data Transfer Agreement or the UK addendum to the EU standard contractual clauses, or rely on the transfer being necessary to perform the contract you asked us for.
7How long we keep it
| Information | How long |
|---|---|
| Rate requests that do not lead to a booking | 2 years from the request |
| Shipment files, customs entries and invoices | 6 years after the end of the financial year they relate to, as customs, VAT and company law require |
| Enquiries through the contact form or by email | 2 years from our last reply |
| Tracking look-ups and web server logs | 90 days |
| CCTV images | 30 days, unless needed for an investigation or claim |
When a period ends, we delete the information or anonymise it so it can no longer identify you.
8Cookies and this website
This website uses only the storage it needs to work, such as remembering an open menu. It sets no advertising or cross-site tracking cookies, so we do not ask for cookie consent. If we add analytics in future, we will update this notice and ask for your consent first where the law requires it.
9Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- have inaccurate information corrected;
- have information deleted where we no longer have a reason to keep it;
- restrict or object to our use of it, including any marketing at any time;
- receive information you gave us in a portable format, where the law provides for this;
- withdraw consent where we rely on it.
Some rights are limited where we must keep records by law, for example customs entries. To use any of them, email privacy@norholm.co.uk. We will reply within one month and will not usually charge a fee. We may ask you to confirm your identity first.
10Keeping it secure
Access to shipment files is limited to the people working on them. Our systems use encrypted connections, individual logins and regular backups, and our staff are trained on handling customer information. If a breach is likely to put you at risk, we will tell you and the Information Commissioner’s Office as the law requires.
11Complaints
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, the UK regulator for data protection, at ico.org.uk/make-a-complaint or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
12Changes to this notice
We review this notice at least once a year and when our services or systems change. The date at the top shows when it was last updated. If a change affects you significantly, we will tell you directly.
Shipping with us? Our trading terms explain how we quote, invoice and handle claims.
Email our data protection lead