This policy explains what personal data we collect when you use this website or contact us about a delivery, why we hold it, how long we keep it and what rights you have over it. We handle personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are (data controller)
This website (hbcourier.uk) is operated by Herb'S Courier Services Ltd, which is the data controller for the personal data described in this policy.
- Herb'S Courier Services Ltd
- Registered in England & Wales, Company No. 17236658
- Registered office: 16 Hen Barc, Bangor, LL57 3RS
- Email: [email protected] · Phone: +44 7853 151 457
2. Contacting us about your data
All data protection requests and questions go to [email protected], or by post to the registered office above. There is no separate form to complete — an email is enough.
3. What personal data we collect
| Source | Data |
|---|---|
| Enquiry form on this website | Name, email address, the services you tick, and whatever you write in the message box (which usually includes collection and delivery details). |
| Phone, email or text | Name, phone number, email address, business name, and the details of the job. |
| Carrying out a delivery | Collection and delivery addresses, contact names at either end, a delivery photograph, the name of the person who took the consignment, and the date and time. |
| Invoicing | Billing name and address, purchase order references, and payment records. |
| This website | Standard server log data held by our hosting provider (IP address, browser type, pages requested, timestamps). We do not run analytics or advertising cookies. See the Cookie Policy. |
We do not collect special category data, and we do not ask for card details through this website.
4. Why we process it, and our lawful basis
| Purpose | Lawful basis (Art. 6 UK GDPR) |
|---|---|
| Replying to an enquiry and preparing a quote | Legitimate interests — responding to someone who has asked us for a price. |
| Arranging and carrying out a collection or delivery | Performance of a contract with you, or steps taken at your request before entering into one. |
| Keeping delivery proof (photograph, name, timestamp) | Legitimate interests — evidence that the consignment arrived, and defence of claims. |
| Invoicing, accounts and tax records | Legal obligation — UK company and tax law. |
| Any optional website analytics we add in future | Consent, given through the cookie banner and withdrawable at any time. |
5. How long we keep it
- Enquiries that do not become jobs: 12 months from the last contact, then deleted.
- Customer contact records and delivery proof: 24 months after the last job, so we can answer queries and claims.
- Invoices and accounting records: 6 years from the end of the accounting period, as required by UK tax law.
- Server logs: retained by our hosting provider for their standard period, typically no more than 30 days.
6. Who we share it with
We do not sell personal data, and we do not share it for anyone else's marketing. Data is shared only with the suppliers we need to run the business:
- Our website hosting provider, which stores the site and its server logs.
- Our email provider, which carries the messages you send us.
- Our accountant and accounting software, for invoices and tax records.
- A subcontracted carrier, but only when we tell you in advance that part of a run is being passed on — and then only the details needed to complete it.
- Insurers, professional advisers, or a court or regulator, where we are obliged or entitled to disclose.
7. International transfers
Our hosting and email suppliers store data on servers in the United Kingdom or the European Economic Area. Where a supplier processes data outside the UK, that transfer is covered by UK adequacy regulations or by the International Data Transfer Addendum to the standard contractual clauses. We do not otherwise transfer personal data overseas.
8. Your rights
Under the UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you (access);
- have inaccurate data corrected (rectification);
- ask us to delete data we no longer need (erasure);
- ask us to restrict how we use it while a dispute is resolved;
- receive certain data in a portable, machine-readable format;
- object to processing carried out under our legitimate interests;
- withdraw consent at any time where consent is the basis we rely on.
Withdrawing consent
The only consent-based processing on this site is optional analytics, which is currently switched off entirely. If you accepted cookies and want to change that, clear this site's data in your browser or press Decline the next time the banner appears. Withdrawing consent does not affect anything done before you withdrew it.
How to exercise your rights
Email [email protected] and say what you want. We will respond within one month, which is the deadline set by the UK GDPR, and we will tell you if we need to ask for proof of identity first. There is no charge.
9. Complaints
If you are unhappy with how we have handled your data, tell us first and we will try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority: www.ico.org.uk, helpline 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
10. Security
Access to enquiry emails, delivery records and invoices is limited to the people who need it to do the job. Devices are password protected and encrypted, and accounts use two-factor authentication where the provider supports it.
11. Cookies
This site uses one piece of local storage to remember your cookie choice, and nothing else until you consent. The full list is in the Cookie Policy.
12. Changes to this policy
If we change how we handle personal data, we update this page and the date at the top. The version above is the current one.