Sibco Transport Ltd · Version 2026-09
1. Who we are
This notice explains how Sibco Transport Ltd (“Sibco Transport”, “we”, “us”) collects and uses personal information about our customers, people who ask us for a quote, business clients and visitors to our website. We are the “controller” of this information under UK data protection law (the UK GDPR and the Data Protection Act 2018).
Sibco Transport Ltd is registered in England and Wales, company number 15710459, registered office: Rear Office 1st Floor, Imperial Chambers, 10-17 Se, Woodford Avenue, Ilford, England, IG2 6JX.
Questions about your information: email enquiries@sibcotransport.co.uk, call 0203 488 5597, or write to us at the address above.
2. The information we collect
When you ask for a quote or book (on our website, by phone, email, WhatsApp or text):
- your name, phone number, email address, and company name if you book for a business;
- collection and delivery addresses and postcodes, dates and times;
- details of the job: items, property size, floors, lifts and parking, waste type, special items, and any notes you give us;
- photos or documents you send us to help us quote or plan the job;
- the terms version you accepted and when.
When we do the job: the times our crew arrived, started and finished; proof of delivery (photos, the name and signature of the person who received the goods); extras you approved; and, for waste jobs, the waste transfer note.
Payments: what you paid, when, and how. Card payments are handled by Stripe. We never see or store your card number.
Messages: copies of the emails, texts and WhatsApp messages between us, and notes our office makes about calls.
Claims and complaints: what happened, photos, what was claimed, and how it was resolved.
Business clients: the names, work email addresses and roles of the people who use our trade portal, and the bookings they make.
Our vans: our vehicles may have tracking systems (location, speed and times) and dash cameras that record the road and the area around the van. They can capture people nearby, including you, at your address.
Our website: basic technical information such as your browser and device, and cookies (see section 9).
We do not ask for special category information (for example health). If you tell us something like this because it affects the job (for example that someone needs help with stairs), we use it only to do the job safely.
3. How we use it, and our legal reasons
| What we do | Legal reason |
|---|---|
| Give you a quote, book and carry out your job, send you booking details, updates (“on the way”, “arrived”) and your proof of delivery | To take steps you ask for before a contract, and to perform our contract with you |
| Take payment, send invoices and receipts, and chase unpaid invoices | Contract; our legitimate interest in being paid |
| Keep accounting records and waste transfer notes | Legal obligation (tax law; waste duty of care) |
| Deal with claims, complaints and insurance | Contract; our legitimate interest in handling claims; legal claims |
| Share job details with the driver or crew doing your job, including trusted subcontractors (see section 5) | Contract |
| Follow up a quote you asked for | Our legitimate interest in answering your enquiry. You can ask us to stop at any time. |
| Send you offers or marketing | Only with your consent, or if you are an existing customer and we tell you each time how to opt out. You can opt out at any time. |
| Vehicle tracking and dash cameras: safety, security, route planning, and evidence for accidents, damage and claims | Our legitimate interest in keeping crews, vehicles and goods safe and handling claims |
| Keep our systems secure and improve our service | Our legitimate interest |
We use an AI tool (Anthropic’s Claude) to help our office: it tidies our notes into a clear job description for your booking, and it can look at the details and photos you send for a quote to suggest the van, crew and time needed. It is given only the job details and photos, never your payment information. Our team checks every suggestion and sets the price from our own rates. We do not make decisions about you by automated means alone. We do not use your information to train AI models of our own.
4. Where your information is kept
We use a small number of trusted service providers who process information for us, under contracts that require them to keep it secure and use it only on our instructions:
| Provider | What for |
|---|---|
| Hostinger | Hosts our website and customer portal |
| Airtable | Our booking and customer records |
| HighLevel (GoHighLevel) | Customer contacts, emails, texts and WhatsApp messages |
| Meta (WhatsApp) | WhatsApp messages, if you message us that way |
| Stripe | Card payments |
| Xero | Invoices and accounting |
| Zapier | Moves booking details between our systems |
| Email and calendar, website statistics (section 9), and maps to work out distances and show addresses | |
| Anthropic | The AI tool described in section 3 |
Some of these providers are based in, or store data in, the United States or elsewhere outside the UK. Where information is transferred outside the UK, it is protected by UK adequacy regulations (for example the UK–US “data bridge” for certified companies) or by the UK’s approved contract terms (the International Data Transfer Agreement or Addendum).
5. Who we share it with
- Our drivers and crews, including self-employed and subcontracted drivers and partner companies, get only what they need to do your job: names, addresses, contact number, job details and access notes. They see only the jobs they are doing, and never your payment details.
- Our insurers, loss adjusters and legal advisers, if there is a claim.
- Waste sites and regulators, where waste law requires it.
- Debt recovery or the courts, if an invoice stays unpaid.
- The police or other authorities, where the law requires it.
- If you book through a business (for example a letting agent), that business can see the booking and its proof of delivery.
We never sell your information.
6. How long we keep it
| Information | How long |
|---|---|
| Quote requests that didn’t lead to a booking | 12 months after our last contact |
| Bookings, invoices, payments and proof of delivery | 6 years after the end of the financial year of the job (tax law, and the time limit for legal claims) |
| Waste transfer notes | At least 2 years (waste law) |
| Photos you send for a quote | 12 months after the job, or longer if there is a claim |
| Claims and complaints | 6 years after they are closed |
| Message history | 2 years after our last contact, unless it is part of a claim |
| Dash camera footage and tracking data | 30 days, unless it is needed for an accident, damage or a claim |
| Trade portal user accounts | Until the business removes the user, then 6 years for the booking records |
7. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information. We will, except for what the law requires us to keep, such as invoices and waste transfer notes;
- ask us to limit how we use it, or object to our use of it based on legitimate interests;
- stop marketing at any time;
- ask for your information in a portable format, where we use it for a contract or with your consent.
To use any of these rights, email enquiries@sibcotransport.co.uk or call us. We may ask you to confirm who you are (for example by replying from the email address on your booking). We will reply within one month. If your request is complex we may need up to two more months, and we will tell you why within the first month. There is normally no charge.
8. Keeping it safe
Your booking page and our portal use secure, private links and encrypted connections (HTTPS). Photos and documents are stored privately and are only visible to our staff and, for your own job, to you. Staff and drivers can only see the information they need for their work. We keep a record of who changes what. If something goes wrong and your information is put at risk, we will tell you and the Information Commissioner’s Office where the law requires it.
Links we send you (for example to view your booking or send photos) are private: please don’t share them.
9. Cookies and our website
Our website uses cookies that are needed for it to work (for example to keep you signed in to the trade portal or driver app) and, with your consent, cookies from Google Analytics that tell us how people use the site. You can change your choice at any time using the cookie settings on our website, or in your browser.
When you use the price calculator on our website, we record the areas you price between (the nearest postcode and town to each address you pick), the type of job and the distance, so we can see where people need us. We don’t record your name or contact details unless you book or ask us to contact you. If you pay, these details become part of your booking. We keep price checks for up to 90 days.
10. Complaints and changes to this notice
If you are unhappy with how we have used your information, please 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.org.uk, 0303 123 1113.
We may update this notice. The latest version is always on our website, with the date it was last changed.
Last updated: 26 September 2026