Privacy Notice

Who we are

Ship Holdco Limited (“Ship Holdco”, “we”, “us”) is the controller of the personal data described in this notice. Our address is 25 Walbrook, London EC4N 8AW, United Kingdom. For any question about this notice or your personal data, email sales@shipholdco.com or call +44 7709 916014.

What we collect

• Enquiries and quotes: your name, company, job title, phone number, email address, country and what you tell us about your storage, logistics or maintenance needs, whether you use our quote form or contact us by email, phone or WhatsApp.
• Website assistant: the messages you type into the assistant on our website, and its replies, while you use it.
• Client accounts: your email address, business role and the company details you add. Passwords are handled by our authentication provider and are not visible to us.
• Clients and suppliers: contact details of the people we deal with, payment and invoicing details, and the results of the compliance checks described below.
• Website: technical information such as IP address, browser type and pages requested, which our hosting provider records to keep the site secure and working.

How we use it and why

We use personal data only where UK data protection law allows it:

• To answer enquiries and prepare quotes: to take steps you ask for before entering into a contract, and our legitimate interest in responding to business enquiries.
• To provide storage, throughput and logistics services and manage contracts: performance of a contract.
• To carry out know-your-customer, anti-money laundering, sanctions, anti-bribery and modern slavery checks on clients and suppliers: compliance with our legal obligations, and our legitimate interest in not dealing with the proceeds of crime or with sanctioned parties.
• To invoice, take payment and recover money owed: performance of a contract and our legitimate interests.
• To keep our website and client workspace secure: our legitimate interests.
• To tell you about our services: only where you have agreed, or where you are an existing client and the information is about similar services. You can opt out at any time.

Our website assistant

The assistant on our website uses an AI model provided by Anthropic to answer questions about our services and to help you start a quote request. Your messages are sent to Anthropic to generate each reply and are not used to train its models. We don’t store assistant conversations on our servers; if you go on to send a quote request, we receive only what you submit on the quote form.

The assistant can make mistakes and its answers are not quotes or offers. Please don’t share sensitive personal data with it. If you prefer, our team will answer your question directly by email.

WhatsApp, phone and email

If you message us on WhatsApp, WhatsApp (part of Meta) also processes your messages under its own terms and privacy policy. Please don’t send sensitive personal data by WhatsApp or email; ask us for a secure way to share it instead.

Cookies and browser storage

Our website uses only the cookies needed to keep you signed in to the client workspace. We don’t use advertising or analytics cookies, so we don’t ask for cookie consent.

The company directory on our homepage saves the entries you add in your own browser’s local storage. They are not sent to us, and you can delete them at any time by clearing your browser’s data for this site.

Who we share it with

We share personal data only as needed with:

• service providers who host our website and client workspace, provide authentication, deliver our emails, run our website assistant (Anthropic) and support our IT;
• terminal operators, inspectors, hauliers and agents, where needed to deliver a service you have asked for;
• banks, payment providers, insurers and professional advisers; and
• regulators, law enforcement and other authorities, where the law requires it.

We don’t sell personal data.

International transfers

Some of our service providers process personal data outside the UK. Where they do, the transfer is covered by UK adequacy regulations or by safeguards such as the UK International Data Transfer Agreement or Addendum.

How long we keep it

We keep personal data only for as long as we need it for the purposes above. Enquiries that don’t lead to business are deleted once they are no longer needed for follow-up. Contract, invoicing and compliance records are kept for as long as UK company, tax and anti-money laundering law requires.

Your rights

You can ask for a copy of your personal data, have it corrected or deleted, restrict or object to how we use it, and receive it in a portable format. Where we rely on your consent, you can withdraw it at any time. To make a request, email sales@shipholdco.com. We respond within one month.

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.

Changes to this notice

We update this notice when our practices change. The date at the top of this page shows when it was last updated.