Terms & Conditions

These Terms and Conditions (“Terms”) apply to all services provided by Sussex Freight Services Ltd (the “Company”) to any customer (the “Customer”).

Sussex Freight Services Ltd is registered in England and Wales (Company No. 14175769) and is a corporate trading member of the British International Freight Association (BIFA), Member No. 4065.

All Services are supplied subject to the BIFA Standard Trading Conditions 2025 (“BIFA STCs”), which are incorporated into these Terms and shall prevail in the event of conflict, save where expressly varied herein.

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ARTICLE 1. DEFINITIONS

“Company” means Sussex Freight Services Ltd, a company registered in England and Wales under company number 14175769.

“Agreement” means any quotation, booking, instruction, or contract for Services between the Company and the Customer.

“Customer” means any person, firm, company, or entity which contracts with the Company for Services, gives instructions to the Company, or on whose behalf any Services are provided, whether directly or as agent for another party.

“BIFA STCs” means the British International Freight Association Standard Trading Conditions 2025.

“Services” means all freight forwarding, logistics, transport arrangement, customs-related, software, platform, and ancillary services supplied by the Company.

“Consignment” means any goods or cargo to which the Services relate.

“Carrier” means any third-party carrier, haulier, airline, shipping line, postal operator, or logistics provider engaged to perform carriage or related services.

“Consignor” means the party from whom the Consignment is collected or tendered for carriage, whether or not that party is the Customer.

“Consignee” means the party to whom the Consignment is delivered.

Where any term is used in these Terms but not defined herein, and is defined in the BIFA STCs, the definition in the BIFA STCs shall apply. In the event of any inconsistency between a definition in these Terms and the BIFA STCs, the BIFA STCs shall prevail unless expressly stated otherwise.

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ARTICLE 2. STATUS AND ROLE OF THE COMPANY

2.1 The Company acts as a freight forwarder and logistics intermediary and may act as agent or principal strictly in accordance with the BIFA STCs.

2.2 The Company does not operate transport vehicles and does not itself undertake the physical carriage of goods, save where expressly agreed in writing.

2.3 All physical carriage is performed by third-party Carriers engaged by the Company.

2.4 Where the Company acts as agent only, the contract of carriage shall be between the Customer and the Carrier. The Customer agrees that the Carrier’s own terms and conditions shall apply in addition to these Terms and may govern liability, claims, and service delivery.

2.5 Where the Company acts as principal, the Company contracts with the Customer but subcontracts carriage to third parties under separate agreements.

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ARTICLE 3. INCORPORATION OF BIFA STANDARD TRADING CONDITIONS

3.1 All Services are supplied subject to the BIFA STCs, which are incorporated into and form part of every Agreement.

3.2 In the event of any inconsistency, the BIFA STCs shall prevail.

3.3 The BIFA STCs are available on request and via the Company’s website. Link: BIFA STC 2025

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ARTICLE 4. FORMATION OF CONTRACT

4.1 An Agreement is formed when the Customer accepts a quotation, places a booking, issues an instruction, or uses the Services.

4.2 Any Customer terms are excluded unless expressly accepted in writing by the Company.

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ARTICLE 5. CUSTOMER OBLIGATIONS

5.1 The Customer warrants that all information supplied is complete, accurate, and lawful.

5.2 The Customer is responsible for proper packaging, labelling, legality of goods, and compliance with all applicable laws and regulations.

5.3 The Customer shall indemnify the Company against any losses arising from inaccurate, incomplete, or unlawful information or instructions.

5.4 The Customer shall be responsible for the acts and omissions of the Consignor and the Consignee as if they were the acts and omissions of the Customer.

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ARTICLE 6. DANGEROUS GOODS

6.1 The Company shall not accept Dangerous Goods unless expressly agreed in writing in advance.

6.2 Where Dangerous Goods are accepted, the Customer warrants that such goods are properly declared, classified, packaged, marked, labelled, and documented in accordance with all applicable laws and regulations.

6.3 The Customer shall indemnify the Company against all loss, damage, delay, costs, claims, and liabilities arising from Dangerous Goods, whether declared or undeclared.

6.4 Where Dangerous Goods present a risk to persons, property, or other goods, the Company shall be entitled to deal with such goods at the Customer’s expense and without liability.

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ARTICLE 7. PROHIBITED AND RESTRICTED GOODS

7.1 The Customer shall not submit illegal, prohibited, or restricted goods without prior written consent.

7.2 Any acceptance of such goods is subject to additional conditions, charges, and carrier requirements.

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ARTICLE 8. EXCLUDED GOODS (CARRIED AT CUSTOMER’S RISK)

8.1 The Company may agree to arrange carriage of certain goods (“Excluded Goods”) only on the basis that such goods are carried entirely at the Customer’s risk.

8.2 Excluded Goods include, but are not limited to: cash, coins, bullion, precious metals, jewellery, watches, works of art, antiques, collectibles, precious stones, documents, negotiable instruments, fragile items, perishable goods, liquids (including but not limited to beverages, oils, chemicals, and other fluid substances), pharmaceuticals, temperature-sensitive goods, electronics, and any goods exceeding Carrier value thresholds.

8.3 The Company shall not be liable for any loss, damage, or delay whatsoever howsoever caused in relation to Excluded Goods.

8.4 The Customer shall indemnify the Company against any claim arising from Excluded Goods.

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ARTICLE 9. PACKAGING AND CONDITION OF GOODS

9.1 The Customer is solely responsible for ensuring goods are properly packed and suitable for carriage.

9.2 The Company shall not be liable for loss or damage arising from improper, inadequate, or unsuitable packaging.

9.3 The Customer shall indemnify the Company against claims arising from packaging failures.

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ARTICLE 10. PERFORMANCE, DELIVERY, AND DELAY

10.1 All transit times are estimates only unless expressly agreed in writing.

10.2 The Company shall exercise reasonable care and skill in arranging Services, but shall not be liable for delay unless caused by its own negligence and within BIFA STC limits.

10.3 The Company shall not be liable for delay caused by events beyond its reasonable control.

10.4 Delay, non-delivery on a first attempt, or failure to meet estimated transit times shall not, of itself, entitle the Customer to a refund of charges or to withhold payment for Services rendered.

10.5 The Company shall not be liable for any loss, cost, or inconvenience arising from delay or failed delivery attempts, including (without limitation) loss of business, loss of earnings, wasted time, missed appointments, or customer dissatisfaction, save where required by mandatory law and subject always to the limits set out in the BIFA STCs.

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ARTICLE 11. CHARGES, PRICING, AND SURCHARGES

11.1 Charges are based on information provided by the Customer and are exclusive of VAT, unless stated otherwise.

11.2 The Company may revise charges where shipment details differ from those declared, including, without limitation, weight, dimensions, volume, commodity, routing, or service level.

11.3 Carrier surcharges, reweighs, volumetric corrections, fuel charges, congestion charges, and third-party fees shall be passed through to the Customer.

11.4 Where collection or delivery is delayed beyond reasonable operational time due to the Customer, Consignor, or Consignee, the Company shall be entitled to recover all resulting costs, including waiting time, detention, storage, rebooking, and associated administrative charges.

11.5 Where collection or delivery cannot be completed due to the fault or unavailability of the Customer, Consignor, or Consignee, the Company may charge for aborted journeys, failed collection attempts, redelivery, and any additional services incurred.

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ARTICLE 12. VAT, DUTIES, TAXES AND CHARGES

12.1 All charges quoted by the Company are exclusive of VAT, customs duties, import/export taxes, levies, and any other governmental charges unless expressly stated otherwise.

12.2 The Customer shall be solely responsible for the payment of all applicable VAT, customs duties, excise, import/export taxes, and other charges arising in connection with the Consignment or Services.

12.3 The Company shall not be liable for any loss, delay, detention, seizure, or expense arising from the assessment, payment, non-payment, or incorrect calculation of such taxes or duties.

12.4 Where the Company advances any such amounts on behalf of the Customer, the Customer shall reimburse the Company immediately upon demand.

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ARTICLE 13. CANCELLATIONS

13.1 Bookings may be cancelled at any time prior to collection.

13.2 Where cancellation occurs less than forty-eight (48) working hours before scheduled collection, charges may apply.

13.3 “Working hours” excludes weekends and public holidays.

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ARTICLE 14. PAYMENT TERMS

14.1 Payment terms are as stated on the invoice.

14.2 Late payment may result in late payment fees, interest, suspension of services, withdrawal of credit facilities, and recovery costs.

14.3 The Company may require advance payment or security at its discretion.

14.4 The Company reserves the right to report overdue accounts to credit reference agencies and to recover all reasonable costs of debt recovery.

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ARTICLE 15. LIEN

The Company shall have a general and particular lien over all goods and documents in its possession for all sums due from the Customer.

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ARTICLE 16. LIABILITY

16.1 The Company’s liability is governed by the BIFA STCs.

16.2 Where acting as agent, the Company’s liability shall not exceed that of the Carrier.

16.3 Where acting as principal, the Company’s liability shall be limited in accordance with the BIFA STCs.

16.4 The Company shall not be liable for indirect or consequential loss, including loss of profit, loss of market, or business interruption.

16.5 Nothing excludes liability for death, personal injury, fraud, or where exclusion is unlawful.

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ARTICLE 17. INSURANCE

17.1 The Company does not provide cargo insurance unless expressly agreed in writing.

17.2 Customers are strongly advised to insure independently.

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ARTICLE 18. RIGHT TO REFUSE SERVICE

The Company reserves the right to refuse or terminate services at its discretion where risk, compliance, behaviour, or credit concerns arise.

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ARTICLE 19. SANCTIONS AND COMPLIANCE

The Company may refuse any Consignment which breaches UK sanctions, export controls, or raises AML/CTF concerns.

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ARTICLE 20. UNCLAIMED GOODS AND DISPOSAL

Where goods remain unclaimed after reasonable notice, the Company may sell, dispose of, or otherwise deal with such goods at the Customer’s cost and without liability.

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ARTICLE 21. CONFIDENTIALITY

Each party shall keep confidential all commercially sensitive information.

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ARTICLE 22. DATA PROTECTION

Personal data shall be processed in accordance with applicable data protection laws and the Company’s Data Processing Addendum.

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ARTICLE 23. PERSONAL GUARANTEE

23.1 The Company may require one or more Directors, Partners, or Owners to provide a personal guarantee in respect of all sums due.

23.2 The Company may refuse credit facilities where such guarantee is not provided when requested.

23.3 Any personal guarantee shall be set out in a separate written agreement.

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ARTICLE 24. TERMINATION

Either party may terminate on reasonable notice. Accrued rights survive termination.

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ARTICLE 25. FORCE MAJEURE

Neither party shall be liable for failure caused by events beyond reasonable control.

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ARTICLE 26. ENTIRE AGREEMENT

26.1 These Terms, together with the BIFA STCs, constitute the entire agreement between the parties in relation to the Services and supersede all prior agreements, understandings, representations, or arrangements, whether oral or written, relating to the same subject matter.

26.2 The Customer acknowledges that it has not relied on any statement, promise, representation, assurance, or warranty not expressly set out in these Terms or the BIFA STCs.

26.3 Nothing in this clause shall exclude or limit liability for fraud or fraudulent misrepresentation.

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ARTICLE 27. GOVERNING LAW AND JURISDICTION

These Terms are governed by English law and subject to the exclusive jurisdiction of the English courts.

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ARTICLE 28. SEVERABILITY

If any clause is invalid, the remainder shall remain enforceable.

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This Data Processing Addendum (“DPA”) is entered into between the Customer (the “Controller”) and Sussex Freight Services Ltd (the “Processor”).

This DPA applies to the processing of Personal Data through the Services provided by the Processor and forms an integral part of the Agreement.

Where the Company processes Personal Data as a data controller in its own right (including for compliance, credit control, invoicing, sanctions screening, fraud prevention, or legal obligations), such processing shall be governed by the Company’s Privacy Policy and applicable data protection law, and this DPA shall not apply to that processing.

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ARTICLE 1. DEFINITIONS

1.1 In this DPA, “GDPR” means the UK General Data Protection Regulation, the Data Protection Act 2018, and any applicable legislation replacing or amending them.

1.2 Capitalised terms not otherwise defined in this DPA shall have the meanings given to them in the GDPR or the Agreement.

1.3 “Personal Data” means any personal data (as defined by the GDPR) relating to the Controller, its customers, consignors, consignees, or other contacts processed by the Processor under the Agreement.

1.4 “Sub-Processor” means any third party engaged by the Processor to process Personal Data on behalf of the Controller.

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ARTICLE 2. GENERAL OBLIGATIONS

2.1 Each party shall comply with all applicable data protection laws and regulations.

2.2 The Processor shall process Personal Data only on documented instructions from the Controller, as set out in the Agreement and this DPA, unless required to do otherwise by applicable law.

2.3 The Processor shall ensure that persons authorised to process Personal Data are subject to appropriate confidentiality obligations, whether contractual or statutory.

2.4 The Processor shall not disclose Personal Data to third parties other than permitted Sub-Processors, unless required by law or authorised by the Controller.

2.5 The Controller warrants that it has all necessary authority, lawful basis, and permissions to provide Personal Data and instructions to the Processor and shall indemnify the Processor against claims arising from any lack thereof.

2.6 The Processor may charge the Controller for reasonable costs incurred in complying with requests under this DPA or applicable data protection law, to the extent permitted by law.

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ARTICLE 3. PROCESSING OPERATIONS AND PURPOSES

3.1 The Processor shall process Personal Data solely for the purposes of providing the Services, improving those Services, or complying with legal obligations.

3.2 The duration of processing shall be for the term of the Agreement, unless a longer retention period is required by applicable law.

3.3 Categories of Personal Data processed may include, but are not limited to: • contact details (e.g. names, email addresses, telephone numbers); • delivery and collection details (e.g. addresses); • shipment and product data (e.g. weight, dimensions, contents); • customs and transport-related reference data.

3.4 The Controller warrants that the above represents the primary categories of Personal Data currently anticipated and shall notify the Processor without undue delay of any material changes.

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ARTICLE 4. SECURITY

4.1 The Processor shall implement appropriate technical and organisational measures to protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

4.2 The Processor does not guarantee absolute security but shall maintain security measures appropriate to the nature of the data, the risks involved, and the state of the art.

4.3 Access to Personal Data shall be limited to personnel and Sub-Processors strictly necessary for performance of the Services.

4.4 The Processor shall not materially reduce the overall level of security during the term of the Agreement.

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ARTICLE 5. SUB-PROCESSORS

5.1 The Controller grants general authorisation for the Processor to engage Sub-Processors.

5.2 The Processor shall make available, on request, information regarding Sub-Processors and shall notify the Controller of material changes where reasonably practicable.

5.3 The Processor shall ensure that all Sub-Processors are bound by obligations equivalent to those set out in this DPA and shall remain liable for their acts and omissions.

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ARTICLE 6. INTERNATIONAL TRANSFERS

6.1 Personal Data shall not be processed outside the UK or EEA unless appropriate safeguards are in place in accordance with GDPR requirements, including standard contractual clauses or equivalent mechanisms.

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ARTICLE 7. PERSONAL DATA BREACHES

7.1 The Processor shall notify the Controller without undue delay, and in any event within 48 hours, upon becoming aware of a Personal Data Breach.

7.2 The Processor shall reasonably assist the Controller in complying with its breach notification obligations.

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ARTICLE 8. DATA SUBJECT REQUESTS

8.1 Where the Processor receives a data subject request, it shall forward it to the Controller without undue delay.

8.2 The Processor shall reasonably assist the Controller in responding to such requests, taking into account the nature of the processing.

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ARTICLE 9. DATA PROTECTION IMPACT ASSESSMENTS

9.1 The Processor shall provide reasonable assistance to the Controller in connection with data protection impact assessments and prior consultations where required by law.

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ARTICLE 10. AUDIT

10.1 The Controller may conduct audits solely to verify compliance with this DPA and applicable data protection law, no more than once per year, during normal business hours, on at least thirty (30) days’ written notice.

10.2 Audits shall be subject to reasonable confidentiality obligations and shall not unreasonably disrupt the Processor’s business operations.

10.3 Where an audit identifies material non-compliance, the Processor shall take reasonable steps to remedy such non-compliance.

10.4 Where no material non-compliance is found, the Controller shall bear the costs of the audit.

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ARTICLE 11. TERMINATION AND RETURN OF DATA

11.1 This DPA shall remain in effect for the duration of the Agreement.

11.2 Upon termination of the Services, the Processor shall, at the Controller’s choice, delete or return Personal Data, unless retention is required by law.

11.3 This DPA may only be amended in writing by mutual agreement of the parties.

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DATED: 01/02/2026
Sussex Freight Services Ltd.