Subcontractor terms and privacy
Version 2026-09-30-v1
1. Parties and registration
MYR Freight is the trading name of Express Ship Limited (company number 15300484). The subcontractor is the business named in the application. The applicant confirms authority to bind that business. These terms apply to registration and subcontract assignments accepted in writing. Registration, document upload or approval does not guarantee work, exclusivity or any minimum volume. Each assignment requires written confirmation of route, timing, equipment, price, payment terms and special requirements. Written job-specific terms take priority over these general terms; mandatory law always takes priority.
2. Independent business and compliance
The subcontractor operates an independent business and remains responsible for its employees, drivers, tax, wages, pensions and statutory duties. It must hold the correct operator licence and permissions for the work, use roadworthy vehicles, maintain inspection and maintenance records, and comply with drivers’ hours, tachograph, working time, right-to-work, load security, road safety and applicable site requirements. Drivers must be properly qualified, trained and authorised. A label in this agreement does not override the actual legal employment or tax status.
3. Insurance and documents
Before work is allocated, the subcontractor must provide current motor/fleet, goods in transit and public liability evidence, and employers’ liability evidence where applicable. Cover must include the proposed operation, including traction-only, customer trailers, temperature-controlled cargo or international carriage where relevant. Limits, exclusions and excesses must be agreed for each relevant assignment. Uploaded certificates do not themselves establish sufficient cover. The subcontractor must disclose cancellation, expiry, material exclusions, licence restrictions and compliance issues promptly and must not accept work without required cover and authority.
4. Performance and communication
Follow the written instructions and agreed delivery windows. Report delays, breakdowns, shortages, damage, seal issues, accidents and temperature deviations immediately. Keep accurate collection, delivery, mileage, temperature and proof-of-delivery records as applicable. Provide signed POD and supporting records within 24 hours of completing the assignment where reasonably practicable. Do not depart from customer instructions or dispose of, tranship or release goods without authorisation unless required for immediate safety or by law.
5. Further subcontracting and customer information
Do not transfer an assignment or appoint another carrier without MYR Freight’s prior written approval. Approval does not release the subcontractor from responsibility for its chosen carrier. Rates, customer details, access codes and transport instructions are confidential and may only be used to perform the assignment. Do not use confidential introductions or information to divert the specific work introduced by MYR Freight. This does not restrict demonstrably pre-existing business relationships, public tenders, lawful reporting or independently sourced opportunities.
6. Rates, invoices and payment
Agree the rate, VAT treatment, waiting time, cancellations, additional mileage, parking and other charges in writing before the assignment. Extra charges require prior written approval unless reasonable expenditure is necessary to address an immediate safety emergency. Send a valid invoice stating the job reference, agreed charges, VAT details where applicable, and supporting POD. The written job confirmation sets the payment period; if no period is agreed, the default is 14 days from receipt of a valid invoice and required supporting records. A genuine invoice dispute must be notified with reasons; undisputed sums remain payable on time. There is no pay-when-paid condition. Statutory late-payment rights are preserved.
7. Bank details and fraud prevention
Payment is made only to an independently verified bank account in the subcontractor’s legal or documented trading name. MYR Freight may seek business bank confirmation and verification through an independently known contact. Uploading details does not authorise a payment. Requests to change bank details must be separately verified before use; email instructions alone are insufficient. Do not provide bank passwords, online banking credentials or unrelated transaction histories. Notify suspected compromise immediately.
8. Losses, claims and liability
The subcontractor is responsible for direct loss, damage and reasonable third-party claims to the extent caused by its breach, negligence or misconduct or that of personnel or approved carriers for whom it is responsible, subject to mandatory carriage rules and any expressly agreed liability limits. MYR Freight must provide evidence, take reasonable steps to mitigate loss and allow a reasonable opportunity to respond. No speculative penalty or automatic deduction applies. Set-off is limited to sums admitted in writing or finally determined by a court. Neither party excludes liability for fraud, death or personal injury caused by negligence, or anything that cannot legally be excluded. No term displaces mandatory CMR rules where applicable. RHA or other industry conditions are incorporated only if expressly agreed and supplied before the assignment.
9. Suspension and termination
MYR Freight may suspend further allocations or reject registration if evidence is incomplete, expired, inaccurate or insufficient, or if there is a reasonable safety, fraud or performance concern. Either party may end the relationship by written notice; obligations on an already accepted assignment continue unless cancellation is agreed or necessary for legal or safety reasons. Cancellation charges must be agreed in the job confirmation and reflect lawful, reasonable loss. Accrued payment obligations and necessary confidentiality duties survive termination.
10. Law and disputes
Notify disputes promptly and attempt good-faith resolution. Subject to mandatory transport conventions and jurisdiction rules, the agreement is governed by the law of England and Wales and its courts have jurisdiction. Variations must be agreed in writing. If one provision is unenforceable, the remaining provisions continue to the extent legally possible.
Privacy notice — subcontractor records
Express Ship Limited is the controller. Contact enquiries@myrfreight.com for privacy requests. We process business/contact details, compliance documents, insurance dates, bank details, account identifiers and a record of acceptance and administrative actions to assess and manage subcontractors, verify compliance, prevent fraud and pay invoices. The applicable bases are contract or steps before a contract for sole traders, legitimate interests in managing business suppliers and fraud prevention, and legal obligations where relevant. Acceptance of the terms is not marketing consent. Information is accessible to authorised administration, the applicant for their own application, hosting/authentication processors and professional advisers where necessary. It is not published. Cloudflare provides records/document hosting and Supabase provides account authentication; any applicable international transfers require appropriate safeguards. Do not upload passports, driver identity documents or unnecessary personal information unless separately requested with an explained purpose. Redact bank balances and unrelated transactions. Unsuccessful applications should be reviewed for deletion within 12 months; active supplier records should be reviewed regularly, keeping only records needed for operations, tax, claims or legal requirements. Relevant contract/accounting evidence may need retention for six years after the relationship ends; unnecessary personal documents should be removed sooner. A specific legal hold may extend retention. You may request access, correction, deletion, restriction or portability where applicable, object to legitimate-interest processing and complain to the ICO at ico.org.uk. No solely automated decision approves a subcontractor. Providing required business evidence is necessary for assessment; incomplete applications cannot be approved.