Privacy Policy

2. Scope of This Privacy Policy

This Privacy Policy covers the processing of personal data in connection with:

• visits to intellifreight.eu;
• website forms submitted through Netlify Forms;
• email and business communication;
• transport enquiries, offers and order confirmations;
• carrier onboarding, carrier vetting and transport order handling;
• transport execution, status communication, CMR/POD and document handling;
• billing, accounting, payment follow-up, claims, insurance and legal enforcement;
• contact with customers, carriers, drivers, loading points, unloading points and business partners.

3. What Personal Data We Process

Depending on how you interact with us, we may process the following categories of personal data:

• name and surname;
• business email address;
• business phone number, where provided;
• company name, VAT/tax details, address and invoicing details;
• role, function and communication preferences;
• message content submitted via forms, email or other communication channels;
• transport enquiry data, including loading and unloading locations, time windows, references and operational notes;
• carrier and driver data, including contact details, vehicle, licence plate, ETA/status and transport documentation;
• documents such as CMR, POD, invoices, pallet notes, incident reports, temperature reports and claim-related documents;
• technical website data such as IP address, browser type, device information, date and time of access, requested page or file, referrer URL, access status and server log data;
• communication history with us.

We do not intentionally collect special categories of personal data unless you provide such information voluntarily and it is necessary for a specific request or legal obligation.

4. Purposes and Legal Bases of Processing

We process personal data only where there is a lawful basis under the General Data Protection Regulation.

Our legitimate interests include operating a secure website, responding to business enquiries, coordinating transport services, documenting transport execution, protecting against fraud and misuse, handling claims, enforcing rights and maintaining reliable business records.

5. Website Forms and Netlify Forms

If you submit a form on this website, the information entered into the form is processed to receive, assess and respond to your request. This website uses Netlify Forms for form handling.

Form submissions may include business contact details, company details, transport request information and any message content you provide. Please do not submit sensitive personal data unless it is necessary for your request.

6. Hosting, Server Logs and Netlify

This website is hosted on Netlify. When you visit the website, technical data may automatically be processed by Netlify and related server systems to deliver the website, keep it secure and maintain technical stability.

This may include:

• IP address;
• date and time of access;
• requested page or file;
• referrer URL;
• browser type and version;
• operating system;
• device information;
• access status and error logs.

This processing is necessary to display the website, ensure technical stability, improve security and detect misuse.

7. Google Fonts

This website uses Google Fonts to display website text in a consistent and professional way. When Google Fonts are loaded from Google servers, your browser may transmit technical data, including your IP address, to Google.

Provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Depending on Google's technical processing, data may also be processed by Google LLC in the United States or other Google group entities.

We use Google Fonts to ensure a consistent, secure and visually reliable website presentation. If the website is later changed to self-hosted fonts, this section should be updated accordingly.

8. Cookies and Similar Technologies

At launch, this website does not use analytics cookies, marketing cookies, advertising pixels, retargeting tools, chat widgets or behavioural tracking scripts.

The website may show a cookie notice and store your preference locally in your browser so the notice is not repeated. This preference is used only for this purpose and not for analytics or marketing.

We do not use a marketing consent layer at launch because no non-essential cookies or tracking tools are active. If such tools are introduced later, this Privacy Policy and any required consent mechanism will be updated before activation.

9. Email and Business Communication

If you contact us by email or another business communication channel, we process the information you provide to respond to your enquiry, prepare an offer, coordinate a transport, manage carrier communication, handle documents or perform related business processes.

The information you provide is not used for unrelated purposes without a separate legal basis.

10. Transport, Carrier and Driver Data

In transport and freight-related operations, we may process personal data relating to customers, carriers, drivers, loading points, unloading points, recipients, dispatchers, operational contacts and other business partners.

This may include driver name, phone number, vehicle and licence plate information, ETA/status updates, loading and unloading information, CMR/POD documents, signatures, photos, temperature reports, incident reports and claims-related documents. Such data is processed only to the extent necessary for transport coordination, documentation, billing, compliance, insurance, claims or legal enforcement.

11. Recipients of Personal Data

We may share personal data with the following categories of recipients where necessary:

• website hosting and form handling providers, currently Netlify;
• Google as provider of Google Fonts;
• email and communication service providers;
• IT service providers;
• customers, carriers, drivers, loading points, unloading points and transport partners involved in a specific transport;
• insurance brokers, insurers, claim handlers and legal advisors;
• accounting, tax and payment service providers;
• public authorities, courts or regulators where legally required.

We only share personal data to the extent necessary for the relevant purpose.

12. International Data Transfers

We primarily process personal data within the European Union and the European Economic Area.

Some technical service providers, including Google, may process data outside the EU/EEA. Where personal data is transferred to a country outside the EU/EEA, we rely on appropriate safeguards such as an adequacy decision by the European Commission, EU Standard Contractual Clauses or another legally recognised transfer mechanism, where required.

13. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected.

Typical retention periods are:

• website server logs: retained for a limited technical security period according to hosting provider settings;
• form submissions and enquiries: retained for as long as necessary to respond and follow up;
• customer, carrier and transport records: retained for the duration of the business relationship and as required for contractual, claims, insurance, legal and accounting purposes;
• CMR/POD, invoices, accounting and tax records: retained according to applicable legal, tax and accounting obligations;
• claims, insurance and dispute records: retained for the duration necessary to handle the matter and preserve legal rights.

When personal data is no longer required, we delete or anonymise it unless legal retention obligations apply.

14. Your Rights

Under the GDPR, you have the following rights, subject to the applicable legal requirements:

• right of access;
• right to rectification;
• right to erasure;
• right to restriction of processing;
• right to data portability;
• right to object to processing based on legitimate interests;
• right to withdraw consent at any time where processing is based on consent;
• right to lodge a complaint with a supervisory authority.

To exercise your rights, please contact us at: contact@intellifreight.eu.

15. Supervisory Authority

You have the right to lodge a complaint with a data protection supervisory authority.

For Cyprus, the competent authority is the Office of the Commissioner for Personal Data Protection of the Republic of Cyprus. You may also contact the data protection authority in your country of residence, workplace or the place of the alleged infringement.

16. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

However, no internet-based service can be guaranteed to be completely secure. Please contact us immediately if you believe that your personal data or communication with us may have been compromised.

17. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal effects or similarly significant effects on individuals.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time, especially if our website, services, legal obligations or technical systems change. The current version will always be available on this website.