Freightdog Privacy Notice

We process personal data – that is information about individuals. In this privacy notice we explain how.

This agreement is about using:

• Freightdog iOS and Android apps
• Freightdog web app
• Freightdog Outlook Add-in
• Custom Freightdog software tailored to specific clients
• Other customer facing freightdog products
  

Here’s the summary:
We are in charge of making decisions about the processing of personal data as described in this privacy notice.

We process personal data of:

• customers and potential customers. We keep these personal data for up to seven (7) years after we have finished working with a customer.
• people who contact us via our website or social media pages. We keep these personal data as long as necessary to deal with the comment or inquiry.
• job candidates, for up to four weeks after the application process has ended. If you say it’s okay, we can keep your data for a year.
• people we work with in other businesses. We keep these data as long as necessary for the services they provide to us.

We work with third parties who process personal data on our behalf. Even so, we continue to uphold responsibility for ensuring protection of your personal data during such processing. We might also share your personal data with third parties who use it for their own purposes. Once they have your data, it is their responsibility to protect it. Furthermore, we only share personal data with third parties if the law obliges us to, if you say it's okay, or in special situations.

You have certain rights when it comes to your personal data. If you want to use these rights, just reach out to our privacy officer, via the contact details below. You can also file a complaint with the supervisory authority if you believe we’re not treating your personal data right.

We may update this privacy notice from time to time.

Want to get into the details? We explain everything below.

Questions? Feel free to contact our privacy officer at privacy@freightdog.com.

Freightdog B.V.
Johan Huizingalaan 763A
1066 VH Amsterdam

Telephone number: +31 85 2500 248
Website: freightdog.com

We're in charge of making decisions about the processing of personal data as described in this privacy notice. We decide why and how the personal data is collected and used. In terms of the General Data Protection Regulation, we are the ‘controller’.

We process personal data of customers and potential customers.

We use:

• contact details of contact persons;
• personal data in extracts from Chamber of Commerce and other public registers; and
• any personal data required for handling the customer relationship.

We use these personal data to:

• correspond with our customers and perform our services;
• to send invoices to our customers and keep records.

We can use these personal data because:

• we need these personal data to perform our agreements with customers, or to enter in such agreements; and
• we are required by the law to do so.

We keep these personal data for:

• up to seven (7) years after the cooperation with the customer has ended.

We process personal data of people who contact us via our website or social media pages

We use:

• contact details of the sender; and
• any other personal data included in the message.

We use these personal data to:

• respond to the message; and
• improve our services in response to the message.

We can use these personal data because:

• we have a legitimate interest in doing so. Essentially, we need to process these personal data so we can reach out and assist individuals based on their comments or inquiries, and to enhance our services in response to the feedback we receive.

We keep these personal data for:

• as long as necessary to deal with comment/inquiry. Information you made public on social media pages can often be deleted by yourself.

We process personal data of job candidates.

We use:

• the job candidate's contact info;
• personal data that the candidate shares through the online application form (like their qualifications, job history, education, and answers to our questions about skills);
• any extra personal data the candidate voluntarily chooses to add or upload to the application form (like a video, their grades, or an evaluation);
• personal details we might find from looking at social media; and
• notes we make during the interviews.

We use these personal data to:

• evaluate if the candidate is a good fit for the job; and
• determine which candidate is the most suitable candidate.

We can use these personal data because:

• we have a legitimate interest in doing so. Essentially, we need to process these personal data to ensure a proper application process.
• if the candidate provides us with additional personal data, including special categories of personal data, we process this information based on consent. Special categories of personal data may include details about your health, religious beliefs, sexual orientation, political preferences, and/or ethnic background. The candidate is never required to provide us with this information and may always withdraw consent for processing these personal data by sending an email to privacy@freightdog.com.

We keep these personal data for:

• up to four (4) weeks after the application process has ended, unless we have consent from the candidate to keep the data for one (1) year.

We process personal data of people we work with in other businesses.

We use:

• contact details; and
• information relevant to the business relation, such as banking details.

We use these personal data to:

• correspond with suppliers about their services; and
• process invoices of suppliers and keep records.

We can use these personal data because:

• we need these personal data to perform our agreements with the suppliers, or to enter in such an agreement;
• we are required by the law to do so; and
• we have a legitimate interest in doing so. This mainly involves the personal data of employees from our suppliers. To put it simply, we need these personal data to work effectively with these companies.

We keep these personal data for:

• as long as necessary for the above purposes.

We need certain personal data to deliver our services or to enter into an agreement with you. We may also be required by law to process these personal data. If you do not provide these personal data, we cannot provide our services to you.

Sometimes, we keep personal data longer than the retention period mentioned above. We only do this if the law obliges us to, if we're looking into fraud or abuse, or if we need it for a legal claim. When we do this, we keep these personal data separate from the rest.

We work with third parties who process personal data on our behalf. Even so, we continue to uphold responsibility for ensuring your data's protection during such processing. We use these third parties inter alia for:

• email management and communication;
• data storage;
• invoicing;
• accounting;
• sending newsletters; and
• customer relation management.

We might also share your personal data with third parties who use it for their own purposes. Once they have received your data, it is their responsibility to protect it. To know how these parties handle personal data, you can check their privacy notices. We share personal data with:

• payment providers; and
  Because of the special status of payment providers, they are responsible themselves for the personal data that they process.
• tax authorities.
   Only applicable to the personal data we are legally obliged to share. We are required by law to include (some of) your personal data in our financial records, which may have to be shared with the tax authorities.

Furthermore, we only share personal data with third parties if the law obliges us to, if you say it's okay, or in special situations, like when sharing personal data is necessary to:

• protect our own interests or those of third parties:
• deal with a legal case; or
• sell or merge our company.

All third parties that we share your personal data with will  store the data within the European Economic Area (the European Union, Norway, Iceland, Liechtenstein). If you want more information about this or a copy of the specific safeguards that are in place, please contact our privacy officer.

You have certain rights when it comes to your personal data. If you want to use these rights, just reach out to our privacy officer. These rights aren't absolute. For instance, sometimes we might not be able to do everything you ask with your data. This could be to protect other people's rights and freedoms, or because we need it for legal reasons. If something like this happens, we'll let you know.

You can file a complaint with your national data protection authority if you believe we are not handling your personal data properly. You can find a list of the European data protection authorities, their websites and contact details here.

We may update this privacy notice from time to time. If we make big changes to this privacy notice, we'll put a message on our website with the updated notice or reach out to you about it. We'll pick whichever way is best for that situation.