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Privacy Policy

This Privacy Policy defines the rules for saving and accessing data on Users’ Devices using the Website or Service for the purpose of providing electronic services by the Administrator and

the rules for collecting and processing personal data of Users

, which have been provided by them personally and voluntarily through the tools available in the Website or Service.

This Privacy Policy is an integral part of the

Terms of Service

, which defines the rules, rights and obligations of Users using the Service.

§1 Definitions

  • Website - the website located on the Internet at the main address https://logistics-docs.com/, other language versions of the site and all its subpages

  • Service - the internet service available on the Internet at the main address https://app.logistics-docs.com/, enabling access to services

  • External Service - websites of partners, service providers or service recipients cooperating with the Administrator

  • Website and Service Administrator / Data Controller - The Website and Service Administrator and Data Controller (hereinafter Administrator) is the company “Raman Aktsisiuk”, conducting business at: Poland, 26-604 Radom, Henryka Sienkiewicza 36, apt. 5, with the assigned tax identification number (NIP): 7963011774, providing electronic services through the Website and Service

  • User - a natural person for whom the Administrator provides electronic services through the Website or Service.

  • Device - an electronic device with software through which the User gains access to the Website or Service

  • Cookies - text data collected in the form of files placed on the User’s Device

  • GDPR - Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

  • Personal data - means information about an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person

  • Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;

  • Restriction of processing - means the marking of stored personal data with the aim of limiting their processing in the future

  • Profiling - means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behavior, location or movements

  • Consent - consent of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her

  • Personal data breach - means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored or otherwise processed

  • Pseudonymization - means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person

  • Anonymization - Anonymization of data is an irreversible process of operations on data that destroys / overwrites “personal data” making it impossible to identify or link a given record with a specific user or natural person.

§2 Data Protection Officer

Based on Art. 37 GDPR, the Administrator has not appointed a Data Protection Officer.

In matters concerning data processing, including personal data, please contact the Administrator directly.

§3 Types of Cookie Files

  • Internal Cookies - files placed and read from the User’s Device by the Website’s or Service’s teleinformatic system

  • External Cookies - files placed and read from the User’s Device by teleinformatic systems of External Services. Scripts of External Services that may place Cookie files on Users’ Devices have been consciously placed in the Website or Service through scripts and services made available and installed in the Website or Service

  • Session Cookies - files placed and read from the User’s Device by the Website or Service during one session of a given Device. After the session ends, the files are deleted from the User’s Device.

  • Persistent Cookies - files placed and read from the User’s Device by the Website or Service until they are manually deleted. The files are not automatically deleted after the Device session ends unless the User’s Device configuration is set to delete Cookie files after the Device session ends.

§4 Data Storage Security

  • Cookie storage and reading mechanisms - The mechanisms for storing, reading and exchanging data between Cookie files saved on the User’s Device and the Website or Service are implemented through built-in browser mechanisms and do not allow downloading other data from the User’s Device or data from other websites visited by the User, including personal data or confidential information. Transfer of viruses, Trojans and other worms to the User’s Device is also practically impossible.

  • Internal Cookies - Cookie files used by the Administrator are safe for Users’ Devices and do not contain scripts, content or information that could threaten the security of personal data or the security of the Device from which the User uses.

  • External Cookies - The Administrator makes every possible effort to verify and select service partners in the context of User security. The Administrator selects well-known, large partners with global social trust for cooperation. However, it does not have full control over the content of Cookie files from external partners. The Administrator is not responsible for the security of Cookie files, their content and license-compliant use by Scripts installed in the Website or Service, originating from External Services, to the extent permitted by law. The list of partners is included in the further part of the Privacy Policy.

  • Cookie file control

    • The User can at any time independently change the settings for saving, deleting and accessing data saved in Cookie files by each website

    • Information on how to disable Cookie files in the most popular computer browsers is available at:

      how to disable cookies

    • The User can at any time delete all Cookie files saved so far using the tools of the User’s Device through which the User uses the Website or Service.

  • Threats on the User’s side - The Administrator applies all possible technical means to ensure the security of data placed in Cookie files. However, it should be noted that ensuring the security of this data depends on both parties, including the User’s activities. The Administrator does not take responsibility for the interception of this data, impersonation of the User’s session or their deletion, as a result of conscious or unconscious activity of the User, viruses, Trojans and other spyware with which the User’s Device is or was infected.

  • Personal data storage - The Administrator ensures that it makes every effort to ensure that personal data voluntarily entered by Users are safe, access to them is limited and carried out in accordance with their purpose and processing purposes. The Administrator also ensures that it makes every effort to secure the data it holds against loss by using appropriate physical and organizational safeguards.

  • Password storage - The Administrator declares that passwords are stored in encrypted form, using the latest standards and guidelines in this regard. Decrypting passwords provided in the Service for account access is practically impossible.

§5 Purposes for Which Cookie Files Are Used

  • Improving and facilitating access to the Website and Service
  • Personalization of the Website and Service for Users
  • Enabling login to the Service

§6 Purposes of Personal Data Processing

Personal data voluntarily provided by Users are processed for one of the following purposes:

  • Provision of electronic services:

    • User registration and account maintenance services in the Service and related functionalities

    • Newsletter services (including sending advertising content with consent)

  • Communication between the Administrator and Users regarding the Website or Service and data protection

  • Ensuring the legally justified interest of the Administrator

Data about Users collected anonymously and automatically are processed for one of the following purposes:

  • Ensuring the legally justified interest of the Administrator

§7 External Service Cookie Files

The Administrator uses javascript scripts and web components of partners in the Website and Service who may place their own cookie files on the User’s Device. Remember that in your browser settings you can decide on the allowed cookie files that can be used by individual websites. Below is a list of partners or their services implemented in the Website or Service that may place cookie files:

Currently, the Website and Service do not use external cookies.

Services provided by third parties are beyond the control of the Administrator. These entities may change their terms of service, privacy policies, data processing purposes and the way they use cookie files at any time.

§8 Types of Data Collected

The Website and Service collect data about Users. Some data is collected automatically and anonymously, and some data is personal data voluntarily provided by Users while signing up for individual services offered by the Website or Service.

Data collected during registration in the Service:

  • First name / last name / nickname
  • Login
  • E-mail address
  • Avatar / Profile photo
  • Phone number
  • IP address (collected automatically)

Data collected during Newsletter service registration

  • First name / last name / nickname
  • E-mail address
  • IP address (collected automatically)

Some data (without identifying data) may be stored in cookie files. Some data (without identifying data) may be transferred to statistical service providers.

§9 Access to Personal Data by Third Parties

As a rule, the only recipient of personal data provided by Users is the Administrator. Data collected as part of the services provided are not transferred or sold to third parties.

Data access (most often based on a Data Processing Agreement) may be held by entities responsible for maintaining the infrastructure and services necessary to operate the service, i.e.:

  • Hosting companies providing hosting or related services for the Administrator

  • Companies through which the Newsletter service is provided

  • Companies responsible for maintaining the Administrator’s accounting (in case of purchase transactions in the Service)

Entrusting Personal Data Processing - Hosting, VPS or Dedicated Server Services

The Administrator uses the services of an external hosting, VPS or Dedicated Server provider to operate the Website and Service -

Supabase

. All data collected and processed in the Website and Service is stored and processed in the service provider’s infrastructure located in the European Union region (Frankfurt, Germany). Data access may be possible as a result of service work performed by the service provider’s personnel. Access to this data is regulated by an agreement concluded between the Administrator and the Service Provider.

Entrusting Personal Data Processing - Email Sending Services

The Administrator uses the services of an external provider to send email messages with documents -

Resend

. Recipients’ email addresses and message content may be processed by Resend to deliver messages. Access to this data is regulated by an agreement concluded between the Administrator and the Service Provider.

Transfer of Personal Data - Payment and Accounting Services (Merchant of Record)

In case of a paid subscription purchase transaction, personal data and payment data are transferred to

Polar.sh

, which acts as Merchant of Record. Polar.sh is responsible for processing payments, issuing invoices, calculating and paying taxes. Transferred data includes: first and last name, email address, billing address, Tax ID (if applicable), and transaction data. The transfer of this data is regulated by Law and an agreement concluded between the Administrator and Polar.sh.

§10 Method of Personal Data Processing

Personal data voluntarily provided by Users:

  • Personal data is transferred outside the European Union.


    The transfer of data outside the EU is caused by the use of services of entities located outside the EU borders, or as a result of publication due to individual User action (e.g. entering a comment or post), which will make the data available to anyone visiting the service.


    In the case of transferring or entrusting the processing of personal data outside the EU borders, this data is processed on the basis of an agreement concluded between the Administrator and the Service Provider.

  • Personal data is used for automated decision-making (profiling).


    Profiling of personal data does not produce legal effects or similarly significantly affect the person whose data is subject to automated decision-making.

  • Personal data will not be sold to third parties.

Anonymous data (without personal data) collected automatically:

  • Anonymous data (without personal data) will be transferred outside the European Union.

  • Anonymous data (without personal data) will not be used for automated decision-making (profiling).

  • Anonymous data (without personal data) will not be sold to third parties.

§11 Legal Basis for Personal Data Processing

The Service collects and processes User data based on:

  • Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

    • art. 6 sec. 1 lit. a

      the data subject has given consent to the processing of his or her personal data for one or more specific purposes

    • art. 6 sec. 1 lit. b

      processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

    • art. 6 sec. 1 lit. f

      processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party

  • Act of 10 May 2018 on the protection of personal data (Journal of Laws 2018 item 1000)

  • Act of 16 July 2004 - Telecommunications Law (Journal of Laws 2004 No. 171 item 1800)

  • Act of 4 February 1994 on copyright and related rights (Journal of Laws 1994 No. 24 item 83)

§12 Period of Personal Data Processing

Personal data voluntarily provided by Users:

As a rule, the specified personal data is stored only for the period of providing the Service within the Website or Service by the Administrator. They are deleted or anonymized within 30 days from the end of the provision of services (e.g. deletion of a registered user account in the Service, unsubscribing from the Newsletter list, etc.)

The exception is a situation that requires securing the legally justified purposes of further processing of this data by the Administrator. In such a situation, the Administrator will store the specified data, from the time of the User’s request for their deletion, no longer than for a period of 3 years in case of violation or suspected violation of the service terms of service by the User

Anonymous data (without personal data) collected automatically:

Anonymous statistical data, not constituting personal data, are stored by the Administrator for the purpose of maintaining Website and Service statistics for an indefinite period

§13 User Rights Related to Personal Data Processing

Users have the following rights related to the processing of their personal data:

  • Right of access to personal data

    Users have the right to obtain access to their personal data, implemented upon request submitted to the Administrator

  • Right to rectification of personal data

    Users have the right to request from the Administrator the immediate rectification of personal data that are incorrect and/or to supplement incomplete personal data, implemented upon request submitted to the Administrator

  • Right to erasure of personal data

    Users have the right to request from the Administrator the immediate erasure of personal data, implemented upon request submitted to the Administrator


    In the case of user accounts, data deletion involves anonymizing data enabling User identification. The Administrator reserves the right to suspend the implementation of the data deletion request in order to protect the legally justified interest of the Administrator (e.g. when the User has violated the Terms of Service or data was obtained as a result of correspondence).


    In the case of the Newsletter service, the User has the ability to independently delete their personal data using the link placed in each sent email message.

  • Right to restriction of personal data processing

    Users have the right to restrict the processing of personal data in cases indicated in Art. 18 GDPR, including questioning the correctness of personal data, implemented upon request submitted to the Administrator

  • Right to data portability

    Users have the right to obtain from the Administrator personal data concerning the User in a structured, commonly used machine-readable format, implemented upon request submitted to the Administrator

  • Right to object to personal data processing

    Users have the right to object to the processing of their personal data in cases specified in Art. 21 GDPR, implemented upon request submitted to the Administrator

  • Right to lodge a complaint

    Users have the right to lodge a complaint with the supervisory authority dealing with personal data protection.

§14 Data Processing for Business Customers

The Website and Service are primarily intended for business users (logistics companies and enterprises). Therefore, the Administrator plays various roles in the processing of personal data:

1. Administrator as Data Controller:

Data controller for personal data in the scope of:

  • User account data in the Service (email, first name, last name, company)

  • Authentication data and access logs to the Website and Service
  • Website and Service usage statistics
  • Subscription and payment data

2. Administrator as Data Processor:

The Administrator processes data on behalf of business customers (as a data processor) in the scope of:

  • Content of documents (CMR, transport order) created by Users

  • Data of customers, employees and drivers entered by Users into the system

  • All personal data stored in documents

In this scope, business customers using the Service are responsible for their own GDPR compliance when entering personal data of their customers, employees or drivers into the system.

3. Data Processing Agreement (DPA):

For business customers using paid subscription plans, the Administrator provides a Data Processing Agreement (DPA) compliant with Art. 28 GDPR. The agreement is available upon request at: support@logistics-docs.com

4. Document Access via QR Codes:

The Service enables access to documents (CMR, transport order) via QR codes embedded in PDF files. Access to documents via QR codes requires authentication in the Service and is subject to the same access control rules as standard login. Mobile users (e.g. drivers) gain access to documents only after logging into the Service.

§15 Contact Information for the Administrator

The Administrator can be contacted in one of the following ways

§16 Service Requirements

  • Restricting the saving and access to Cookie files on the User’s Device may cause some functions of the Website or Service to malfunction.

  • The Administrator bears no responsibility for malfunctioning Website or Service functions in case the User restricts in any way the ability to save and read Cookie files.

§17 External Links

The Website or Service - articles, posts, entries or User comments may contain links to external websites with which the Website or Service Owner does not cooperate. These links and the pages or files they point to may be dangerous for Your Device or pose a threat to the security of Your data. The Administrator is not responsible for content located outside the Website and Service.

§18 Changes to the Privacy Policy

  • The Administrator reserves the right to freely change this Privacy Policy without the need to inform Users in terms of the use of anonymous data or the use of Cookie files.
  • The Administrator reserves the right to freely change this Privacy Policy in terms of Personal Data processing, about which it will inform Users who have user accounts in the Service or are subscribed to the newsletter service, via email within 7 days from the change of provisions. Further use of the services means familiarization with and acceptance of the introduced changes to the Privacy Policy. In the event that the User does not agree with the introduced changes, they are obliged to delete their account from the Service or unsubscribe from the Newsletter service.
  • Changes introduced to the Privacy Policy will be published on this subpage of the Website.
  • Introduced changes take effect from the moment of their publication.

Note: In case of any discrepancies between language versions, the Polish version of this Privacy Policy shall be considered binding and authoritative.