1. General information

This Privacy Policy explains how Cargo Shipping Sp. z o.o. processes personal data of people who use cargoshipping.pl, contact us, or act on behalf of our customers, contractors and business partners.

We process personal data in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, or GDPR), the Polish Personal Data Protection Act of 10 May 2018 and other laws applicable to our operations.

2. Data controller

The controller of your personal data is Cargo Shipping Sp. z o.o., with its registered office at ul. Stanisława Wyspiańskiego 39/2, 70-497 Szczecin, Poland.

You can contact us about personal data protection:

by email: office@cargoshipping.pl;

by post: Cargo Shipping Sp. z o.o., ul. Stanisława Wyspiańskiego 39/2, 70-497 Szczecin, Poland.

3. What data we process and where it comes from

Depending on how you contact us and the nature of our cooperation, we may process:

identification data, such as your name, job title and company;

contact details, such as your email address, telephone number and correspondence address;

information provided in an enquiry, correspondence, transport, customs, commercial or accounting documents;

information concerning representation, powers of attorney, authorisations and access to entrusted information;

data necessary to enter into and perform a contract, arrange transport, customs clearance, handling, warehousing, insurance or ship agency services;

technical data relating to use of the website, including IP address, device and browser information, request time and server log entries.

We receive data directly from the person concerned or from their employer, principal, customer, contractor, agent, carrier or another participant in the transport process. Where data is not obtained directly from you, it will usually consist of your business contact details and information necessary to provide a specific service or manage the business relationship.

4. Purposes and legal grounds

4.1. Enquiries and contact form

We process data submitted through the contact form, by email or by telephone to respond to an enquiry, manage correspondence, prepare an offer and take steps at your request before entering into a contract. The legal basis is Article 6(1)(b) GDPR where the enquiry is intended to lead to a contract, or Article 6(1)(f) GDPR – our legitimate interest in handling business correspondence and enquiries.

4.2. Contracts and freight forwarding services

We process data to enter into and perform contracts, arrange and coordinate transport, port, cargo handling, warehousing, customs, agency and insurance services, manage settlements and maintain operational contact. The legal basis is Article 6(1)(b) GDPR. For representatives and employees of our customers and contractors, the basis is Article 6(1)(f) GDPR – our legitimate interest in properly managing the cooperation and maintaining business relationships.

4.3. Legal obligations

We also process data to comply with tax, accounting, customs, transport, sanctions and other legal obligations applicable to a particular service. The legal basis is Article 6(1)(c) GDPR.

4.4. Claims, security and protection of our business

We may process data to establish, pursue or defend claims, prevent fraud and abuse, protect systems and information, verify proper performance of services and protect our rights and property. The legal basis is Article 6(1)(f) GDPR.

We do not use video surveillance through the website and we do not record telephone calls.

5. Is providing data mandatory?

Providing data through the contact form is voluntary. However, without sufficient contact details we may be unable to respond. Providing data necessary to enter into or perform a contract may be a condition of providing the service. The information requested should always be limited to what is necessary for the particular matter.

6. Recipients of personal data

We may disclose data, only to the extent necessary for the relevant purpose, to:

authorised employees and contractors of Cargo Shipping;

road, sea, rail and air carriers, shipowners, shipping lines, airlines, agents and partner freight forwarders;

port operators, terminals, warehouses, cargo handling companies, customs agencies, insurers and other participants involved in transport operations;

banks, payment service providers, accountants, auditors, law firms, debt collection companies, postal and courier operators;

providers of IT, hosting, email, website maintenance and cybersecurity services;

public authorities, customs, tax, port and border services, courts and other authorised bodies where disclosure is required by law.

We do not sell personal data or disclose it to third parties for their own marketing purposes.

7. Transfers outside the European Economic Area

Because freight forwarding is international by nature, personal data may be transferred to recipients outside the European Economic Area, including agents, carriers, shipowners, airlines, terminals, port operators, warehouses and customs or public authorities in the country of origin, transit or destination.

Data is transferred only to the extent necessary to arrange and provide a specific service and on a basis permitted by the GDPR. Depending on the country, recipient and nature of the transfer, this may include a European Commission adequacy decision, appropriate safeguards such as Standard Contractual Clauses or, in exceptional circumstances permitted by the GDPR, another lawful ground where the transfer is necessary to perform a contract or conclude a contract in the interests of the person concerned.

Information about the legal mechanism and safeguards used for a specific transfer can be requested at office@cargoshipping.pl.

8. Retention periods

data relating to an enquiry that does not result in a contract – for the time needed to handle the matter and subsequently for the period required to document the correspondence and protect against claims;

data relating to a contract – for the duration of the contract and subsequently for the period required under tax, accounting, customs and transport laws and the applicable limitation periods;

data of representatives and contact persons of contractors – for the duration of the cooperation or their role and subsequently for the time required to settle the cooperation and protect against claims;

data processed on the basis of legitimate interests – until the interest ceases to apply, an effective objection is made or the period required to protect claims expires;

technical logs – for the time necessary to ensure the proper operation and security of the website, after which they are deleted or anonymised.

Retention may be extended where required by law, court, administrative, customs or tax proceedings, or where the information is needed to establish, pursue or defend claims.

9. Your rights

Subject to the conditions set out in the GDPR, you have the right to:

access your personal data and receive a copy;

rectify inaccurate data and complete incomplete data;

request erasure of your data;

restrict processing;

data portability where processing is automated and based on consent or a contract;

object, on grounds relating to your particular situation, to processing based on Article 6(1)(f) GDPR;

withdraw consent at any time where consent is used as the legal basis; withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn;

lodge a complaint with the President of the Polish Personal Data Protection Office.

Requests may be sent to office@cargoshipping.pl. We may ask for additional information where necessary to verify the identity of the person making the request.

Current contact details of the Polish supervisory authority are available at: uodo.gov.pl/p/kontakt

10. Automated decision-making and profiling

We do not use personal data covered by this Policy to make decisions based solely on automated processing, including profiling, which produce legal effects or similarly significantly affect an individual.

11. Website, technical logs and cookies

When you use the website, the server may automatically record technical information needed to display the website, diagnose errors and ensure security, such as the IP address, request time, browser type and operating system.

The website may use only technical mechanisms or cookies necessary for its proper operation. As of the date of this Policy, we do not use analytical or marketing cookies on the website and we do not track users for advertising purposes.

If analytical or marketing tools are introduced in the future, this Policy will be updated and mechanisms that are not necessary for the website to operate will be activated only after the required consent has been obtained.

12. Security

We apply organisational and technical measures appropriate to the nature of the data and the risks involved to protect personal data against loss, unauthorised access, alteration, disclosure or destruction. Access is limited to persons and entities that need the data to perform their duties.

13. Changes to this Policy

We may update this Policy if the law, website, scope of services or tools we use change. The current version and its effective date will be published at cargoshipping.pl.