Privacy Policy

01Data Controller

The controller responsible for the processing of your personal data is: Carways Logistics OÜ Registry code: 17607203 Järvevana tee 9, Tallinn, Estonia Email: info@carways.eu

02Personal Data We Collect

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

• name and surname
• email address
• telephone number / WhatsApp
• billing address
• company name and company details
• VAT number where applicable
• pickup and delivery addresses
• pickup and delivery contact details
• vehicle information, including make, model, condition, dimensions and running status
• booking and transport information
• communications with Carways
• invoices, payment records and transaction information
• information required for handling complaints, claims or transport damage
• technical information related to use of our website, such as IP address, browser information and security logs

We may also receive personal data from third-party transport marketplaces, booking platforms or other services through which you contact or book with us.

03Why We Use Your Personal Data

We may process personal data for the following purposes:

• preparing transport quotations
• responding to customer enquiries
• arranging and coordinating vehicle transportation
• identifying and assigning suitable independent carriers
• communicating pickup and delivery information
• providing carrier and transport documentation
• preparing invoices and collecting payments
• fulfilling accounting and tax obligations
• providing customer support
• handling cancellations and refunds
• handling transport damage, complaints and claims
• preventing fraud and misuse of our services
• protecting our legal rights
• maintaining and securing our website and communication systems

04Legal Basis for Processing

We process personal data only where we have a lawful basis under applicable data protection law (EU GDPR). Depending on the circumstances, this may include:

• Contract and pre-contractual steps: We process personal data when necessary to provide a quote, arrange transportation, manage a booking or otherwise perform a contract with you.
• Legal obligations: We may process and retain personal data where required by accounting, taxation or other applicable laws.
• Legitimate interests: We may process data where reasonably necessary for purposes such as preventing fraud, maintaining business records, securing our systems, handling disputes and protecting our legal rights, provided that these interests are not overridden by your rights and interests.
• Consent: Where required, we may rely on your consent, for example for certain marketing communications or non-essential cookies. You may withdraw consent at any time.

05Sharing Personal Data With Carriers

To arrange physical transportation, we may share information necessary to perform the shipment with the independent carrier assigned to your booking. This may include:

• customer or authorised contact name
• telephone number
• pickup and delivery addresses
• pickup and delivery contact information
• vehicle information
• access instructions
• relevant booking requirements

Independent carriers may process personal data independently where required for the performance of the transport. We only provide carriers with information reasonably necessary to perform the transport.

06Other Recipients of Personal Data

Where necessary, personal data may also be shared with:

• payment service providers
• transport marketplaces and booking platforms
• accounting and bookkeeping service providers
• website hosting, email and IT service providers
• professional advisers
• insurers or claims handlers where relevant
• public authorities where disclosure is required by law

We only share personal data where reasonably necessary for the relevant purpose or where required by law. We do NOT sell, rent or trade personal data to third parties for marketing or commercial purposes.

07Payments

Payments may be processed through third-party payment service providers. Where a payment page is operated directly by the payment provider, payment card information is submitted directly to that provider and is not received or stored by Carways Logistics OÜ. We may retain information relating to the transaction, such as the amount, payment status, transaction reference and invoice information.

08How Long We Keep Personal Data

We do not keep personal data for longer than reasonably necessary for the purpose for which it was collected, except where a longer period is required by law. As a general rule:

• quote enquiries and related communications may be retained for a reasonable period for customer service and business administration
• booking and contractual records may be retained while necessary for performance of the service and for the period during which contractual or legal claims may arise
• accounting documents, invoices, payment records and related business documents may be retained for at least seven (7) years where required by Estonian law
• claim and dispute records may be kept until the matter is resolved and for an appropriate period afterwards where necessary to establish, exercise or defend legal claims

Where data is no longer required, it will be deleted or anonymised where reasonably possible.

09International Data Transfers

Some service providers used by Carways may process personal data outside Estonia or outside the European Economic Area. Where personal data is transferred outside the EEA and such transfer requires safeguards under applicable data protection law, an appropriate transfer mechanism will be used.

10Your Data Protection Rights

Subject to applicable law, you may have the right to:

• request access to your personal data
• request correction of inaccurate personal data
• request deletion of personal data
• request restriction of processing
• object to certain processing
• receive certain personal data in a portable format
• withdraw consent where processing is based on consent
• lodge a complaint with a data protection supervisory authority

Some rights are subject to legal limitations. For example, we may be required to retain invoices and accounting records even if you request deletion. To exercise your rights, contact us at: info@carways.eu We may need to verify your identity before responding to certain requests.

11Website Data and Cookies

Our website may process basic technical information necessary to deliver and secure the website, including IP addresses and server or security logs. We do not intend to use non-essential advertising or analytics cookies without providing any consent mechanism required by applicable law. If analytics, advertising or other non-essential tracking technologies are introduced in the future, this Privacy Policy and our cookie information will be updated accordingly.

12Security

We use reasonable organisational and technical measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

13Data Received From Other Persons

A customer may provide personal data relating to another person, for example a pickup contact, delivery contact, vehicle owner or company representative. The customer should only provide such information where they are entitled to do so and where the information is necessary for arranging the transport. We will use such information primarily for purposes connected with the relevant booking.

14Children

Our services are not directed to children, and we do not knowingly seek to collect personal data from children through our website.

15Changes to This Privacy Policy

We may update this Privacy Policy where our services, providers or legal obligations change. The current version will be published on our website together with the date of the latest update.

16Complaints

If you have concerns regarding how Carways processes your personal data, please contact us first so that we can investigate the matter. You also have the right to lodge a complaint with the competent data protection supervisory authority. For Carways Logistics OÜ in Estonia, the supervisory authority is the Estonian Data Protection Inspectorate – Andmekaitse Inspektsioon: Tatari 39, 10134 Tallinn, Estonia | info@aki.ee | www.aki.ee

17Contact

Carways Logistics OÜ Registry code: 17607203 Järvevana tee 9, Tallinn, Estonia Email: info@carways.eu