11. Changes to This Privacy Policy

We reserve the right to modify or update this Privacy Policy at any time to reflect changes in our practices, legal requirements, or service offerings.

If you have any questions about this Privacy Policy, your personal data, or would like to exercise your rights under data protection laws, you may contact us using the information below:

Zentris Freight Address: 

ZENTRIS GROUP LIMITED

3rd Floor 86-90 Paul Street, London, England, EC2A 4NE

Email: zentrisgroup@gmail.com

Phone: +44 020 8040 4250

We aim to respond to all legitimate requests within 3 days. If your request is particularly complex or involves multiple issues, we may take longer — but we will keep you updated.

10. Contact Information

9.1 Transfers to Non-EEA Countries

We may transfer personal data to countries that do not offer the same level of data protection as the EEA (e.g., USA or other subcontractor locations).

9.2 Data Hosting

Our main data infrastructure is hosted within the EU. However, backups, support tools, or CRM platforms may involve secure access from other regions under strict agreements.

9. International Data Transfers

As a logistics company operating across borders, some data may be transferred outside of the European Economic Area (EEA).

8.1 Technical Safeguards

• HTTPS encryption on all pages

• Firewalls, intrusion prevention, and secure server environments

• Password-protected access for internal systems

8.2 Organizational Measures

• Data access limited to authorized personnel only

8.3 Data Breach Response

In the unlikely event of a data breach, we will assess the risk and, where necessary, inform both the affected individuals and relevant authorities.

8. Data Security

We take security seriously and implement appropriate technical and organizational measures to protect your personal data.

7.1 Right to Access

You may request a copy of the personal data we hold about you.

7.2 Right to Rectification

You may ask us to correct or complete inaccurate or outdated personal data.

7.3 Right to Erasure ("Right to be Forgotten")

You may request the deletion of your personal data, provided it is no longer required for the purposes for which it was collected.

7.4 Right to Restrict Processing

You may ask us to restrict how we process your data in specific cases (e.g., pending correction or objection review).

7.5 Right to Data Portability

You may request that your data be provided to you or a third party in a structured, machine-readable format.

7.6 Right to Object

You may object to our use of your data based on our legitimate interests or for direct marketing purposes.

7.7 Right to Withdraw Consent

Where processing is based on your consent, you may withdraw it at any time.

7.8 Right to Lodge a Complaint

You have the right to file a complaint with your local data protection authority. For EU citizens, see https://edpb.europa.eu.For UK residents: https://ico.org.uk

To exercise any of your rights, contact us at:

zentrisgroup@gmail.com

7. Your Rights Under GDPR

As a data subject located within the EU or UK, you have specific rights concerning your personal data:

6.1 Categories of Data Recipients

We may share data with the following types of entities:

• Logistics Partners & Carriers: to fulfill shipments and provide tracking or delivery confirmations.

• Customs Agents & Authorities: when handling cross-border or international transport requiring clearance.

• IT & Hosting Providers: who host our website, databases, or communication systems (e.g., cloud storage or CRM).

• Professional Advisors: such as accountants, auditors, or legal counsel, for legitimate business and regulatory needs.

• Public Authorities: if required by law, regulation, or court order (e.g. tax or transport inspectors).

6.2 Data Processing Agreements (DPAs)

All third-party processors that handle your data on our behalf are bound by Data Processing Agreements, ensuring compliance with GDPR standards on confidentiality, security, and lawful processing.

6.3 No Sale of Data

We do not sell, rent, or trade your personal information to any third parties for marketing or commercial purposes.

6. Sharing Your Data

We only share your personal data with third parties when it is necessary to operate our services, fulfill contractual obligations, or comply with legal requirements.

5.3 Google Analytics

We use Google Analytics (GA4) to track page visits, time spent, bounce rate, and device/browser information. IP addresses are anonymized, and data is retained no longer than 14 months.

5.4 How to Control Cookies

You can manage or delete cookies through your browser settings. Disabling cookies may affect certain site functionalities. You can also install browser add-ons (e.g., Google Analytics Opt-out Browser Add-on).

5.2 Types of Cookies We Use

5.1 What Are Cookies?

Cookies are small text files that websites store on your device. They help us remember your preferences, provide security, and analyze web traffic.

5. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and collect information about how you use our website.

4.1 General Retention Guidelines

4.2 Deletion Policy

Once data is no longer needed and no legal or business purpose exists for its retention, we ensure secure deletion or anonymization.

4. Data Retention

We retain personal data only for as long as it is necessary for the purposes for which it was collected, or to comply with applicable laws. The retention periods vary based on the type of data and the context of its use.

3.2 Contractual Necessity (Art. 6(1)(b) GDPR)

When we enter into an agreement to provide freight forwarding or logistics services, we process your personal data as necessary to perform our contractual obligations, such as transport coordination, documentation, or communication.

3.3 Legal Obligation (Art. 6(1)(c) GDPR)

We may process your data to comply with various legal obligations, such as:

• VAT and tax reporting

• Transport regulations (e.g., CMR Convention)

• Customs and export documentation

3.4 Legitimate Interests (Art. 6(1)(f) GDPR)

In certain cases, we process data based on our legitimate business interests, provided these are not overridden by your privacy rights. These interests include:

• Improving website usability and performance

• Preventing fraud or unauthorized access

• Managing ongoing business relationships with existing clients

• Internal analytics and planning

3.1 Consent (Art. 6(1)(a) GDPR)

When you voluntarily provide information through our contact forms, newsletter subscriptions, or request a quote, we rely on your explicit consent to process your data for that purpose. You have the right to withdraw consent at any time by contacting us.

3. Legal Basis for Processing

We process personal data in accordance with Article 6 of the General Data Protection Regulation (GDPR). The specific legal grounds on which we rely include:

2.6 Internal Reporting and Analytics

Aggregated or anonymized data may be used for internal business intelligence purposes, such as:

• Analyzing performance by market or industry sector

• Planning logistics capacity and subcontractor use

• Assessing client satisfaction or response times

This processing is based on our legitimate interest in optimizing operations.

2.5 Legal and Regulatory Compliance

We may process your information if required to:

• Comply with tax, customs, or regulatory obligations
• Respond to lawful requests from authorities
• Retain transport and financial records for auditing purposes
• All data is processed in accordance with the legal frameworks of the European Union and/or the United Kingdom.

2.4 Website Optimization and Security

We analyze usage data (collected automatically through cookies and analytics tools) to:

• Monitor traffic and user interaction on our website

• Improve website performance, navigation, and mobile responsiveness

• Detect suspicious or fraudulent activity and enhance cybersecurity

• Ensure the platform is functioning as intended across all regions

2.3 Client Communication and Relationship Management

We may use your data to maintain a professional business relationship, including:

• Sending updates about ongoing or upcoming shipments

• Informing you of operational changes (e.g., holiday hours, rate updates)

• Requesting feedback on completed deliveries

• Notifying you about service improvements or new offerings (with consent)

2.2 Executing Transport and Logistics Services

If you become a client, we process personal and shipment-related data in order to:

• Arrange transport with our logistics partners and carriers

• Issue transport documents such as CMR, invoices, and proof of delivery (POD)

• Coordinate customs clearance (if applicable)

• Provide you with real-time updates and delivery confirmations

• Handle post-delivery support and documentation archiving

This processing is necessary for the performance of a contract between you and Zentris Freight.

2.1 Responding to Inquiries and Providing Quotes

When you contact us through our website, email, phone, or other channels, we use your contact and inquiry information to:

• Provide pricing estimates and logistics solutions tailored to your request

• Ask follow-up questions necessary to clarify shipment details

• Offer alternative routes or services that better suit your business needs

This ensures fast and accurate communication before entering into a formal contract.

We collect and process your personal data strictly for legitimate business purposes. These purposes include, but are not limited to:

1.6 Social Media and Third-Party Tools

If you interact with our brand via social media platforms (e.g. LinkedIn), or access our website via third-party referrals (e.g. partner pages, ad networks), we may receive anonymized or aggregated data depending on the platform's privacy settings.

1.5 Communication Data

If you contact us by email or chat, we may store:

• The content of your message

• Date and time of communication

• Attachments you may send

• Internal notes or replies from our team

These records help us maintain service continuity and improve customer support.

1.4 Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience, improve site functionality, and collect analytical data. For more details, see Section 5: Cookies & Tracking.

1.3 Technical and Usage Data

When you access our website, we automatically collect certain data related to your device and browsing activity. This includes:

• IP address

• Browser type and version

• Operating system

• Time zone setting

• Referral source (how you arrived at our site)

• Pages viewed, time spent on site, and navigation paths

This information is gathered via cookies and server logs and is used to analyze site performance and security.

1.2 Service and Inquiry Data

When you request a freight quote or communicate with us regarding transport services, we may collect:

• Shipping and delivery addresses

• Type of goods to be transported

• Weight, volume, and packaging details

• Any specific instructions related to the transport

• Customs or legal documentation details (if applicable)

This information is essential to provide our logistics services and generate accurate offers.

When you visit our website or interact with us through any of our contact methods, we may collect the following categories of personal and non-personal data:

1.1 Contact and Identity Information

We collect personal data that you voluntarily provide when contacting us via our website, contact forms, email, or phone. This includes:

• Full name

• Company name

• Email address

• Phone number

2. How We Use Your Information

1. Information We Collect

Zentris Freight ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website and use our services.

Effective date: 14.07.2025

Privacy Policy

Privacy Policy

contact@zentrisfreight.co.uk

20 8040 4250