1. Who We Are

This website is operated by VAYAX SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, a company registered in Poland, with its registered office at Modlińska 125A/7, 03-186 Warsaw, Poland, NIP: 1133178944, KRS: 0001193589 (hereinafter referred to as “VAYAX”, “we” or “us”).

VAYAX is the data controller responsible for processing personal data collected through this website.

Contact details:

E-mail: info@vayax.com

Phone: +48 787 674 295

2. What Data We Collect

We may collect and process the following categories of personal data:

Contact and quotation requests. When you submit an enquiry through our website, we may collect your name, company name, e-mail address, phone number, shipment details, collection and delivery locations, cargo information, requested transport dates and any additional information you provide.

Business communications. When you contact us by e-mail, telephone or other communication channels, we may process your contact details and the content of our correspondence.

Transport and forwarding services. When providing logistics services, we may process information relating to customers, business representatives, drivers, carriers, subcontractors and other parties involved in organising or performing shipments.

Technical and usage data. When you visit our website, certain technical information may be collected, including IP address, browser type, device information, pages visited and website interaction data, depending on the technologies used and your cookie preferences.

We ask that you do not submit sensitive personal data unless it is necessary and we have specifically requested it.

3. Purposes and Legal Bases for Processing

We process personal data for the following purposes and on the following legal bases under the General Data Protection Regulation (GDPR).

Where processing is based on legitimate interests, we balance those interests against the rights and freedoms of the individuals concerned.

4. Who Receives Your Data

We may share personal data with trusted third parties where necessary for legitimate business operations, including:

• Carriers, subcontractors, drivers, warehouse operators and other parties involved in organising or performing transport services.

• IT service providers, website hosting providers and communication service providers.

• Accounting, legal, insurance and other professional advisers.

• Public authorities and regulatory bodies where disclosure is required by applicable law.

We disclose only the personal data reasonably necessary for the relevant purpose.

We do not sell personal data.

5. International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA), we ensure that appropriate safeguards are implemented in accordance with applicable data protection laws.

Depending on the circumstances, these safeguards may include adequacy decisions adopted by the European Commission, Standard Contractual Clauses or other legally recognised transfer mechanisms.

Further information about applicable safeguards may be requested by contacting info@vayax.com.

6. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, taking into account applicable legal requirements.

Retention periods depend on the category of data and the relevant processing purpose:

• Enquiries that do not result in a contract: generally up to 12 months after the last relevant communication, unless a longer period is justified.

• Contract and shipment records: for the duration of the contractual relationship and any applicable statutory limitation periods or legal obligations.

• Accounting and tax records: for the period required by applicable Polish law.

• Data relating to legal claims: until the relevant claims are resolved or the applicable limitation periods expire.

• Marketing data: until consent is withdrawn, an objection is made or the data is no longer necessary for the relevant purpose.

• Cookie-related data: according to the retention periods applicable to the technologies used, as described in the Cookie Policy.

After the relevant retention period expires, personal data is deleted or anonymised unless further retention is required by law.

7. Your Rights

Under the GDPR, you may have the following rights in relation to your personal data:

• The right to access your personal data.

• The right to request correction of inaccurate or incomplete data.

• The right to request erasure of your personal data, where applicable.

• The right to request restriction of processing.

• The right to data portability, where applicable.

• The right to object to processing based on legitimate interests.

• The right to withdraw consent at any time, where processing is based on consent.

Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

To exercise your rights, please contact info@vayax.com.

You also have the right to lodge a complaint with the Polish supervisory authority:

President of the Personal Data Protection Office (UODO)

1. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland

Website: https://uodo.gov.pl

Providing personal data is generally voluntary. However, certain information may be necessary to respond to an enquiry, prepare a quotation, conclude a contract or provide our services.

We do not use personal data collected through the website for automated decision-making, including profiling, that produces legal or similarly significant effects.

8. Cookies and Similar Technologies

Our website may use cookies and similar technologies to ensure proper functionality, maintain security, understand website usage and improve the user experience.

Depending on the technologies implemented, these may include:

Necessary cookies. Required for essential website functions and security. These do not require consent where they meet applicable legal requirements.

Analytics cookies. Used to understand website traffic and visitor interactions. Where consent is required, these technologies are activated only after consent has been obtained.

Marketing cookies. Used for advertising, campaign measurement or similar purposes, where implemented. These are activated only where the required consent has been obtained.

You can manage or withdraw your cookie consent through the cookie settings available on the website.

Further information about the specific cookies used, their purposes and retention periods is provided in our Cookie Policy.

9. Data Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include encrypted connections (HTTPS), access controls, appropriate system security and restrictions on access to personal data.

While we take reasonable steps to protect personal data, no method of electronic transmission or storage can guarantee absolute security.

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our business operations, legal requirements or data processing practices.

The current version will always be available on our website.

Where required by applicable law, we will provide additional notice of material changes.

11. Contact

For any questions regarding this Privacy Policy or the processing of personal data, please contact:

VAYAX SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ

Registered address: Modlińska 125A/7, 03-186 Warsaw, Poland

NIP: 1133178944

KRS: 0001193589

E-mail: info@vayax.com

Phone: +48 787 674 295