Politica de confidențialitate

PRIVACY STATEMENT ON PERSONAL DATA PROCESSING

1. Introduction

INNOSHIP TECHNOLOGY S.A., a Romanian company based in Râmnicu Vâlcea, Gheorghe Petre Govora Street, no. 3, attic, room 2, Vâlcea county, registered with the Trade Registry under no. J2020000279387, having the Unique Identification Code 41214354, as a personal data controller (hereinafter the “Company”).

The Company provides an AI-powered platform dedicated to retailers that aim to optimize the delivery of the orders received by choosing the most cost/time efficient transport company (referred to as “Innoship”, “we”, “us” or “our”).

This Privacy Statement on Personal Data Processing (referred to as “Privacy Statement”) concerns the personal data processing carried out by Innoship through its website and Saas Platform (“Platform”).

2. Name of the data controller and of the website owner

Innoship is a personal data controller and the owner of the Platform and website accessible at the following web addresses: www.innoship.io,  www.innoship.com, or https://portal.innoship.io/

You are entitled to know the purposes for which we process your personal data, and we will inform you before processing your personal data for any other purposes than those for which you disclosed your personal data to us.

3. Personal data processed for the performance of the contractual relationships with our clients, suppliers, and/or other business partners, and for the fulfilment of the legal obligations arising from such relationships

1. Personal data we process

We collect the following personal data from you:

1. basic data for identification purposes, such as surname, name, workplace, job title or position within the company, department, industry, and country of residence and relationship to another person with whom we have an established connection (e.g., with an employee, with another contact or client, with a person who facilitated our connection with you) and signature (including electronic signature, where used for contractual purposes);
2. contact data, such as the physical work address or email address, and phone number;
3. financial and payment data, such as bank details (IBAN account number, account holder’s name) and other information necessary for processing payments;
4. data processed for legal compliance purposes, such as information required for tax and audit reporting purposes;
5. any data you make available to us during our interactions.

2. How we collect personal data

We collect the personal data that you provide voluntarily (in electronic format), including when you contact us via contact forms or email, if you are interested in becoming our client, supplier, or business partner, as well as information and data available from public sources (including online search engines or professional social networks), where the data have been made public and are relevant for our contractual relationship.

3. Legal grounds and purposes of processing

Based on the agreement we concluded with you, as our client, provider, or business partner, Innoship will process all personal data you make available to us, as well as any other data necessary to the performance of our contractual (Article 6(1)(b) GDPR) and/or legal obligations (Article 6(1)(c) GDPR). The legal ground of processing is performance of a contract to which you are a party or, in case you act as a legal representative or a contact person for a legal entity, on the basis of our legitimate interest in maintaining and managing the contractual relationship with that entity (Article 6(1)(f) GDPR).

4. Personal data processed for professional communication purposes and marketing

1. Personal data we process

The collection of your personal data is strictly limited to what is necessary (i) to provide you with a professional communication or (ii) to advertise our Platform on social media (i.e., Facebook, LinkedIn). Personal data we process include:

1. basic data for identification purposes, such as surname, name, workplace, industry and country of residence;
2. contact data, such as the physical work address or email address, and phone number;
3. data for advertising our Platform, such as surname, name, photos, video, voice, workplace, industry;
4. any data you make available to us during our interactions.

2. How we collect personal data

We collect the personal data that you provide voluntarily, including when you contact us via contact forms or when you subscribe to our newsletters via the “Subscribe” text box on our website, if you are interested in our professional communications or express a desire to cooperate with us, as well as information and data available from public sources.

Additionally, should you intend to appear in posts on Innoship’s social media accounts, we shall collect the personal data provided by you voluntarily, alongside information and data available from public sources, when you contact us by email.

3. Legal grounds and purposes of processing

When you subscribe to receive professional communications from us, by means of the website or otherwise, we will ask for your consent for the processing of personal data in order to be able to supply those services for which you have requested the subscription. Thus, in such cases, the legal ground for processing of such data is your consent (Article 6(1)(a) GDPR).

Additionally, we use social media for marketing purposes. Some posts of ours may include personal data concerning you (e.g., if you are a client or employee of Innoship), and you have given us your consent for processing your data in this regard.

If at any moment in time, you decide you do not want (i) to benefit from these communications or (ii) to appear in our posts on social media, and consequently you withdraw your consent, we will respect your decision and we will stop processing your personal data for this purpose.

5. Personal data processed for recruitment purposes

You may apply for a position within Innoship directly by email.

Additionally, in case we have posted job offers on third-party recruitment platforms (e.g., LinkedIn), you may apply by using the services provided by such platforms. In these cases, kindly note that these platforms may process your personal data as an independent controller. Before applying for any position in our Company through such services, please consult the privacy policies available on the websites of these third-party recruitment platforms.

We shall use your personal data related to the recruitment process to:

– evaluate whether you are appropriate for a position at Innoship;

– contact you with regard to your application;

– manage the recruitment process.

1. Personal data we process

When you apply, we will limit the processing of your data to what is strictly necessary for the purpose of recruiting.

Personal data we process include:

1. basic data for identification purposes, such as your full name, email address, phone number, and mail address, country of origin, and any other data you make available to us by the application documents, which you provide by applying via email (for example, photography, signature if voluntarily provided by a candidate in a CV);
2. other CV-related data, such as education, professional experience, competencies, your specialization, and the type of collaboration you want;
3. any other data you make available to us during our interactions.

2. How we collect personal data

We collect the personal data that you provide voluntarily (in electronic format), either directly to us via email or by using third-party recruitment platforms (e.g., LinkedIn), as well as information and data available from public sources (including online search engines or professional social networks), where the data have been made publicly available and are relevant to professional activities, if you are interested in becoming and employee or contractor of Innoship.

3. Legal grounds and purposes of processing

We collect information necessary in the recruitment process, in order to be able to evaluate if you are appropriate for a position within Innoship and for the purposes given above in this section. The processing of personal data during the recruitment procedure is legally based on the entering into an employment agreement with you, this processing representing the pre-contractual phase of the performance of the employment agreement (Article 6(1)(b) GDPR).

6. Use of cookies

1. Personal data we process

Our website contains cookies, which collect personal data. The collection of your personal data is strictly limited to what is necessary to provide you with an experience of the highest quality with regard to the use of our website. We collect technical data (including the IP address), such as information on your visits to our website or by accessing materials and communications we send you electronically, your online identifiers, behaviour on our website, and profiling data.

2. How we collect personal data

We collect your personal data through the cookies placed on our website. The details on the processing of personal data through such tools are available in our Cookie Policy.

3. Purposes of processing

We use such cookies for the purpose of providing you with a better user-experience when navigating on our website, for analytical purposes in order to better improve our services, as well as for the purpose of providing you with relevant content and advertisements, in accordance with your interests.

For more information with respect to the use of cookies on our website, please visit our Cookie Policy available at https://innoship.com/politica-de-utilizare-cookie-uri/ or https://innoship.com/en/cookie-policy/.

7. Personal data processed for the purpose of providing the Platform

The Platform is a software application developed by Innoship and provided as a SaaS application, which allows retailers to better optimize the delivery of orders that they receive. The Platform incorporates a proprietary AI technology which, on the basis of several criteria, enables retailers to automatically choose the best-suited courier (from the ones with which such retailer has concluded service agreements) for each order, thus optimizing costs, as well as dispatch and delivery times.

Access to the Platform is possible only via a user account created by Innoship specifically for this purpose on the basis of the agreement concluded with each retailer.

Innoship only acts as a controller for processing activities necessary for creating and managing user accounts.

For any other personal data related to the orders received from retailers (e.g., name and contact details of their clients, ordered products, additional data and comments, etc.), Innoship acts only as processor of the retailer (who is the controller), facilitating in the name and on behalf of such retailer the transmission of the delivery details to the best suited courier, chosen based on its AI algorithm.

Data related to the efficiency and performance of couriers consists of various parameters unrelated to a specific individual, which cannot lead to direct or indirect identification of any natural person. Innoship does not use personal data for its own purposes, specifically for this Platform; any personal data is anonymized and/or used in an aggregated manner, thus preventing the identification of any natural person. 

1. Personal data we process

The personal data we process as controller for the purpose of creating and managing user accounts on the Platform are:

1. Name and surname of the user;
2. Email address of the user.

The personal data we process as a processor of the retailers for the purpose of facilitating the most efficient delivery to the retailers’ clients are:

1. Name and surname;
2. Email;
3. Address; and
4. Telephone number of the person receiving the packages.

2. How we collect personal data

When creating and managing user accounts, we collect your personal data directly from you or from the retailer as your employer.

When we facilitate the delivery to the retailer’s clients, we collect the personal data of the person receiving the packages, which is provided to us by the retailer.

3. Legal grounds and purposes of processing

We collect personal data in order to create and manage user accounts, for the purpose of providing the services and performing the agreement concluded with the retailer with respect to our Platform. This processing activity is based on our legitimate interest (as controller) to grant you access to the Platform by virtue of the agreement concluded with the retailer.

For facilitating the most efficient delivery of the packages to the retailer’s clients, we process personal data provided by the retailer for the purpose of providing the services and performing the agreement concluded with the retailer concerning our Platform. This processing activity is based on our legitimate interest (as processor of the retailer) to successfully deliver the packages to their recipients, as well as to help solve any potential complaints or litigation regarding the delivery.

8. Storage duration

Personal data processed for the performance of contractual relationships with our clients, suppliers, and/or other business partners will be retained for the duration of the contractual relationship and for a period of 3 years thereafter or longer where required by applicable accounting, tax, or legal regulations.

If you have chosen to receive communications from Innoship or if you have agreed to appear in our social media posts for marketing purposes, we will store your personal data for a period of 2 years from the moment we obtained your consent or until you withdraw the consent given to us, whichever occurs first.

Personal data collected in the recruitment process is stored and used for the purpose of keeping records on past recruitments for a period of 6 months from the date when you applied to Innoship, unless we concluded an employment agreement, when it will apply the retention period for employees’ files.

Personal data processed in relation to your user accounts for the Platform shall be processed for the duration necessary for us to provide you with access to the Platform, but no longer than the termination of the agreement with the retailer. 

Personal data concerning the retailer’s clients, processed by us as a processor of the retailer, will be stored for a maximum period of 6 months from the completion of the delivery. This storage period may be even shorter than this, since the retailer can expressly opt for us to store such data (i) for a certain amount of time or (ii) until the delivery is completed, in both cases no longer than 6 months from finishing the delivery.

We shall delete your other personal data when it is no longer necessary for the purposes for which they have been collected or when you withdraw your consent (if the processing of your data is based on consent), provided that we are not legally required to hold such data. We may also retain your personal data for an additional period to the extent deletion would require us to overwrite our automated disaster recovery backup systems.

9. Recipients.

As a general rule, we do not share with or transfer your personal data to third parties except our service providers (including legal consultants). If the disclosure or transfer is required or if we are obliged by law, we shall inform you in the shortest possible time with regard to such transfer, unless the applicable law, including the rules of governance for the obligation to maintain professional secrecy, prevents us from sending such notification.

If we disclose or transfer your personal data to third parties, we shall do so according to the applicable laws and take the necessary measures to ensure their integrity and protection.

For performing our activity, we use data processors, i.e., Microsoft Azure for the hosting platform, a service provided by Microsoft Ireland Operations Ltd, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, D18 P521, Ireland, VAT Regn No. IE8256796U, and Gmail for email servers or Google Docs for document management, services provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, VAT number: IE 6388047V, which process personal data on our behalf and strictly based on our instructions. We will maintain control over your personal data and will use appropriate safeguards, as provided under the applicable law, to ensure the integrity and security of your personal data in relation to those processors. We shall conclude agreements for the processing of personal data with all data processors, which will include adequate clauses to ensure that data processors undertake obligations to process personal data (including to delete it) in full agreement with applicable laws and which provide an adequate level of protection to your personal data.

Our Customer Relationship Management (CRM) solution providers:

– The customer management platform operated by Monday.com LTD, an Israeli company based at 52 Menachem Begin Road Tel Aviv. In this situation, we process the following Personal Data: name and surname, email address, telephone number, location, company, and role in the company.

10. Transfer of personal data within/outside the European Economic Area (EEA)

As a general rule, the Company does not transfer your personal data outside the European Economic Area (EEA). Should such a transfer occur, it will be conducted in full compliance with the applicable data protection laws, either on the basis of an adequacy decision issued by the European Commission or by implementing appropriate safeguards, including the use of Standard Contractual Clauses approved by the European Commission.

11. Security of personal data

Personal data is secured against threats, and we make sure they are protected by appropriate IT infrastructure and security measures. Moreover, we have implemented internal measures that allow us to discover, notify, and document personal data breaches in the shortest possible time.

If we discover any personal data breach that poses a risk to your rights and freedoms, we shall notify the National Supervisory Authority for Personal Data Processing. You will be informed with regard to your personal data breach if it leads to a high risk to your rights and freedoms.

1. Your rights regarding the processing of personal data

If you expressed your consent with respect to the processing activities, you might withdraw such consent at any time with future effects. Such withdrawal will not affect the legality of the processing prior to the withdrawal of your consent. As a general rule, if you withdraw your consent, we will no longer allow the processing of your personal data and will take any appropriate actions to erase any records containing your personal data, unless any mandatory legal provisions require otherwise.

You have the following rights regarding the processing of your personal data:

1. The right to access your personal data. You have the right to be informed, upon request, as to whether or not your personal data are being processed, and, where that is the case, to request access to the personal data. The access information includes, inter alia, the purposes of the processing, the categories of personal data concerned, and the recipients or categories of recipients to whom your personal data have been or will be disclosed. You have the right to obtain a copy of your personal data processed. For any additional copies, we may charge a reasonable fee based on administrative costs.

2. The right to rectification of your personal data. You have the right to have your inaccurate personal data rectified. Depending on the purposes of the processing, you have the right to have your incomplete personal data completed, including by means of providing a supplementary statement.

3. The right to erasure of your personal data. You have the right to ask us to erase your personal data.

4. The right to restriction of processing of personal data. This right is available to you when:

a. you contest the accuracy of your personal data;

b. the processing of your personal data is unlawful;

c. we no longer need your personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims; or

d. you have objected to processing of your personal data, pending the verification of our legitimate interest ground.

5. The right to data portability. You have the right to receive your personal data provided to us in a structured, commonly used and machine-readable format and you have the right to transmit those personal data to another entity without hindrance from us.

Should you have any questions related to the processing of your personal data or if you would like to submit a request, as well as to exercise any of the rights on the processing of personal data, please contact us at:

– email address: dataprotection@innoship.com– head office: Râmnicu Vâlcea, Gheorghe Petre Govora Street no. 3, attic, room 2, Vâlcea county

We will review each request and notify you with regard to the undertaken actions in the shortest possible time, but no later than 1 (one) month since the registration of your request. Should we require more information from you or experience difficulties in the settlement of your request, we shall notify you without delay with regard to the fact that we need additional time to perform a proper review of your request.

Should you consider that we have failed to settle all your requests or are discontent with our answers, you may file a petition with the National Supervisory Authority for Personal Data Processing. You may also refer to the courts of law.

1. Amendments of the Privacy Statement

If we decide to amend this Privacy Statement, we will publish the new version on our website, which will supersede the current version.

Thank you for trusting us with your personal data and for finding the necessary time to read our Privacy Statement. Please feel free to contact us if you have any questions related to your personal data and our processing of your personal data.