Privacy Policy

We process information you provide, including your name, employer or company, business email address, telephone number, country, and the contents of your correspondence. Enquiries, quotation and booking requests may include cargo specifications, quantities, origin, destination, service requirements and proposed dates. Cargo information is personal data where it identifies or relates to an individual.

If you use the shipment brief assistant or website chat, the text you enter and the generated responses are processed to provide that service. Please do not enter sensitive personal data, identity documents, payment-card information or confidential information that is not necessary for your request. If you provide another person's contact details, ensure you are entitled to share them and make this policy available to them.

Website hosting and service providers may process technical information such as IP address, browser and device information, request times, error details and security logs to deliver and protect the website.

We use enquiry, quotation and booking information to respond, assess requirements and coordinate requested services. Where you are the contracting party, this is necessary to take steps at your request before a contract or to perform a contract (Article 6(1)(b) GDPR). Where you act for a company, we rely on our legitimate interests in managing business communications and providing logistics coordination (Article 6(1)(f)).

Our legitimate interests also include operating and securing the website, preventing abuse, maintaining relevant business records and establishing, exercising or defending legal claims. We consider the necessity of the processing and its impact on your rights. Tax, accounting and other mandatory records are processed to comply with legal obligations (Article 6(1)(c)).

Optional AI assistance processes the text you choose to submit to fulfil your request, on the pre-contractual or legitimate-interest basis described above. Where processing requires consent, such as any future non-essential tracking or optional marketing, we will request it separately before that processing. You may withdraw consent at any time without affecting earlier lawful processing. Submitting an enquiry is not consent to marketing.

Providing data is not a general statutory requirement. However, without the contact and cargo details necessary for a request, we may be unable to respond or assess the proposed services.

Relevant business communications are handled by authorised personnel at Dean Logistics B.V. Website enquiry, quotation and booking forms are intended to send your request to our business email address. A successful submission means the sending service accepted the message; it does not confirm a booking or allocation of capacity.

We use Lovable for website infrastructure, managed email and AI Gateway services. These services and their underlying hosting, email and model providers process information needed to provide their functions. Text submitted to AI assistance is transmitted to the AI service; it is not processed solely on your device.

We may share only the information necessary for your requested coordination with relevant terminal operators, shipping or chartering counterparties and other operational contacts. These parties may act as independent controllers for their own activities. Professional advisers and competent authorities may receive information where necessary for advice, legal obligations or legal claims. We do not sell your personal data.

Service-provider arrangements must include appropriate confidentiality, security and data-protection terms where providers act as processors.

Some technology providers or logistics counterparties may process information outside the European Economic Area. Where GDPR restricts such a transfer, the transfer must be covered by an applicable European Commission adequacy decision or appropriate safeguards, such as the Commission's Standard Contractual Clauses and any necessary supplementary measures. You can contact us for information about the recipients, destinations and safeguards relevant to your data, and to request a copy of applicable safeguards.

Our retention policy for records under our control is set out below. Retention runs from the event stated, rather than indefinitely from the date of collection. We delete or anonymise information when its retention period expires, unless a documented legal requirement or an active dispute justifies keeping specific records longer. We restrict the use of records retained for those reasons.

Enquiries, unsuccessful quotations and booking requests that do not result in a contract: up to 24 months after the last substantive contact, to manage follow-up and related questions.

Routine business contact details and non-statutory operational correspondence for completed services: for the relationship or service period and up to 24 months after it ends, unless the information forms part of a legally required record or is needed for a specific legal claim.

Core accounting, invoice and tax records: seven years after the records cease to have current relevance, in line with Dutch fiscal recordkeeping requirements. A longer statutory period applies where the particular record requires it. This does not mean that all enquiry or chat data is kept for seven years.

The website chat has no visitor-facing saved conversation history and keeps the active conversation in page memory. Restarting it or closing or reloading the page clears that local conversation; it does not delete processing records held by service providers. A chat summary sent as an enquiry follows the enquiry retention period above.

Hosting, email, AI-service logs and backup copies may remain subject to the relevant provider's retention and deletion arrangements. Clearing a chat does not guarantee immediate deletion from those systems. Contact us for the arrangements applicable to your information or to make a deletion request; we will include relevant processors when handling it.

The website's enquiry, calculator and chat features do not create a persistent chat-history store in your browser. Technical storage or cookies used by hosting and security services may be necessary to deliver the website. We do not treat your use of the website as consent to advertising or other non-essential tracking. If we introduce technologies that require consent, we will provide information and obtain that consent before activating them.

The shipment brief assistant and chat generate suggested information from your inputs. Their output may be incomplete or inaccurate and should be checked. Indicative estimates, suggested briefs and submitted requests are not confirmed bookings or binding commercial terms. We do not use these assistants to make solely automated decisions that produce legal or similarly significant effects on you; service scope and commercial arrangements require confirmation by the relevant parties.

We use HTTPS for website communications. Our data-handling standard requires access to be limited to those who need it, proportionate technical and organisational safeguards, and appropriate handling of security incidents. No internet transmission or storage system can be guaranteed completely secure. Please report suspected misuse or a security incident using our contact details below. Where required by GDPR, personal-data breaches must be reported to the supervisory authority and affected individuals.

Subject to the conditions and exceptions in GDPR, you can request access to your data, correction of inaccurate data, erasure, restriction of processing, and data portability where processing is automated and based on consent or contract. You may object to processing based on legitimate interests for reasons relating to your situation; you have an unconditional right to object to direct marketing. You may also withdraw any consent you have given.

Send your request to our business email address below. We may ask for proportionate information to verify your identity; do not send an identity-document copy unless we explain why it is necessary. We respond without undue delay and normally within one month of receiving your request. If complexity or the number of requests requires an extension of up to two further months, we will explain this within the first month. Requests are normally free of charge, subject to the GDPR rules for manifestly unfounded or excessive requests.

You can complain to the Dutch supervisory authority, the Autoriteit Persoonsgegevens, or to the supervisory authority in the EU country where you live, work or believe an infringement occurred. You do not need to contact us first.

Visit the Autoriteit Persoonsgegevens

We update this policy when our services or processing practices change. The date above identifies the latest revision. Where a change materially affects how your information is used, we will provide appropriate notice and obtain consent where required.