1. Data controller
The controller of your personal data is Autopost Terminal OÜ (registry code 11055300, VAT number EE100925548), Kadaka tee 44a, 12915 Tallinn, Estonia. E-mail info@autopost.ee, phone +372 655 2305.
This privacy policy applies to the use of the website autopost.ee. The processing of senders’ and recipients’ data when we provide transport services (consignment notes, CMR) is governed by the transport contract and our terms of service.
2. What data we collect and where it comes from
We collect only the data you submit yourself through the forms on the website, and technical data generated when you visit the site.
- Quote request form: company name, address, e-mail, phone and contact person; pickup details (name, city, postcode, address, country and on-site contact details); recipient’s name and address; contents of the shipment, weight, dimensions, number of parcels or pallets and the date the shipment is ready for pickup; free-text notes.
- Contact form: name, phone, e-mail and message.
- Server logs: IP address, time of visit, page requested and browser details. These logs are kept by our hosting service provider for a limited time for security purposes.
- Spam protection: when a form is submitted, the server keeps a one-way hash (HMAC) of your IP address and the time of submission for no longer than one hour. The IP address cannot be recovered from the hash.
If your request includes other people’s data (for example the contact person at the pickup address or the recipient), please provide only what is needed for the request.
3. Purposes and legal bases
- Preparing a quote. We use the data from the quote request to prepare a quote for you and, where necessary, to clarify the details of the transport. The basis for submitting the form is your consent (Article 6(1)(a) of the General Data Protection Regulation, GDPR). Preparing the quote is a step taken at your request prior to entering into a contract (Article 6(1)(b)).
- Answering enquiries. We answer questions sent via the contact form or by e-mail on the basis of your consent (Article 6(1)(a)) and our legitimate interest in communicating with customers and prospective customers (Article 6(1)(f)).
- Performing a contract and accounting. If a contract is concluded following your request, we process the data to perform the contract (Article 6(1)(b)) and to comply with our accounting obligations (Article 6(1)(c)).
- Website security. Server logs and the IP address hash help us prevent spam and attacks. The basis is our legitimate interest in keeping the website secure (Article 6(1)(f)).
We do not use data received through the website for direct marketing, profiling or automated decision-making.
4. Cookies and similar technologies
The website does not use cookies and does not use any analytics, advertising or social media tracking tools. Fonts and styles are served from our own server, not from third-party servers.
- Temporary browser storage (sessionStorage). If an error occurs when a form is submitted, the values you entered are kept temporarily in your own browser so that you do not have to type them again. This data does not reach us and is deleted when you close the tab or after the form has been sent successfully.
- Google Maps. The map on the contact and terminals pages is not loaded automatically. It is loaded from Google’s servers only when you click “Show map”. From that moment Google’s privacy policy applies and Google may set its own cookies. Instead of loading the map, you can also use the plain link “Directions on the map”.
5. Retention
- We keep enquiries and related e-mails for as long as needed to answer them and for possible follow-up, but no longer than 3 years after the last communication.
- If a contract is concluded, we keep the data in accordance with the contract and the law. Accounting source documents are kept for 7 years under the Estonian Accounting Act.
- The IP address hash and the time of submission are kept for spam protection for up to 1 hour.
- Server logs are kept by the hosting service provider for a limited time for security purposes.
- Form data in temporary browser storage is deleted when you close the tab or after the form has been sent successfully.
6. Recipients of data
Data submitted through the forms is sent by e-mail to info@autopost.ee; it is not stored in a database on the website. We do not sell your data or share it with third parties for marketing.
Only service providers who process data on our behalf and according to our instructions (processors) may have access to it:
- hosting service provider;
- e-mail service provider;
- IT support.
We may also disclose data to public authorities where required by law.
7. Transfers outside the European Union
The website runs on the server of a hosting service provider located in the European Union. The website itself does not transfer personal data outside the European Union or the European Economic Area.
The exception is Google Maps: if you choose to load the map, Google receives your IP address and other technical data and may process them outside the EU/EEA in accordance with its own privacy policy.
8. Your rights
You have the right to:
- obtain information about the processing of your personal data and access your data;
- have inaccurate data rectified;
- have your data erased;
- restrict the processing of your data;
- object to processing based on legitimate interest;
- receive the data you have provided in a machine-readable format and have it transmitted to another controller (data portability);
- withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
To exercise your rights, write to us at info@autopost.ee. We will respond without undue delay and within one month at the latest. If necessary, we may ask you to verify your identity.
9. Contact and complaints
If you have any questions about the processing of personal data, write to info@autopost.ee or call +372 655 2305.
If you believe that your personal data is being processed unlawfully, you have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee) or to go to court.
10. Changes
We may update this privacy policy if the way the website works, our services or the law change. The current version is always published on this page, and the date of the last update is shown at the top of the page.
