Cargodocs BV is located at Bovendijk 162, the Netherlands and registered in the trade register under number 24341180.

Activities

Cargodocs performs various customs procedures for customers in the form of customs declarations (for example, import, export and transit), the preparation of certificates of origin and preferential documents, and notifications to the Dutch Food and Consumer Product Safety Authority (NVWA) and food and product safety authorities in other Member States in case of phytosanitary and veterinary cargo.

Company information and personal data

Various company information and personal data are collected during the preparation and implementation of the above activities. Cargodocs accepts to perform the services and is responsible for the correct processing of company information and personal data. Cargodocs hereby complies with the European General Data Protection Regulation (GDPR) and the national laws and regulations based on the GDPR.

Method of collecting company information and personal data

Through our website www.cargodocs.nl potential customers can fill in a contact form to request a quote or to request Cargodocs to contact the potential customer.
The following information is requested:

• Name and surname of the contact person
• E-mail address
• Telephone number

The customer is also requested to grant permission for Cargodocs to contact them directly. The client hereby reserves the right to withdraw this consent at any time.

Price proposals are converted into a quotation in case of a positive response. In that case, we use the personal data because this is necessary for the execution of the agreement and because it is necessary in connection with the legitimate interest of Cargodocs to be able to provide its services to the customer. The quotation is archived in accordance with internal procedures and is adjusted annually if the service is continued. We destroy personal data of our customers no later than two years after the end of the activities for that customer.

In addition, newsletters are regularly sent to our customers to inform them about current matters in the field of customs and developments within Cargodocs. The customer has the option to unsubscribe from these newsletters.

Finance Department

In the context of debtor and creditor management, name and address details of companies and individuals are collected and registered within our accounting system. This data is processed for the execution of the agreement, to comply with legal obligations and/or in our legitimate interest.

For example, you can think of:

• Company name
• Name and surname of the contact person
• Address data
• E-mail address
• Telephone number
• Fax number
• VAT number

In principle, this data is deleted from our systems two years after the termination of the agreement, collaboration or project, with the exception of data that we must keep for longer due to legal regulations or due to an ongoing dispute.

Department of Operations

In order to be able to make the various customs declarations and to act as a fiscal representative, it is necessary to record the assignment and the authorization for customs and/or fiscal representation in a written agreement.

Examples of such agreements/powers of attorney are:

• Agreements/powers of attorney for limited or general fiscal representation Agreements/powers of attorney for direct or indirect customs representation.
• Powers of Attorney to Submit Requests for Reimbursement/Remission.
• Powers of attorney to draw up origin or preferential documents.

We request that you provide the following information:

• name of the company
• Name and surname of the contact person
• Address data
• Email address
• Address of the website
• Telephone
• Fax number
• VAT number
• EORI number

In addition, we request the name and signature of the person(s) who are authorized to represent the client's company (according to the trade register) and proof of the establishment of the company and of the identity of the the authorized representative(s) by means of a copy of the extract from the relevant trade register.

If Cargodocs is requested to act as customs or fiscal representative, the customer is also requested to provide a copy of the proof of identity (ID) of the person(s) authorized to represent the customer's company. We need a copy ID to verify the authorization (by checking the name of the representative(s) and the signature(s)). Cargodocs believes that as a logistics service provider in international trade it must know who its customers are and that Cargodocs has a legitimate interest in managing the (financial) risks associated with the services provided by customs representatives. We use the aforementioned data because this is necessary for the execution of the agreement and because this is necessary in connection with Cargodocs' legitimate interest in being able to provide its services to the customer. When archiving a copy of the ID, the citizen service number (the Netherlands), national register number (Belgium) or comparable numbers of the holder of the ID is made illegible, insofar as the person has not already done this when providing the copy of the ID. . Personal data such as the data mentioned above, but also the portrait photo, can be made illegible by the holder of the identity document before providing a copy.

Human Resources Department

Personnel files

Cargodocs processes personal data of its employees in the context of the execution of employment contracts and for HR management and salary administration. Employees have the right to view their personnel file. The Human Resources Department can explain to employees at any time what data is collected and for what purpose. Personal data will be kept for up to five years after termination of the employment contract, with the exception of data that we are required to keep for longer on the basis of legal regulations or due to an ongoing dispute.

Cover letters and curriculum vitae of potential candidates

The personal data of applicants will be kept until the vacancy is filled. The personal data of applicants who are not hired will be destroyed no later than four weeks afterwards, unless the applicant gives written permission to keep the data in a secure database with a view to future vacancies. We use a maximum retention period of six months. The consent to retain data can be withdrawn at any time. The personal data will only be processed if we have a legal basis other than permission.

visitors

Persons visiting Cargodocs on location can be requested to register upon arrival by registering in our visitor register. The entities of the Cargodocs that have an AEO safety permit are obliged to be aware of who is present in the building at all times, for example in the event of an eviction. Upon registration, visitors are requested to write down their name, the name of the company they represent and the date of the visit and time of arrival and departure. Visitor registrations are kept for a maximum of 3 months.

Protection of personal data

In accordance with applicable laws and regulations, Cargodocs has taken appropriate technical measures to protect your personal data. Cargodocs stores personal data in a secure database, where technical measures have been taken to prevent unauthorized access.

Website visitors / third parties

Cargodocs respects the privacy of all visitors to its website (cargodocs.nl) and ensures that the personal information you provide to us is treated confidentially. This concerns the following personal data, which we process in our legitimate interest to optimize our website and to increase the ease of use:

• Company name
• Name and surname of the contact person
• Address details - E-mail address
• Telephone number

Cargodocs does not make your personal data available to third parties, unless it is obliged to do so on the basis of mandatory provisions, a binding decision of a government authority or an order to that effect from a competent court. The website may contain hyperlinks to third party websites. Cargodocs is not responsible for the content of third party websites.

rights

Below we have listed your rights with regard to the use of your personal data:

• You have the right to inspect your personal data.
• You can object to the use of your personal data.
• You can request that we delete your personal data.
• You can submit a request for the transfer of your personal data to another party.
• You can request changes to personal data if you believe that the data is incorrect.
• You can also request us to restrict the processing of personal data.
• You can withdraw your consent if the processing is based on it.
• We may still process the data if there is another legal basis that allows us to do so. We do not process your personal data for profiling or for fully automated decisions.

We will comply with your request unless we have an overriding legitimate interest not to erase the data that outweighs your privacy interest. If we have deleted the data, we cannot immediately delete all copies of the data from our systems and backup systems for technical reasons. We may refuse to comply with the foregoing requests if they are made unreasonably frequently, require unreasonable technical effort, or have unreasonable technical impact on our systems or endanger the privacy of others.

You can also lodge a complaint regarding the use of your personal data with the relevant data protection authority. Cargodocs has affiliated entities in the Netherlands, Belgium, Germany and France. Such a complaint can be submitted to the Dutch Data Protection Authority (Netherlands), Data Protection Authority (Belgium), Der Bundesbeauftragte für den Datenschutz und die Informationsfreiheit (Germany) and Commission Nationale de l'Informatique et des Libertés (France).

We kindly ask you to contact us in the above situations via the e-mail address: info@cargodocs.nl.

Finally

This statement has been drawn up with the necessary care. If you have any questions, please kindly contact us at: info@cargodocs.nl