Privacy Policy

Privacy Policy

This policy explains how personal data is processed when you visit giptrans.eu, contact us or use the GipTrans EU platform (Art. 13 GDPR).

1. Controller

GipTrans s.r.o., IČO 23210931, registered office Pacovská 2104/1, Krč, 140 00 Praha 4, Czech Republic, entered in the Commercial Register kept by Městský soud v Praze, oddíl C, vložka 423314.

Contact for all privacy matters: [email protected]. We have not appointed a data protection officer.

2. What we process, why, and on what legal basis

Enquiries (contact, demo and sign-up forms). Name, e-mail, and — if you fill them in — phone, company and message; together with the IP address and browser identification (user agent) of the request.

• Purpose: to answer your enquiry and, if you ask for it, to prepare an account or a demo.
• Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b)) and our legitimate interest in answering business enquiries and protecting the form against abuse (Art. 6(1)(f)).

Platform accounts. Name, business e-mail, phone, your role in your company, login and activity data; data about your company; loads, offers, bids, negotiation messages, transport orders and documents you exchange with other users.

• Purpose: to provide the platform under our Terms.
• Legal basis: performance of the contract (Art. 6(1)(b)).

Carrier and company verification. Company identifiers, VAT number (checked against the EU VIES service) and documents you upload — licences, insurance certificates, register extracts — which may contain names of statutory representatives.

• Purpose: to keep the exchange free of fraud and unlicensed operators.
• Legal basis: our legitimate interest and that of other users in a trustworthy exchange (Art. 6(1)(f)), and performance of the contract (Art. 6(1)(b)).

Billing. Invoicing and payment data.

• Legal basis: performance of the contract (Art. 6(1)(b)) and compliance with accounting and tax law (Art. 6(1)(c)).

Security. IP addresses, timestamps and technical logs.

• Purpose: to keep the service secure and available.
• Legal basis: our legitimate interest (Art. 6(1)(f)).

Where we rely on legitimate interests you may object at any time — see Your data protection rights.

3. AI negotiation agent

If you enable the AI negotiation agent on a negotiation thread, the content of that thread and the mandate you set are sent to our AI model provider to draft bids and replies within your mandate. The agent cannot conclude a contract: every legally binding step needs an explicit action by an authorised person (see Terms). We make no decisions based solely on automated processing that produce legal effects for you (Art. 22).

4. Recipients

• Other platform users — your company profile, offers, bids and messages are visible to the counterparties you deal with; that is how an exchange works.
• Hetzner Online GmbH, Germany — hosting of the platform.
• Cloudflare, Inc. — network delivery and protection against attacks; it processes IP addresses and request data.
• E-mail delivery provider — sending system and notification e-mails.
• AI model provider — only for threads where you enable the AI agent.
• Public authorities — where the law requires us to disclose data.

All service providers act as our processors under a written processing agreement.

5. Transfers outside the EU/EEA

Some providers (Cloudflare and, where the AI agent is enabled, the AI model provider) may process data in the United States. Such transfers rely on the European Commission's adequacy decision for the EU–US Data Privacy Framework where the recipient is certified under it, otherwise on the European Commission's standard contractual clauses (Art. 46). You may ask us for a copy of the safeguards at [email protected].

6. How long we keep data

• Enquiries that do not lead to a contract — up to 24 months after our last contact.
• Account and platform data — for the life of the account, then up to 3 years (the general limitation period, § 629 of the Czech Civil Code) to settle possible claims.
• Invoices and accounting records — for the periods set by Czech accounting and VAT law (up to 10 years).
• Security logs — only as long as needed for security, as a rule no longer than 6 months.

7. Do you have to provide data?

Name and e-mail are needed to answer an enquiry; account data is needed to use the platform. Without them we cannot answer or provide the service. Nothing else is mandatory.

8. Your rights

You have the right of access, rectification, erasure, restriction, portability and objection, and the right to lodge a complaint with the Úřad pro ochranu osobních údajů. Details: Your data protection rights.

9. Cookies

See our Cookie Policy.