Privacy Statement Mainfreight Europe

As an international supply chain provider we offer transport, air and ocean and warehousing services. To fulfill these services we receive of our customers incoming orders, which include contact details, order details, delivery or loading addresses. 

We receive your personal data directly from you as a customer, indirectly by the company (our customer) where you placed a request to receive or send goods or indirectly from other logistic parties when we receive shipment requests from them.

We can share your personal data with suppliers we work with to fulfill the services requested. We only share the necessary information and work together with suppliers who respect your personal data as much as we do. 
We also share your personal data on a daily base within the Mainfreight group to be able to fulfill the services requested as we are an international supply chain provider. 

We store your data for the shortest amount of time as possible. We delete your data when possible and restrict it for access. The storage period for the different processing activities depends on the local legislations.  
We use different internal and external tools for providing the services requested. We only do business with external parties who protect the personal data as strictly as we do, and we have made the necessary agreements with these parties. 

More information:

Use of an account of Mainfreight  
As a customer you can create an account for the use of Mainchain (including the Shipment Centre EU), an online customer portal and Maintel: a dashboard for you as our customer. These in-house tools are connected to the systems (tools) that we use to fulfill the services requested. To create an account, we ask you to fill in your first and last name, your company name, the town and country where your company is based, an email address and a telephone number. We need this data to follow up on your requests for information, quotations and shipments. This data is stored in New Zealand. 

Use of the mobile device application
If you use the Mainfreight Mobile Application, it is possible for you to share the (estimated) geo-location of your device with us. We only process the (estimated) geo-location of your device after you have given us your consent. We will only process this to determine and show you the closest Mainfreight Branch and contact details, so you are able to contact us fast for your convenience. This data is stored in New Zealand.

Customs activities
If we are requested to provide the customs activities, we need to inform the local authorities about the shipments. Only the strictly necessary personal data will be processed. If necessary, we will use an external tool. We made the necessary agreement with these parties to guarantee the appropriate security measures. 
When we fulfill the services requested for a company by direct representation, the company’s representative shares with us their name, date and place of birth, telephone number, email address and signature. We have a legal obligation to process these data. We process only the strictly necessary personal data and only for as long as necessary.  

Invoices
We mainly use e-invoicing, which means we send you our invoices digitally. In some cases, we also send invoices by post. Shipment, customer and invoice data is stored in accordance with the legal retention periods. If necessary, we will use an external tool. We made the necessary agreement with these parties to guarantee the appropriate security measures.

Insurances
We have a legal and contractual obligation to keep records of the claims that are made. We use an external tool for a good overview of all the insurance claims and we process only the strictly necessary personal data. We made the necessary agreement with this party to guarantee the appropriate security measures.

Mainsale
The sales teams use an in-house tool for sales activities. The data is stored on the Mainfreight server in New Zealand. The personal data that we process for these activities are the contact details. 

John Deere Merchandise
To read about the Privacy Statement specific for John Deere Merchandise, where we cooperate together with John Deere click here. 

Third party Analytics and Advertising Tools

Google Analytics and Meta
The websites use third-party analytics tools (e.g. Google Analytics) to collect and process data about your use of our websites, including when you visit the websites, URLs of the other websites that you visited prior to visiting our websites and when you visit those websites, and IP addresses assigned to the devices from where you access the Internet. Our analytics providers may set and read cookies to collect this data and your web browser will automatically send data collected by those cookies to our analytics providers. Our analytics providers use this data to provide us with reports that we will use to improve our websites. For more information on how Google uses this data, visit Google’s Privacy Notice and Google’s page on How Google uses data when you use our partners' sites or apps. To prevent this data from being used by Google Analytics, follow the instructions to download and install the Google Analytics Opt-out Browser Add-on for each browser you use. Using the Google Analytics Opt-out Browser Add-on will not prevent us from using other analytics tools and will not prevent data from being sent to the website itself or to Google. 

The websites may also use or participate in advertising networks and related advertising services that are managed and provided by third-party advertising servers, advertising agencies, technology vendors, and research firms, including Google Ads, Google Analytics remarketing services and advertising services provided by Meta (sometimes referred to the Meta “tracking pixel”).
These services collect information about your visits to and interactions with the website and other third party websites and will use that information to target advertisements for goods and services and to display those advertisements on other websites. The information collected may be associated with your personal information. Advertising networks often gather data about consumers who view advertisements to make inferences about a consumer’s interests and preferences, which enables their computers to deliver advertisements directly targeted to the consumer’s specific interests. 

To opt out of remarketing advertising provided through Google, to customize your ad preferences, or to limit Google’s collection or use this information, visit Google’s Ad Settings and follow Google’s personalised ad opt-out instructions. Opting out will not affect your use of the service.

For certain Meta advertising services, Meta Ireland is a Joint Controller (as defined in the GDPR) and that information required under the GDPR related to such processing can be found at https://www.facebook.com/about/privacy. We work with Meta and use their advertising services to measure and improve our ads and marketing efforts, as well as to display more relevant advertising to you. For further information on how Meta Ireland processes your personal information, including the legal basis, and the ways to exercise your rights, please visit https://www.facebook.com/about/privacy.

To change your preferences with respect to certain online ads and to obtain more information about third-party ad networks and online behavioural advertising, please visit the National Advertising Initiative Consumer opt-out page or the Digital Advertising Alliance Self-Regulatory Program. Please remember that changing your settings in individual web browsers or ad networks do not necessarily carry over to other browsers or ad networks. As a result, depending on the opt-outs you request, you may still see our ads from time to time.

Microsoft Clarity
We improve our products and advertising by using Microsoft Clarity to see how you use our website. By using our site, you agree that we and Microsoft can collect and use this data. We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimisation, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

Cookies
We use cookies to give you the best experience when you visit our website or our mobile device application. For more information about the use of cookies and the processing of personal data (e.g. IP address, log-in date) by using the cookies, read the Cookie Statement.

Contact forms on the website 
On the website we have different contact forms which can be used. Depending on the form we will process your contact details (full name, telephone number, email address, country) to be able to contact you. We never store the data longer than necessary. 

Whistleblower 
We have a whistleblowing procedure for a few branches within Europe where Mainfreight is located. Click here for the specific Privacy Statement for those procedures.

We use different communication tools (for example, Microsoft, Team Viewer, Cisco Systems, Topdesk, Freshworks) to inform you and to communicate with you to be able to fulfill the services requested.More specific, we use:

Newsletters
As a customer of Mainfreight you will receive newsletters, which will inform you about developments at Mainfreight, in the market and relevant customer cases. We will also keep you informed about our services by email, and we may send you an invitation by email for a customer day. We send these mailings based on consent. You can unsubscribe from these mailings by using the unsubscribe option below each email. After unsubscribing, we will remove your email address and name from the mailing list within one week. We use MailChimp for sending the newsletters. 

Customer surveys
We send customer surveys by an external party, AskNicely, on a regular and random basis, so we can continuously improve our products and services for you. We process your full name, e-mail address, telephone number, company name and the content of the feedback you provide via these surveys. We share it internally with the relevant teams, depending on the questionnaire. We might contact you in order to clarify things if needed. 

Social media
We have social media profiles on Facebook, Instagram, YouTube, LinkedIn, X and Vimeo. The images of our team members on the pictures and movies that are shown there are processed with consent of the relevant team members. 

With all the aforementioned external parties we made the necessary agreements to guarantee the appropriate security measures.

To be able to guarantee the security of visitors to our business site, we use camera images and registration lists. 

Camera images
Our business site is monitored by means of camera images in order to be able to combat crime and fraud. It is therefore possible that you are filmed when you visit our business site. This is clearly indicated on warning signs at the site. These camera images are stored in accordance with the maximum local retention period unless an incident has occurred. In that case, the relevant images are stored conform the legal obligations. 

Registration lists on site
To make sure that we are aware of the number of people (including visitors) present at its business site at any time, we make use of a registration list for visitors. Each visitor must fill in this registration list, with their contact details and time of arrival and departure. If any emergency occurs, we will be able to check on the basis of these registration lists which visitors are still in the building or on the site. The registration lists are stored for one week.

You can apply for a job on our website. For applicants of Mainfreight Europe there is a specific Careers and Recruiting Privacy Statement which gives you more information about how we process your personal data when you apply. 

We will take appropriate technical and organisational measures to ensure that your personal data is well protected. With these security measures, we try to protect personal data from unauthorised and unlawful processing, and to prevent accidental loss, destruction or damage of personal data. 

We use different tools to keep your data safe. We only do business with external parties who protect the personal data as strictly as we do, and we have made the necessary agreements with these parties

We operate internationally and therefore, in most of the situations, we transfer data to other countries. In some situations, we send the data to countries where the security of personal data is not automatically guaranteed. In that kind of situations, we will take, if necessary, appropriate security measures to ensure that your personal data is adequately protected. We only share your personal data based on a legal basis and only forward the strictly necessary information. 

Besides aforementioned, we sometimes share your data internally with other Mainfreight entities to be able to draft overviews, analyses, reports, etc. all for business-related aspects, business plans and strategies. Our National Support Team is based in New Zealand. The legal ground of this processing is based on the legitimate interest of being able to do business and to keep ahead of the competition.
 

You have the right to request us for access to, or the rectification of, or the withdraw of your consent, or erasure of your personal data and the right to restrict the processing of data relevant to you. In certain circumstances you also have the right to object to specific forms of processing and the right to have your personal data transferred to you. If you wish to make use of your rights, please contact the privacy contact person in your own region. An overview is visible at the bottom of this privacy statement.

You will receive a response to your request within a maximum of one month. This period can be extended by two months, depending on the number of requests and/or their complexity. We will also inform you of this within one month. If your request is rejected, we will also explain the reason for this. If you do not agree with the content of our response or the rejection of your request, you will have the option to submit a complaint to your National Supervisory Authority or to lodge an appeal with the court.
 

For further information about this privacy statement, your rights or the processing of your personal data in other respects you can contact the Privacy Officer of your Mainfreight region directly via the following contact details: 

(Click here for information about the contact details for the external DPO’s for Germany) 

Mainfreight Europe               Mainfreight Holding BV FAO Data Protection Officer Industriestraat 10 7041 GD ’s-Heerenberg The Netherlands privacy.eu@mainfreight.com	Mainfreight Asia  Mainfreight Hong Kong Limited FAO Data Protection Officer    8/F, Tower 2 Magnet Place 38-42 Kwai Fung Crescent Kwai Fong Hong Kong privacy@mainfreightasia.com	Mainfreight Americas            Mainfreight Inc. FAO Data Protection Officer 1400 Glenn Curtiss Street Carson CA 90746 United States privacy@mainfreightusa.com
Mainfreight New Zealand Mainfreight Limited  FAO Data Protection Officer 2 Railway Lane  Otahuhu Auckland 1062 New Zealand privacy@mainfreight.co.nz	Mainfreight Australia Mainfreight Holdings Pty Ltd FAO Data Protection Officer 154 Melrose Drive Tullamarine VIC 3043 Australia privacy@mainfreight.com.au