Last updated: November 7, 2019
The party responsible for processing your personal data is Mainfreight Limited (hereafter referred to as: “Mainfreight”). In this Privacy Statement we will explain which data we collect, what we do with it and what your rights are. We will always process your personal data in accordance with the current legislation and regulations on personal data, including the General Data Protection Regulation and the Telecommunications Act. This Statement may be amended over time; we therefore recommend that you check its content regularly. This Privacy Statement dates from November 2019.
Mainfreight will not process your personal data for any purpose other than those set out below, with which it has to be consistent. This personal data will not be stored longer than is necessary for the purpose for which it has been collected, unless a legal retention obligation applies.
Mainfreight processes your personal data on the basis of your prior consent to that effect, where such processing is necessary in order to prepare or fulfil an agreement, where Mainfreight is legally obliged to do so or where Mainfreight has a legitimate interest in doing so. If you have given consent for the processing of your data, you have the right to withdraw that consent any time. If such processing was based solely on your consent, it will cease immediately when you withdraw your consent.
For clarification, this Privacy Statement is divided in several sections:
- Personal Data received directly from data subjects
Website-visitors: using our website and app
Besides the cookies we might place, as discussed in our cookie statement, we collect and process different types of personal data via the websites mainfreight.com, owenstransport.com.au, chemcouriers.com.au, owens.co.nz, mainchain.net, dailyfreight.co.nz, systemplus.nl and via the Mainfreight Mobile application (the “Service”).
Contact with Mainfreight
The website offers companies various options for contacting Mainfreight. You can, for example, request information - without any obligation - about our services, such as transport, logistics/warehousing/VAL and sea or air freight. To be able to respond to your information request, we need your name, company name, telephone number and email address.
Do you have any suggestions, complaints or feedback about our website, our company or our services? Your feedback will help us further improve our services. We ask your name, company name, telephone number and email address, so that we can contact you after receiving your feedback or complaint. Only after you’ve given your consent to this in the contact forms, we will use your personal data for acquisition purposes as well.
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’ve provided your consent for this to us, and we will only process this to determine and show you the closest Mainfreight Office/Depot and contact details, so you are able to contact us in an even more fast and easy way. This data is stored outside the EEA, in New Zealand.
Quotation request and price calculation
In order to receive a non-binding quotation for your transport requirements, you have to leave your name, company name, address, telephone number and email address. We will send you the non-binding quotation by email. We will only use your telephone number if we have any questions about your quotation request. To enable us to prepare an appropriate quotation, you must state the address and country where the goods have to be loaded and where they have to be delivered.
It is also possible to calculate the price of your shipment directly online, via our separate Rijo tool. This tool is accessible via the round button with the words “Calculate your price and book your shipment”. By means of this tool you can quickly and simply obtain a price and book a shipment. For this purpose you must enter the country and postcode of the loading and unloading address, and provide information about the goods to be sent. After you have chosen a specific quotation and logistic partner, we will ask you to state the specific loading and unloading address where the goods are to be loaded and unloaded. This can also be a private address. You also have to enter the name and mobile phone number of a contact person for both the loading address and the unloading address, who can be contacted if there is no one there.
You can accept or decline this quotation directly. Mainfreight will not receive the data you have entered until you accept the quotation. If you accept the quotation, you will automatically receive an email with login details for this tool for any future shipment.
On our website and in our app you can create an account for the use of Mainchain, an online customer portal. To create an account, we ask you to enter your first and last name, the company name, the town and country where your company is based, your email address and your telephone number. We need this data to follow up your requests for information, quotations and shipments. This data is stored outside the EEA, in New Zealand.
As soon as you have requested a shipment and/or have accepted our quotation, you can receive shipment notifications by SMS or email, provided that you have indicated in advance that you wish to receive them. If you have accepted our quotation via our Rijo tool, you will have the opportunity to set up an account in this tool for any future shipments. The next time it will be quicker to book a new shipment. You can also trace your history of shipment and quotation requests. This tool also enables you to amend your data if it is no longer up to date.
Mainfreight mainly uses 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.
As a customer of Mainfreight you will receive a quarterly newsletter, which will inform you about developments at Mainfreight and in the market and about relevant customer cases. We will also keep you informed of our services by email, and we may send you an invitation by email for a customer day. Mainfreight sends these mailings on the basis of its own legitimate interest. You can unsubscribe from these mailings by using the unsubscribe option underneath each email. After unsubscribing, we will remove your email address from the mailing list within one week.
Mainfreight will also send you the emails necessary to dispatch a requested quotation to you, to confirm your shipment and to answer any questions of you.
Mainfreight sends customer surveys on a regular and random basis, so we can continuously improve our products and services for you. We process your name, e-mail, phone-number, company and the content of the feedback you provide via these surveys, and we share it internal with the relevant teams, depending on the questionnaire. We might contact you in order to clarify things if needed.
If you wish to know in what way we process your job application, please check the privacy statement as published on our different careers websites:
- https://careers.mainfreight.com Mainfreight Europe
- http://www.team.mainfreight.com/ Mainfreight New Zealand
Visitors to the business site
To be able to guarantee the security of visitors to Mainfreight's business site, we use camera images and registration lists. This concerns a legitimate interest on the part of Mainfreight.
Mainfreight's 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 for a maximum of four weeks after filming them, unless an incident has occurred. In that case the relevant images are stored until the incident has been handled.
To make sure that Mainfreight is 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, stating their name, company telephone number, car registration number and time of arrival and departure. In the event that any emergency occurs, Mainfreight 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 kept for one week.
- Personal Data received indirectly via third parties
It is possible, we receive your personal data via third parties. That might be the case in the following situations:
E-commerce-customers /B2C customers
We provide warehouse- and shipment-services to a wide scope of customers, and some of them offer E-commerce activities, or B2C activities for their customers. Incoming orders on their side, are shared with us for order handling, shipment-delivery and the tracking-communication. For this your contact-details, order-details and delivery address are shared with us.
Other logistics parties
We also receive shipment-requests of other logistics parties to fulfill. Personal data provided to these parties, will be shared by them with us, so we can fulfill these shipments. For this, the following personal data (if private addresses are in place) are shared with us: loading address, delivery address contact name loading/delivery address, category of goods and further shipment details.
- Security of personal data
Mainfreight will take appropriate technical and organizational measures to ensure that your personal data is well protected, taken into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing, as well as the risk of varying likelihood and severity for the rights and freedom of natural persons.
With these security measures, Mainfreight tries to protect personal data from unauthorized and unlawful processing, and to prevent accidental loss, destruction or damage of personal data.
- Sharing personal data with international parties and/or third countries
If you are located outside New Zealand and you choose to provide information to us, please note that we transfer the information, including your personal data, to New Zealand to process it (also) there.
Mainfreight will share your personal data with other parties in specific cases only, for example when this is necessary for the implementation of the agreement, when this is legally obliged or is requested by a competent authority, when you have given permission to do so or if Mainfreight has a legitimate interest in doing so.
As there are some shipments and requests we do not handle ourselves, it is possible that we ask another logistics party to process your shipment and use charters, agencies, airlines and shipping companies. To be able to complete your shipment, we will provide only the strictly necessary data to those parties.
Please note, if you contact us by e-mail, the content will be screened on malicious content by, and stored at, an external party as well, located in Australia.
Mainfreight uses MailChimp and MailPlus to send mailings and the MainMail (our digital newsletter). Mainfreight uses AskNicely to send customer surveys, and to receive response-reports as well. Both MailChimp as AskNicely are based in the US, and are certified by the EU-US Privacy Shield and therefore offers a suitable level of protection.
Where such parties are established outside the European Economic Area, Mainfreight will take appropriate security measures to ensure that your personal data is adequately protected. In countries for which the European Commission has issued an adequacy decision, an appropriate protection level is already in place. In other cases Mainfreight will make use of standard contractual clauses, as drawn up by the European Commission.
- Your rights
You have the right to request Mainfreight for access to or the rectification 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 Officer 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. In the event that 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:
Mainfreight Holding BV
FAO Data Protection Officer
7041 GD ’s-Heerenberg
Mainfreight Hong Kong Limited
FAO Data Protection Officer
Units 07-10, 8/F, Tower 1
Millennium City 1
388 Kwun Tong Road
FAO Data Protection Officer
1400 Glenn Curtiss Street
Mainfreight New Zealand
FAO Data Protection Officer
2 Railway Lane
Mainfreight Holdings Pty Ltd
FAO Data Protection Officer
154 Melrose Drive
Tullamarine VIC 3043