Privacy Policy – LoadmatePro

Last Updated: 14-7-2025

1. Introduction

At LoadmatePro, we are committed to protecting your personal data and privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website, use our software and services, or interact with us in any other way.

We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch privacy laws. For international users, including those in the United States and other non-EU jurisdictions, this Privacy Policy also applies, but Dutch law governs.

2. Who We Are

LoadmatePro offers Software-as-a-Service (SaaS) solutions focused on logistics, automation, asset tracking, and operational efficiency. We process data both on our own behalf and on behalf of our clients ("data controllers").

3. What Data We Collect

We may collect and process the following types of personal data:

3.1. Client Data (Business Use)

  • Company name, address, and contact details
  • Names and email addresses of users
  • User roles and permissions
  • Login credentials (encrypted)
  • Communication records and support tickets
  • Billing and invoicing data

3.2. Usage Data

  • IP address and device information
  • Browser type and operating system
  • Time spent on the platform, pages visited
  • Click behavior and system logs

3.3. Cookies and Tracking

We use functional and analytical cookies to optimize platform performance and user experience. We do not use third-party advertising cookies.

See our [Cookie Policy] for more details.

4. How We Use Your Data

We only use personal data for the following purposes:

  • To provide access to and functionality of our platform
  • To contact users regarding system updates, support, or incidents
  • To manage user accounts and roles
  • To improve system performance and user experience
  • To meet legal obligations (e.g., tax, fraud prevention)

We will never sell or rent your data to third parties.

5. Legal Grounds for Processing

We process personal data based on one or more of the following legal grounds under the GDPR:

  • Performance of a contract (Art. 6.1.b GDPR)
  • Compliance with a legal obligation (Art. 6.1.c GDPR)
  • Legitimate interest (Art. 6.1.f GDPR), such as improving our services
  • Consent (Art. 6.1.a GDPR), where explicitly requested

6. How Long We Keep Data

We retain personal and operational data for up to 12 months after termination of service or inactivity, unless:

  • A different period is required by law (e.g., tax or accounting laws);
  • You request earlier deletion (see Section 9);
  • We have a legitimate interest to store aggregated or anonymized data for system analysis and reporting.

7. Data Security

We use the following measures to safeguard your data:

  • Encrypted HTTPS connections (TLS 1.2 or higher)
  • Strong password and access policies
  • Regular security audits and monitoring
  • Encrypted storage and daily backups
  • Role-based access control (RBAC)

Despite our efforts, no system is 100% immune to risks. We cannot guarantee that data will never be lost, stolen, or exposed due to cyberattacks or unforeseen events. Read our Terms and Conditions for more on liability limitations.

8. Data Sharing with Third Parties

We only share your data with third parties when:

  • They are subprocessors (e.g., cloud hosting, email provider), under a signed Data Processing Agreement (DPA);
  • Required by law (e.g., court order or legal investigation);
  • You have given us explicit consent.

We never share personal data with marketing agencies or social media platforms.

9. Your Rights under the GDPR

As a data subject, you have the following rights:

  • Right to access – Request a copy of your personal data
  • Right to rectification – Correct inaccurate or incomplete data
  • Right to erasure ("right to be forgotten") – Request deletion
  • Right to restrict processing – Temporarily limit use of your data
  • Right to data portability – Transfer your data to another provider
  • Right to object – Object to processing based on legitimate interest
  • Right to withdraw consent – For any processing based on your consent

To exercise your rights, contact: [email protected]

10. International Data Transfers

All data is processed in the EU or in jurisdictions that comply with GDPR adequacy standards. If data is transferred outside the EU/EEA, we ensure this is done:

  • Under EU Standard Contractual Clauses (SCCs);
  • To certified U.S. providers (e.g., under the EU-U.S. Data Privacy Framework).

11. Minors

Our services are intended for business use only and not directed toward children under 16. We do not knowingly collect data from minors.

12. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage, and provide personalized content. You can control cookie settings through your browser preferences.

13. Changes to This Privacy Policy

We reserve the right to update this policy. Changes will be posted on our website, and we may notify active users by email. Continued use of the platform after changes implies acceptance.

14. Contact & Complaints

If you have questions, requests, or complaints, contact: [email protected]