Privacy statement
ContainerBooking is a service of Sea & Shore Services B.V. This statement explains which personal data we process when you use containerbooking.com, our customer portal, quote and booking requests and our e-mail handling; why we do that; and what your rights are.
1. Who is responsible
Sea & Shore Services B.V., Westfrankelandsedijk 1, 3115 HG Schiedam, Chamber of Commerce (KvK) 50625101, VAT NL822843821B02, is the controller for the processing described here. Questions about privacy: [email protected] or +31 6 19926666.
2. What we process and why
| Purpose | Personal data | Legal basis (GDPR) |
|---|---|---|
| Your customer-portal account | Name, e-mail address, profile photo link and account ID from Google or Microsoft, if you sign in with them | Performance of a contract (art. 6(1)(b)) |
| Quote and booking requests | Name, e-mail address, company, route, dates, cargo details, pickup and delivery addresses, notes, and when you accepted our terms | Steps before a contract and performance of the contract (art. 6(1)(b)) |
| Carrying out shipments | Shipment details, contact details, messages, and documents you upload (such as commercial invoices and packing lists, which can contain details of shippers and consignees) | Performance of the contract (art. 6(1)(b)); legal obligations such as customs and tax rules (art. 6(1)(c)) |
| Invoicing and administration | Name, company, address, invoice and payment details | Legal obligation under tax law (art. 6(1)(c)) |
| E-mail communication | E-mail address, name, content of messages and attachments | Performance of the contract (art. 6(1)(b)); our legitimate interest in answering questions (art. 6(1)(f)) |
| Security and preventing misuse | IP address in our hosting provider's logs; a one-way coded version of the IP address used to limit the number of requests | Our legitimate interest in a secure, available service (art. 6(1)(f)) |
| Website statistics, only after you click “Accept” | A random visitor ID, pages visited, steps in the quote and booking forms, the website you came from and campaign tags (utm). Linked to your customer account only if you agreed. | Consent (art. 6(1)(a)). You can withdraw it at any time with “Cookie settings” at the bottom of every page. |
We do not use Google Analytics, advertising cookies or tracking by other companies.
Most of this data comes from you. We also receive data from others, for example contact details of shippers, consignees and notify parties from our customers and partners, and shipment information from carriers, terminals and authorities.
You do not have to give us your data. But without your name, e-mail address and shipment details we cannot answer your request or carry out a shipment, and some data, for example for customs and invoices, is required by law.
3. AI assistance
We use AI services to help handle e-mails and documents: they read incoming messages and attachments, extract shipment data and prepare replies. In our staff software this is OpenAI; in our booking assistant it is Anthropic (Claude). Prices on the website are calculated with a fixed formula from our tariffs, not by AI. A person checks every quote, booking confirmation and invoice before it is sent. Simple service messages (for example, that we received your request, or a reminder about missing documents) can be sent automatically. No decisions with legal consequences for you are made solely by automated means (art. 22 GDPR).
4. Who receives your data
We only share data when that is needed for the purposes above.
| Recipient | Why | Where |
|---|---|---|
| Google (Firebase / Google Cloud) | Sign-in, database, file storage, server functions | United States |
| Cloudflare | Hosting of the website, domain names, e-mail forwarding, protection against attacks | Worldwide network; company in the United States |
| Google (Gmail) | Receiving and sending our e-mail | United States |
| Microsoft (Microsoft 365) | Our staff's company e-mail | Company in the United States |
| Resend | Sending notification e-mails to our staff | United States |
| OpenAI | AI assistance in our staff software | United States |
| Anthropic | AI assistance in our booking assistant | United States |
| Our transport management system provider | Managing bookings, shipments and invoices | Within the EU, or with the safeguards in section 5 |
| mijn.host | Domain registration and e-mail for containerboeken.nl | The Netherlands |
| Google and Microsoft | Signing in, only if you choose that option | Their own privacy statements apply |
| Carriers, shipping lines, hauliers, terminals, customs agents and agents abroad | Carrying out your shipment | Worldwide, depending on the route |
| Authorities such as customs and the tax authority | When the law requires it | The Netherlands and the EU |
Providers that process personal data on our behalf may only use it for our purposes. We have data processing agreements with them (art. 28 GDPR); for most of them these are part of their standard business terms.
5. Data outside the European Union
Our database, files and server functions run in Google data centres in the United States (database region nam5, file storage US-EAST1, functions us-central1). Several other providers listed above are also based in the United States. These transfers rely on the EU–US Data Privacy Framework where the provider is certified, and otherwise on the European Commission's standard contractual clauses, which are part of the provider's data processing agreement. You can ask us for a copy of these safeguards at [email protected].
6. How long we keep data
| Data | How long |
|---|---|
| Website statistics | 13 months, then deleted automatically. Daily totals without personal data are kept longer. |
| Bookings and booking requests | 7 years after the end of the year of the last activity. After that we remove the personal details and keep only anonymous business data. |
| Quotes | Same as bookings |
| Invoices and the administration behind them | 7 years (legal obligation under Dutch tax law) |
| Uploaded documents | 7 years after the shipment, then deleted |
| Customer-portal account | As long as the account exists. On request we close it, except for data we must keep by law. |
| 7 years after the end of the year of the last message about the same booking or question, then deleted | |
| Security data (one-way coded IP address) | Deleted automatically, usually within a day |
| Technical logs with IP addresses at our hosting providers | Google Cloud: 30 days. Cloudflare: according to its own privacy policy. |
| Backups of our booking assistant | 14 days |
7. Security
We protect your data with, among other things: access per role, encrypted connections, required e-mail confirmation before a booking, checks on who sent an e-mail before we act on it, limits on public functions, a virus scan of uploaded documents, and security headers on the website.
8. Your rights
- See the personal data we have about you.
- Have incorrect data corrected.
- Have data deleted, unless we must keep it by law.
- Restrict the use of your data.
- Receive your data in a common format (data portability).
- Object to processing based on our legitimate interest.
- Withdraw your consent for statistics at any time with “Cookie settings”.
Send your request to [email protected]. We answer within one month and may ask you to confirm who you are. If you are not satisfied with how we handle your data, you can complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.
9. Cookies and browser storage
Read our cookie statement for what the website stores in your browser.
10. Changes
We may update this statement. The version date at the top shows which version you are reading.