Privacy Policy

The data controller responsible for processing your personal data is:

Our Data Protection Officer (DPO) can be contacted at: privacy@transportai.eu

Reference: Articles 13–14 of the General Data Protection Regulation (EU) 2016/679 (GDPR).

We collect the following categories of personal data to operate and improve our platform:

• Account data: Name, email address, company name, VAT number, registration number (e.g. KRS, REGON), business address, and phone number.
• Dispute data: Case descriptions, transport details (loading/delivery dates, routes, countries of origin and destination), claim amounts, and counterparty information.
• Documents: Uploaded files including CMR documents, invoices, contracts, delivery confirmations, and photographs related to disputes.
• Communication data: Messages exchanged within the platform between parties involved in a dispute or mediation.
• Usage data: Pages visited, features used, and session duration (collected only with your consent via analytics cookies).
• Cookie consent records: Your cookie preferences, session ID, country, language, and timestamp of consent.
• Technical data: Hashed IP address (SHA-256), browser type, operating system, and device information (for security and fraud prevention purposes).
• Payment data: Stripe transaction IDs, payment status, and billing information. We do not store credit card numbers, CVVs, or full payment credentials — all card processing is handled exclusively by Stripe (PCI DSS Level 1 certified).
• Credit balance and transaction history: Records of credit purchases, usage, and remaining balances associated with your account.

We process your personal data on the following legal grounds under Article 6 GDPR:

• Contract performance (Art. 6(1)(b) GDPR): Processing necessary to provide our dispute management, compliance tracking, and document generation services under your service agreement with CLARK MEDIA.
• Legitimate interest (Art. 6(1)(f) GDPR): Platform security, fraud prevention, abuse detection, service improvement, and internal analytics. We conduct balancing tests to ensure our interests do not override your fundamental rights.
• Consent (Art. 6(1)(a) GDPR): Analytics cookies, marketing cookies, optional promotional communications, and non-essential data processing. You may withdraw consent at any time without affecting the lawfulness of prior processing.
• Legal obligation (Art. 6(1)(c) GDPR): Compliance with EU and national regulatory requirements including tax record retention, anti-money laundering obligations, and audit logging.

Our platform uses automated systems and artificial intelligence to support the following operations:

• Dispute analysis: Classifying and evaluating reported transport problems (damage, delay, loss, non-compliance, unpaid invoices).
• Document generation: Creating draft legal documents such as pre-court notices, settlement proposals, and lawsuit documentation.
• Case matching: Identifying similar historical cases to estimate dispute outcomes and recommend resolution strategies.
• Legal research: Referencing applicable transport laws, EU regulations, CMR Convention provisions, and national legislation relevant to your case.

We use cookies categorised as follows:

We may share your data with:

• Counterparties: When you invite another party to mediation or negotiation, limited and relevant case data is shared with the invited party only.
• Lawyers: When you assign a lawyer to your case via the platform marketplace, case-related data is shared with the selected legal professional.
• Service providers: Stripe (payment processing), cloud hosting infrastructure, and email delivery services — all EU-based or operating under GDPR-compliant Data Processing Agreements (DPAs).

We retain your data for the following periods, after which it is securely deleted or anonymised:

• Account data: Retained while your account is active, plus 30 days after a deletion request to allow for recovery and compliance checks.
• Dispute data: Retained for 6 years after case closure, as required by commercial law for transport and commercial dispute records.
• Cookie consent records: Retained for 3 years to satisfy GDPR audit and accountability requirements.
• Usage analytics: Aggregated and anonymised after 26 months. Individual-level analytics data is purged.
• Invoices and billing records: Retained for 5 years as required under Polish tax law (Ordynacja Podatkowa, Art. 70 § 1 and Ustawa o VAT, Art. 112).

Under the General Data Protection Regulation, you have the following rights regarding your personal data:

To exercise any of these rights, contact privacy@transportai.eu. We will respond within 30 days of receiving your request. If your request is complex, we may extend this period by a further two months in accordance with Art. 12(3) GDPR, and we will inform you of any extension within the initial 30-day period.

In addition to GDPR, the following national data protection provisions may apply depending on your location. Additional country-specific provisions apply based on your jurisdiction.

Users in other European countries may lodge complaints with their respective national Data Protection Authority. A full list of EU/EEA supervisory authorities is maintained by the European Data Protection Board (EDPB) at edpb.europa.eu.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or regulatory guidance. When we make material changes, we will:

• Update the "Last updated" date at the top of this page.
• Notify registered users by email at least 14 days before changes take effect.
• Display a notice on the platform dashboard for 30 days.

Continued use of the platform after the effective date of changes constitutes acceptance of the updated policy.

If you have questions about this privacy policy, our data practices, or wish to exercise your data protection rights, contact us: