Ida-Viru Auto Transport ("we", "our", or "us") provides professional vehicle transportation services in Ida-Viru County and throughout Estonia. This Privacy Policy explains how we handle your personal information when you use our transport services, request quotes, or interact with our operations.
We operate with transparency and professionalism in both our transport services and data handling practices. We comply with the General Data Protection Regulation (GDPR), the Estonian Personal Data Protection Act, and other applicable regulations for transport businesses.
Transport Security: Just as we prioritize the physical security of your vehicles during transport, we prioritize the digital security of your personal information throughout our operations.
To provide safe and efficient vehicle transport services, we collect necessary information:
Customer & Contact Information
- Personal Details: Full name, contact information (phone, email, address)
- Identification: For business clients, company registration details
- Communication Records: Quotes, service agreements, correspondence
- Payment Information: Billing details, payment history
Vehicle & Transport Information
- Vehicle Details: Make, model, year, VIN (Vehicle Identification Number)
- Transport Requirements: Pickup/delivery locations, dates, special instructions
- Vehicle Condition: Pre-transport inspection records, photos
- Insurance Information: For insured transports, relevant policy details
Operational Information
- Driver & Logistics Data: Route information, driver details, transport schedules
- Location Data: For tracked transports, real-time location information
- Service Records: Transport history, service feedback, incident reports
- Regulatory Documentation: Required transport permits and documentation
We use information exclusively for transport operations and service improvement:
| Purpose | Legal Basis | Transport Context |
|---|---|---|
| Quote preparation and service agreements | Performance of contract | Creating accurate transport quotes and contracts |
| Vehicle pickup and delivery coordination | Performance of contract | Scheduling and executing vehicle transport |
| Transport safety and security | Legitimate interest & legal obligation | Ensuring safe vehicle handling and transport |
| Route planning and logistics | Performance of contract | Efficient transport route planning |
| Insurance processing and claims | Performance of contract | Managing transport insurance coverage |
| Customer communication and updates | Performance of contract | Providing transport status updates |
| Billing and payment processing | Performance of contract | Financial transactions for transport services |
| Regulatory compliance | Legal obligation | Meeting Estonian transport regulations |
| Service improvement | Legitimate interest | Enhancing transport operations and safety |
| Marketing communications (with consent) | Consent | Sharing service updates and offers |
To deliver transport services, we collaborate with trusted partners:
Transport Partners
- Drivers & Transport Crews: Necessary information for pickup/delivery
- Logistics Partners: For complex or multi-leg transports
- Insurance Providers: For insured transports and claims
- Maintenance Facilities: For vehicle inspections or repairs
Information Shared with Partners
We share only essential transport information:
- Pickup/delivery locations and contact details
- Vehicle identification and specifications
- Transport instructions and requirements
- Emergency contact information
Partner Security: All transport partners undergo vetting and are required to handle information responsibly, using it only for the specific transport operation and never for their own purposes without authorization.
Regulatory & Legal Sharing
- Transport Authorities: As required by Estonian transport regulations
- Police & Border Guard: For cross-border or regulated transports
- Insurance Companies: For claims or verification purposes
- Legal Authorities: When required by law or legal process
We implement appropriate security measures for transport operations:
Technical Security
- Secure data storage with encryption
- Protected communication channels
- Secure access controls for transport systems
- Regular security updates and monitoring
Operational Security
- Limited access to sensitive information within our team
- Secure handling of physical transport documents
- Training for all staff on data protection
- Secure disposal of unnecessary information
Transport-Specific Security
- Vehicle Information Protection: Secure handling of VIN and registration data
- Location Data Security: Protected tracking information for high-value transports
- Document Security: Safe handling of transport permits and documentation
- Emergency Protocols: Data protection measures during transport incidents
Under GDPR and applicable data protection laws, you have the following rights:
- Right to Access: Request copies of your personal information
- Right to Rectification: Request correction of inaccurate information
- Right to Erasure: Request deletion of your information under certain conditions
- Right to Restrict Processing: Request limitation of how we use your information
- Right to Data Portability: Receive your information in a structured format
- Right to Object: Object to certain types of processing
- Right to Withdraw Consent: Withdraw marketing consent at any time
- Right to Transport Information: Access details about your transport services
Transport Record Considerations: Due to legal requirements for transport records, insurance, and regulatory compliance, we may need to retain certain transport information for specified periods. We will inform you of any such requirements when responding to your requests.
As a transport company with international operations, your information may be transferred:
Within Estonia & EU
- Primary data processing in Estonian data centers
- Transport information shared with EU-based partners
- Secure EU-based systems for transport management
Cross-Border Transports
For international vehicle transports:
- Border Crossing Information: Shared with border authorities as required
- International Partners: For multi-country transport operations
- Customs Documentation: Required information for customs clearance
Transfer Safeguards
- EU-approved standard contractual clauses for transfers
- Adequacy decisions for destination countries
- Data minimization for international transfers
- Transparent communication about data flows
We retain information based on operational needs and legal requirements:
Retention Periods
- Active Transport Records: Retained throughout service and completion
- Transport Documentation: 7 years (Estonian transport record requirements)
- Financial Records: 7 years (tax and accounting requirements)
- Insurance Records: 10 years (insurance and claims requirements)
- Customer Service Records: 3 years for service improvement
- Marketing Information: Until consent withdrawal or 3 years of inactivity
- Vehicle Inspection Records: 5 years for quality assurance
Transport-Specific Considerations
- High-Value Transports: Extended records for insurance and security
- Incident Reports: Retained for legal and insurance purposes
- Regulatory Documents: Retained as required by transport authorities
- Vehicle History: For repeat customers, retained for service continuity
Contact Our Transport Privacy Team
For privacy inquiries, data requests, or transport-specific concerns:
Ida-Viru Auto Transport
Sillamäe linn, Kesk tn 45-20, 40232 Ida-Viru maakond
Transport Manager: Mena Mandivi
Phone: +372 397 1835
Email: privacy@ida-viruauto.ee
Data Protection Contact: dataprotection@ida-viruauto.ee
Emergency Transport: emergency@ida-viruauto.ee
We respond to all transport privacy inquiries within 48 hours during business days.