Privacy Policy

Last updated: 7 May 2026

ScanCargo ApS ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect personal data when you register as a potential business partner through our partner registration portal.

1. Data Controller

We are the data controller for the personal data processed through this registration form. If you have any questions about this policy or our data practices, please contact us using the details above.

2. What Personal Data We Collect

When you submit the partner registration form, we collect the following personal data:

• Contact person name — to identify the representative of your company
• Phone number — to contact you regarding your application
• Email address — to communicate with you about your application and potential partnership
• Company information — company name, country, service types, commodities, and routes (this is business data but may be linked to you as an individual)
• Uploaded documents — business licenses, insurance papers, certifications, etc., which may contain personal data
• Submission timestamp — recorded automatically when you submit the registration form

3. Legal Basis for Processing

We process your personal data on the following legal bases under the EU General Data Protection Regulation (GDPR):

• Article 6(1)(b) — Performance of a contract or pre-contractual measures: Processing your registration data is necessary to evaluate your application and take steps at your request prior to entering into a partnership agreement with ScanCargo.
• Article 6(1)(f) — Legitimate interests: We have a legitimate interest in maintaining records of our business relationships, ensuring network security, and defending against legal claims.

Providing the personal data marked with an asterisk (*) in the registration form is mandatory. Without this data, we cannot evaluate your application or enter into a partnership with your company.

4. How We Use Your Personal Data

We use your personal data for the following purposes:

1. To evaluate your company's suitability as a ScanCargo partner
2. To communicate with you about your application and any follow-up questions
3. To onboard your company as an approved partner, if successful
4. To maintain our partner network and facilitate logistics operations
5. To comply with legal and regulatory obligations
6. To establish, exercise, or defend legal claims

5. Recipients of Your Personal Data

Your personal data is accessed only by authorised ScanCargo personnel who need it to perform their duties (e.g., partner onboarding team, operations management, IT administration).

We do not sell or rent your personal data to third parties. We may share your data only in the following limited circumstances:

• IT service providers: We use third-party hosting and email services. These providers process data on our behalf under strict data processing agreements (Article 28 GDPR).
• Legal obligations: We may disclose data if required by law, court order, or regulatory authority.
• Professional advisers: Accountants, auditors, or lawyers who need the data to provide their services to us.

6. International Data Transfers

Your personal data is stored and processed within the European Economic Area (EEA). If we ever need to transfer your data outside the EEA (e.g., to a cloud service provider), we will ensure appropriate safeguards are in place, such as EU Standard Contractual Clauses (SCCs) or an adequacy decision by the European Commission.

7. Data Retention

We retain your personal data for as long as necessary for the purposes described in this policy:

• Successful applications: For the duration of our business relationship, plus any applicable statutory retention periods (typically 5 years under Danish bookkeeping law).
• Unsuccessful applications: If your application is rejected, we mark your record as "rejected" but retain the data for 24 months so we can handle any follow-up questions or disputes. After 24 months, the data is deleted. You may request earlier deletion at any time by contacting us.
• Legal claims: We may retain data for longer if necessary to establish, exercise, or defend legal claims.

8. Your Rights Under GDPR

As a data subject, you have the following rights:

• Right of access (Article 15): You can request a copy of the personal data we hold about you.
• Right to rectification (Article 16): You can ask us to correct inaccurate or incomplete data.
• Right to erasure ("right to be forgotten") (Article 17): You can request deletion of your data in certain circumstances.
• Right to restriction of processing (Article 18): You can ask us to limit how we use your data.
• Right to data portability (Article 20): You can request your data in a structured, machine-readable format.
• Right to object (Article 21): You can object to processing based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at hsn@scancargolog.com. We will respond within one month of receiving your request.

You also have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet) if you believe our processing of your personal data infringes GDPR.

9. Cookies and Tracking

The partner registration form uses essential session cookies to maintain your session and protect against cross-site request forgery (CSRF). These cookies are necessary for the technical functioning of the site and are set based on our legitimate interest in secure operation (Article 6(1)(f) GDPR). We do not use tracking or analytics cookies on this page.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or our handling of your personal data, please contact us:

← Back to registration