This is a translation. In case of any discrepancy, the Czech version prevails.
The Palletoo application (app.palletoo.com) and the palletoo.com website are operated by Hifour s.r.o., Company ID 47537841, with its registered office at Dobrovského 1076/36, 170 00 Prague 7, Czech Republic ("Palletoo", "we"). Privacy contact: support@palletoo.com.
1. Our role
Palletoo is software for managing shipments and also offers its own shipping of consignments through partner carriers. Data you enter into the software when working with your own carriers is processed by us as a processor on your instructions; you are its controller (sections 2 and 3).
We act as controller for data about shipments you order from us (we arrange the carriage in our own name and are liable for it) and for data needed to run your account, invoicing, service security and communication with you (section 4).
2. Data we process as a processor
This is data you enter into Palletoo, or that arises there, when you work with your own carriers (not shipments ordered from us, see section 4):
- shipments and requests for quotation: loading and unloading addresses, on-site contact persons, recipients, goods details, dates, prices,
- your carriers and their contact persons,
- documents you upload, and credentials for your accounts with your own carriers (stored encrypted and used only to send orders you confirm),
- communication with carriers sent or received via Palletoo, including carriers' replies to your requests.
We process this data solely to provide the service and under the Data Processing Agreement, which forms part of the Terms and Conditions. We do not use it for our own purposes, do not sell it and do not use it to train artificial intelligence models.
As controller, you are responsible for informing the persons whose data you enter into Palletoo (e.g. contact persons and recipients) and for the legal basis of the processing. If a data subject contacts us directly to exercise their rights, we will forward the request to you and provide the assistance you need.
3. Connected mailbox (Google, Microsoft 365)
Pro and Enterprise users can connect their Gmail / Google Workspace or Microsoft 365 / Outlook mailbox so that requests to their carriers are sent from their own address. This is part of the service we provide as a processor.
From Google or Microsoft we obtain only the mailbox address and name and permission to send emails on your behalf. We use these scopes:
- Google:
gmail.send(sending) andopenid,email(account address), - Microsoft:
Mail.Send(sending),User.Read(mailbox name and address) andopenid,email,profile,offline_access(sign-in and keeping access).
We do not request any permission to read your mailbox.
Access and refresh tokens are stored encrypted (AES-256-GCM).
We use this permission solely to send a request that you confirm in Palletoo to the carriers you have specified. We do not read, scan or store your email; we store only a copy of the request Palletoo sent. Carriers' replies to requests sent this way are delivered to a Palletoo address created for that request so that we can display and process them in your account; we forward them to your mailbox only if you turn this on in Settings.
You can disconnect the mailbox at any time in Settings → Bulk requests. This deletes the tokens and, for Google, also revokes them. You can also remove access directly in your Google or Microsoft account settings.
Palletoo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use data from Google APIs for advertising, do not sell it, do not transfer it to others (except as necessary to send the request) and do not use it to develop, improve or train artificial intelligence models. Palletoo staff may access it only with your explicit consent, for security purposes (e.g. investigating abuse) or where required by law.
4. Data we process as a controller
| Data | Purpose | Legal basis | Retention |
|---|---|---|---|
| Shipments ordered from Palletoo: sender, recipient, contact persons, loading and unloading addresses, consignment details, dates, transport documents, communication and claims | arranging carriage through partner carriers, consignment tracking, handling claims and damage events, invoicing | performance of a contract; for persons who are not our customer (recipients, contact persons), our legitimate interest in proper performance of the carriage | 3 years from delivery or settlement of a claim, longer if a dispute is pending; accounting records 10 years |
| Account and user data: name, email, phone, company, company ID, VAT ID, billing address | running the account, performance of the contract, customer support | performance of a contract; for users acting on behalf of a company, our legitimate interest in performing the contract with it | for the term of the contract and 3 years after it ends, or until a dispute is resolved |
| Invoices, payments, bank account numbers and payment matching | accounting and taxes | legal obligation | 10 years (Section 35 of the Czech VAT Act) |
| Login and usage logs, IP address, browser data | security, abuse prevention, operating the service | legitimate interest | max. 12 months |
| Traffic statistics for palletoo.com (page visited, referring website, campaign parameters) | measuring website traffic | legitimate interest | according to the statistics provider's terms |
| Contact details of existing customers | marketing communications about our similar services | legitimate interest (Section 7(3) of Act No. 480/2004 Coll.) | until you object or the contract ends |
We obtain the data of recipients and contact persons for shipments ordered from us from the customer who orders the shipment.
Providing account data is necessary to conclude the contract; without it we cannot set up your account.
No automated decision-making producing legal or similarly significant effects takes place when providing the service.
5. Who we share data with
We share data only to the extent necessary for the service:
- partner carriers through which we arrange, in our own name, shipments ordered from us: road, sea, air and rail carriers and freight forwarders in the Czech Republic and abroad. They process the data as independent controllers to perform the carriage,
- carriers to whom you send requests or orders in the software on your instructions,
- our processors (sub-processors): application hosting (Hetzner, Germany), hosting of the palletoo.com website including traffic statistics (Macaly, LANGTAIL.COM s.r.o., Czech Republic), transactional email (Postmark), invoicing (Fakturoid), internal operational alerts (Slack), email and office services (Google Workspace), AI processing of documents and carrier replies (Anthropic). Data from your connected mailbox is not shared with them. We have a data processing agreement with each of them. The current list is on the Sub-processors page,
- insurers and loss adjusters when handling damage to consignments,
- Google or Microsoft as your mailbox provider, if you connect your mailbox and send a request through it,
- public authorities where required by law.
6. Transfers outside the EU
| Provider | Safeguard |
|---|---|
| Google, Microsoft, Postmark, Slack | EU–US Data Privacy Framework |
| Anthropic | Standard Contractual Clauses (part of the data processing agreement) |
| Partner carriers and recipients outside the EEA (international shipments) | transfer necessary for the performance of a contract (Art. 49(1)(b) GDPR), or Standard Contractual Clauses |
We will provide a copy of the relevant safeguards on request.
7. Security
We protect data with technical and organisational measures appropriate to the risk, in particular encryption in transit, encryption of sensitive data, access control and regular backups. Backups are overwritten in a 30-day cycle.
8. Your rights
For data we process as a controller (section 4), you have the right of access, rectification, erasure, restriction of processing and data portability. Send requests to support@palletoo.com; we will respond within one month. We may ask you to verify your identity.
Right to object: you may object at any time to processing based on our legitimate interest. You may opt out of marketing communications at any time, including via the link in each message; we will then stop sending them.
For data we process as a processor (sections 2 and 3), please exercise your rights with the customer who entered it into Palletoo.
You also have the right to lodge a complaint with the Czech Office for Personal Data Protection (Úřad pro ochranu osobních údajů, www.uoou.cz).
9. Cookies
The palletoo.com website does not use cookies. We measure its traffic without cookies using the statistics of our hosting provider (Macaly), which record the page visited, the referring website and campaign (UTM) parameters; the legal basis is our legitimate interest in measuring traffic. The application does not use cookies; it stores in browser storage only data strictly necessary for login and for the service to work, which does not require consent. Details are in our Cookie Policy.
10. Changes to this policy
We may update this policy. We will announce material changes in the application or by email; the current version is always available on this page.