Privacy Policy & Cookie Notice

1. Data Controller Identification

The data controller responsible for the processing of your personal information collected through this website (www.arwen-olsen.ro) is:

• Entity: Arwen Olsen S.R.L.
• Registration Number (Reg. Com.): J40/12975/2016
• Fiscal Code (CUI / VAT): RO36607152
• Registered Address: Calea Dorobanți 135-145, bl. 10, sc. B2, et. 5, ap. 111, Sector 1, Bucharest, Romania
• Compliance Contact: [email protected] | +40 741 201 413

2. Categories of Personal Data Collected

Depending on how you interact with our platform and logistics services, we collect and process the following categories of data:

a. Data Provided Directly by You

• Identification & Contact Details: Full name, corporate email address, direct phone number, and job title.
• Corporate Information: Company name, fiscal registration code (CUI/VAT), registered billing address, and industry sector.
• Cargo & Logistics Specifications: Shipment origin, destination port/terminal, cargo type, gross weight, volume (CBM), commodity codes (HS Code), and specialized classifications (e.g., UN3480 lithium batteries, IMO dangerous goods, or oversized project cargo).
• Communications: Specific operational inquiries, feedback, and notes provided through our contact and quote forms.

b. Automatically Collected Telemetry

• Technical Metadata: Internet Protocol (IP) address, browser family and version, operating system, device category, screen resolution, and language preferences.
• Navigation Activity: Pages visited, duration on site, referral URLs, and interactions with shipment tracking or calculator tools.

3. Purposes of Data Processing

We collect and process your information exclusively for legitimate commercial, operational, and regulatory purposes:

1. Freight Quotation & Service Execution: To calculate multimodal freight rates, organize containerized sea shipments, air cargo, rail transport via Middle Corridor, and road haulage.
2. Customs Formalities: To prepare import/export documentation, perform Port of Constanța customs clearance, and execute EU fiscal representation under Procedure 42.
3. Client Relationship & Support: To communicate shipment status updates, track consignments, and resolve customer service inquiries.
4. Security & Fraud Prevention: To safeguard our digital infrastructure against unauthorized access, malicious payloads, and cyber threats.
5. Regulatory & Fiscal Compliance: To adhere to European Union transport regulations, international maritime trade laws, and Romanian statutory accounting requirements.

4. Legal Grounds for Processing (GDPR Article 6)

In accordance with Regulation (EU) 2016/679 (GDPR), all data processing by Arwen Olsen is founded upon one or more lawful bases:

• Contract Performance & Pre-Contractual Steps (Art. 6(1)(b)): Processing necessary to provide formal shipping proposals, issue booking confirmations, or execute freight forwarding contracts.
• Legal Obligations (Art. 6(1)(c)): Fulfilling tax legislation, mandatory customs declarations (ANAF, Romanian Customs Authority), and international transport security standards.
• Legitimate Interests (Art. 6(1)(f)): Protecting our platform against fraudulent submissions and continuously optimizing our logistics operations.
• Consent (Art. 6(1)(a)): Explicit affirmative consent given for optional analytical metrics and voluntary newsletter or update subscriptions.

5. Data Retention & Safeguards

Arwen Olsen implements rigorous technical and organizational security measures, including HTTPS encryption in transit, strict access control protocols, and enterprise cloud infrastructure hosted within the European Union.

We retain personal data only for as long as necessary to achieve the purposes for which it was gathered:

• Commercial inquiries and quote requests: Stored for the duration of the operational relationship or up to 2 years after last contact.
• Executed transport contracts and customs manifests: Retained for the statutory duration required by Romanian fiscal and customs legislation (typically 5 to 10 years).

6. Third-Party Disclosures & International Transfers

Arwen Olsen does not sell, lease, or commercialize your personal data. Disclosures are made strictly on a confidential need-to-know basis to:

• Contracted transport carriers, ocean shipping lines, airlines, and licensed customs brokerage agents solely to carry out your freight orders.
• Public authorities, customs administrators, and law enforcement agencies when mandated by binding statutory provisions.
• Audited IT infrastructure and communication service providers (e.g., transactional email systems and hosting providers) bound by standard EU Data Processing Agreements.

7. Your Rights Under GDPR

As an EU data subject, you maintain comprehensive rights regarding your personal information:

• Right of Access: Request confirmation of whether your data is processed and receive a copy of your records.
• Right to Rectification: Request correction of inaccurate or incomplete corporate or contact details.
• Right to Erasure (“Right to be Forgotten”): Request deletion of your data when it is no longer required for statutory obligations.
• Right to Restriction of Processing: Request suspension of processing while an objection or accuracy claim is reviewed.
• Right to Data Portability: Receive your personal information in a structured, commonly used machine-readable format.
• Right to Object: Object to processing based on legitimate interest or direct communications at any time.
• Right to Lodge a Complaint: File a formal grievance with the Romanian Supervisory Authority (ANSPDCP — Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal, B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest, www.dataprotection.ro).

8. Cookies and Storage Technologies

Our website utilizes minimal storage technologies to guarantee usability and, optionally, understand performance metrics:

• Strictly Necessary Storage: Local storage used solely to persist your theme preference (Dark Mode or Light Mode) and record your consent choices. These files contain no personal identifiers and cannot be disabled.
• Analytical Cookies (Optional): Aggregated, non-profiling cookies that assist us in evaluating page responsiveness and optimizing our online rate calculators. These cookies are only activated if you click "Accept All" on our consent banner.

9. Policy Updates & Inquiries

We periodically review this policy to reflect operational improvements, legal updates, or changes in regulatory guidelines. Any modifications become effective upon publication on this page.

To exercise any of your GDPR rights or ask questions regarding data processing, please contact our Compliance Desk at [email protected].