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Annex II — Management products for carriers

What data we process, how long we keep it and how we delete it in the products carriers use to run their operations.

Annex to the SendingBay Data Privacy and Security Policy · Last updated: 23 September 2026 · Version 3.0

This annex applies to the products through which a carrier agency or network manages its own operations: shipments, routes, deliveries and invoicing. Anything not covered in this annex is governed by the general policy.

1. Role of each party

The carrier is the controller of the data of its customers and of the recipients of its shipments, and SendingBay acts as processor on its behalf, under the terms of the data processing agreement that forms part of the terms of service. Each carrier's data is processed in its own account, separate from that of any other customer.

2. What data we process and why

  • Shipment data, such as sender, recipient, addresses, contact details, declared contents and logistics data, to document, plan, execute and invoice transport, and to give the carrier and its customers tracking for each shipment.
  • Data of the carrier's customers, such as company, contact and billing details, so the carrier can manage its commercial relationship and invoice.
  • Operational data, such as routes, vehicles, drivers and deliveries, to plan and execute the service.

3. Operational data

The carrier's operations generate data that does not identify any person: transit and delivery times, volumes, areas, time slots, incidents and route performance. Under the data processing agreement, SendingBay may use this data in aggregated and anonymised form —by area and time slot, never by exact address or by person— to operate, improve and develop its services, including its planning and optimisation algorithms. Recipient personal data is not part of that information.

4. Retention and deletion

The data of each shipment is kept for the periods that transport, invoicing and commercial law impose on the carrier, and is deleted when they expire.

Thirty days after delivery, the recipient's personal data is separated from the shipment record and kept with restricted access, solely to meet legal obligations, claims or inspections, until the legal period expires. The shipment record without personal data remains available for the carrier's invoicing and statistics.

5. End of the relationship

At the end of the contract, the carrier's data is handed over in a structured, commonly used format on request, and is deleted from SendingBay's systems within the periods and with the safeguards of the data processing agreement, except for data that a legal obligation requires to be kept for longer. On the carrier's written request, we confirm deletion in writing.

6. Third parties involved

The carrier networks, correspondents and platforms with which the carrier exchanges shipments receive the data needed to perform their function and are independently responsible for it.

SENDINGBAY S.L.