Privacy policy

English version for information purposes. This is a translation of the Spanish original. In the event of any discrepancy between the two, the Spanish version shall prevail.

Website owner

SENDINGBAY S.L., with registered address at Wayco Cabanyal, C/ Mariano Cuber 17, Valencia 46011 (Spain), and email for communications info@sendingbay.com.

Entered in the Commercial Register with: Volume 11330 | Book 8608 | Page 68 | Section 8 | Sheet V-209573 | Date 06/03/2023.

Entity authorised by the Commercial Register of Valencia.

Data protection controller

The owner is the controller of the personal data collected through the browsing and use of this website, in accordance with the requirements laid down by REGULATION (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data, and with Spanish Law 34/2002 of 11 July on Information Society Services and Electronic Commerce (LSSI-CE).

By using this website we understand that you have read and understood the information set out here regarding the processing of your personal data.

Data protection policy

The controller applies the principle of accountability to the processing of personal data, keeping its data protection system constantly up to date and promoting its continuous improvement in accordance with the applicable legal requirements, guaranteeing in all cases:

respect for the fundamental rights and freedoms of natural persons.

that data is processed lawfully, fairly and transparently.

that the data processed is accurate, adequate, relevant and limited in relation to the purposes for which it is collected.

that the purposes for which it is collected are explicit and legitimate, and that it is not processed in a manner incompatible with those purposes.

The purpose of this document is to inform users about what we do with their personal data, how it is collected, what it is used for, the rights available to them, and all the legal information required by the applicable regulations.

Data collected, purpose and lawfulness

The personal data processed is that provided by users through the forms available on this website, and is the minimum required in order to:

send you information about our products and services.

answer enquiries.

process orders, issue the corresponding invoices, provide information on the status of orders, handle complaints and carry out any other task arising from the provision of the service through this website.

These purposes are based on the legal grounds for processing set out in the applicable regulations: the performance of a contract or the provision of a service to users, compliance with legal obligations, legitimate interest, and the consent of users.

Our own behavioural analytics

SENDINGBAY S.L. uses an analytics tool developed in-house and hosted on its own infrastructure within the European Union, for the purpose of understanding how its websites and applications are used and identifying the points at which users run into difficulty. This tool records browsing information — pages visited, scrolling, elements clicked, time spent and errors encountered — as well as a visual reconstruction of the session. The information obtained is not used for advertising purposes, is not disclosed to third parties, and is not used to assess the performance of any individual.

On informational and promotional websites, this processing is carried out only with the user's prior consent, given through the cookie management system. In the applications and on the login screen, the processing is based on the controller's legitimate interest in ensuring the correct operation and usability of its services, and is limited to the first sessions following registration, without extending to ordinary use of the service. In these cases, reinforced minimisation measures apply: all text displayed on screen is masked, as is the content of every form field, so that no identifying data, credentials or information relating to third parties leaves the user's browser.

The IP address is never retained: it is irreversibly transformed by a cryptographic function at the moment it is received and then discarded. A persistent random identifier is also stored in the browser, containing no identifying data, whose sole purpose is to recognise successive visits from the same device and which is not transmitted to domains outside SENDINGBAY S.L.

Users may object to this processing at any time by enabling the Global Privacy Control (GPC) or Do Not Track (DNT) signals in their browser. These are honoured unconditionally across all of the controller's sites and applications, with no further action required. On informational websites, refusing cookies is equally sufficient.

Session recordings are kept for a maximum of thirty (30) days, and the remaining browsing information for a maximum of ninety (90) days, after which they are deleted automatically.

Connectors for artificial intelligence agents

SENDINGBAY S.L. offers connectors that allow some of its products to be used from the artificial intelligence agent chosen by each user (for example, Claude or ChatGPT).

What data passes through the connector. The connector receives only what the agent sends it to carry out the task the user requests, and returns the result. Depending on the product and the task, this may be data about the account, the company, its customers, its team or its services: names, tax identifiers, addresses, email addresses, telephone numbers, vehicle registration numbers or notes. Access uses each user's own SendingBay login, and the connector can only do what that user is allowed to do.

What it is used for. Only to provide the service the user requests, in performance of their contract with SENDINGBAY S.L. For the data the customer manages in our products (for example, that of its drivers or its customers), the customer is the data controller and SENDINGBAY S.L. acts as processor, under the Data Processing Agreement included in the terms of contract.

What we do not do. The connector has no access to the conversation with the agent, to its history or to its memory. We do not use this data for advertising, for profiling or to train artificial intelligence models.

What we keep and for how long. Whatever is created or changed through the connector stays in the relevant product and is kept like the rest of its data. In addition, the connector keeps:

Anything prepared before it is confirmed: it can be used for 30 minutes and is deleted automatically, within about 2 days at most.

The way of working each user chooses (whether or not they are asked before anything is carried out), until they change it or ask for it to be deleted.

Technical operating and security logs, without the content of what is prepared, for as long as needed to resolve incidents.

Where they are. The connectors are hosted on Microsoft Azure, in data centres located in Spain.

The artificial intelligence agent. The agent is chosen and contracted by the user or their company, not by SENDINGBAY S.L. Whatever is written or attached in the conversation, and whatever the connector returns to the agent, is processed by that agent's provider under its own terms and privacy policy, and this may happen outside the European Union. For this use, those providers are not sub-processors of SENDINGBAY S.L. If your data includes special categories, such as health data, consider first whether it is appropriate to process it with that agent: that decision is for each customer.

How to stop using it. Each user can disconnect the connector from their agent at any time. To exercise your rights or ask any question, write to info@sendingbay.com.

Web forms

The personal data collected through the web contact form is used to answer any enquiry the user submits through it.

The personal data collected in the order form is used to process the data necessary for the correct management of your orders.

The processing of the data is legitimised by the consent you give us when you expressly accept the processing conditions set out in this privacy policy.

Email communications

When you write to us or we write to you, we use your name, your address and whatever you tell us only to handle that conversation and your relationship with us. We keep it for as long as that relationship lasts and for the periods required by law, and we do not share it with anyone unless the law requires it. You can request access, correction, deletion or objection at info@sendingbay.com.

Recipients of the data

The personal data obtained through the web forms is recorded and stored on electronic media controlled and supervised by the data controller.

Your personal data will not be disclosed to third parties, except where such disclosure is covered by a legal obligation, or where, for the correct provision of the service or the performance of the contract, it is necessary to disclose your data to third parties in order to process payment (payment gateways) or to manage the delivery of the products (carriers), such disclosure being justified by the requirements of the service. Where payment is made through other payment gateways, we recommend that the user reads their privacy policy to understand how they handle personal information, for example:

Redsys Servicios de Procesamiento, S.L. (“Redsys”), with registered address in Madrid, calle Francisco Sancha, number 12, and tax ID number B-85955367, which fully complies with the applicable legislation on the protection of personal data and with the confidentiality commitments inherent to its activity. Redsys has adopted the technical measures necessary to maintain the required level of security. You can read its privacy policy at https://www.redsys.es/legal/20180223_politica_de_privacidad_web_publica_redsys.pdf.

Stripe Payments Europe, Limited (“Stripe”), with registered address in Dublin (Ireland), which processes SendingBay's card payments. You can read its privacy policy at https://stripe.com/privacy.

In cases where the disclosure of data to third parties is not covered by the legal bases set out in the previous section, data will only be disclosed to other recipients if the user has given their express consent.

Strict criteria are applied to the selection of processors, together with a contractual commitment with each of them to comply with and enforce the obligations laid down in the field of data protection.

In the event of international data transfers, SENDINGBAY S.L. will ensure that the transfer of your personal data is carried out in accordance with the applicable privacy laws and, in particular, that the necessary contractual, technical and organisational measures are applied, such as the standard contractual clauses approved by the European Commission.

You can obtain further information about how our organisation processes personal data by requesting it at: INFO@SENDINGBAY.COM.

Technical and organisational data protection measures

The media in use have the technical and organisational measures necessary to guarantee the confidentiality and preservation of the personal data obtained through the website.

The personal data collected from the website is processed using the HTML protocol with a valid SSL certificate.

The staff involved in data processing operations — access, editing, deletion, and so on — are qualified, trained and committed to this data protection policy.

Data retention

The personal data obtained through the contact form will be kept for as long as necessary to deal with the request or enquiry made.

The personal data obtained through the order form will be kept for as long as a contractual and/or commercial relationship with you exists, or until you exercise your right to erasure, cancellation and/or restriction of the processing of your data.

Once the contractual relationship has ended, we will keep the information duly blocked, without putting it to any use, for as long as it may be necessary for bringing or defending claims, or for as long as any judicial, legal or contractual liability may arise from its processing that must be addressed and for which its retrieval may be necessary.

If you have expressly agreed to receive commercial information, we will keep your contact details until you tell us of your decision to stop those commercial communications.

Information on the existence of automated decisions (including profiling)

We do not normally take automated decisions, but when we do we will make it clear that a decision of that kind is being taken. That said, SENDINGBAY S.L. includes several sections dedicated to the personalisation of services in order to display personalised advertising when you enter its website, and also to send personalised communications.

SENDINGBAY S.L. acknowledges the possibility of carrying out profiling in order to improve its product offering, to personalise the sending of commercial offers or to give the customer more personalised treatment.

Objection to the processing of data for advertising purposes

If you gave your consent for your data to be used for advertising purposes and you no longer wish to receive advertising, you may withdraw the consent given at any time by sending an email to the controller's address: INFO@SENDINGBAY.COM.

Changes to the Privacy Policy

We may modify the information contained in this Privacy and Cookies Policy whenever we consider it appropriate. If we do so, we will notify you by various means through the Platform (for example, through a banner, a pop-up or a push notification), or we may even inform you at your email address where the change in question is significant for your privacy, so that you can review the changes, assess them and, where appropriate, object or unsubscribe from a service or feature. In any case, we suggest that you review this Privacy and Cookies Policy from time to time in case there are minor changes or we introduce some interactive improvement.

Personal data of minors

This website is not aimed at users who are minors. If you are a minor, please do not attempt to register as a user. If we discover that we have obtained personal information from a minor by mistake, we will delete that information as soon as possible.

Exercising your data protection rights

In accordance with the rights conferred by the applicable regulations on the protection of personal data, users may exercise their rights of access, rectification, restriction of processing, erasure, portability and objection to the processing of their data by sending their request to the postal address indicated above or to the email address INFO@SENDINGBAY.COM.

If there are reasonable doubts about the identity of the person exercising a right, we may ask for the information needed to confirm it.

Any complaint may be addressed to the same email address. You may also contact the Spanish Data Protection Agency (Agencia Española de Protección de Datos): www.aepd.es .