Privacy Policy

VM Logistics (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website at vmlogistics.com, use our logistics services, or interact with us through any other channel.

By accessing our website or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms outlined here, please discontinue use of our services.

1. Information We Collect

We collect information that you provide directly to us, as well as information that is generated automatically when you interact with our website and services.

Information You Provide

• Contact Information: Name, email address, phone number, and mailing address when you fill out forms, request quotes, or contact our team.
• Business Information: Company name, job title, industry, and business address provided during account registration or service inquiries.
• Shipment Details: Cargo descriptions, shipping addresses (origin and destination), weight, dimensions, declared values, and any special handling requirements.
• Payment Information: Billing address, payment method details, and transaction records. Note that credit card numbers are processed by our PCI-compliant payment processors and are not stored on our servers.
• Communication Records: Content of emails, chat messages, phone call notes, and any attachments you share with our support or sales teams.
• Feedback and Surveys: Responses to customer satisfaction surveys, product reviews, and other voluntary feedback mechanisms.

Information Collected Automatically

• Device Information: Browser type and version, operating system, device type, screen resolution, and unique device identifiers.
• Usage Data: Pages viewed, links clicked, time spent on pages, referral URLs, and navigation patterns throughout our website.
• Location Data: Approximate geographic location derived from your IP address.
• Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies as described in our Cookie Policy.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To process shipments, manage logistics operations, provide tracking information, and fulfill our contractual obligations to you.
• Account Management: To create and maintain your account, authenticate your identity, and provide personalized service.
• Communication: To respond to your inquiries, send shipment notifications and updates, and provide customer support.
• Quoting and Billing: To prepare rate quotes, process payments, issue invoices, and manage your billing history.
• Improvement: To analyze usage patterns, improve our website and services, develop new features, and conduct internal research.
• Marketing: To send you information about our services, industry insights, and promotional offers, subject to your preferences and applicable laws.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including customs regulations and international trade compliance requirements.
• Security: To detect, prevent, and address fraud, unauthorized access, and other security issues.

3. Data Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information in the following circumstances:

• Service Partners: With carriers, freight forwarders, customs brokers, warehousing providers, and other logistics partners necessary to fulfill your shipments.
• Technology Providers: With cloud hosting, analytics, payment processing, and customer support platform providers who process data on our behalf under strict contractual obligations.
• Regulatory Authorities: With customs authorities, port authorities, and government agencies as required for international shipping compliance, import/export documentation, and regulatory filings.
• Legal Requirements: When required by law, subpoena, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, safety, or the rights of others.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction.
• With Your Consent: When you have given explicit consent for a specific purpose not covered above.

4. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and understand user behavior. These technologies include:

• Essential Cookies: Required for the website to function properly, including session management and security features.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously.
• Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness across platforms.

For detailed information about the cookies we use and how to manage them, please refer to our Cookie Policy.

5. Data Security

We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• TLS/SSL encryption for all data transmitted between your browser and our servers.
• AES-256 encryption for sensitive data stored in our systems.
• Regular security audits and penetration testing by independent third-party firms.
• Access controls and role-based permissions limiting data access to authorized personnel.
• Employee training on data protection and security best practices.
• Incident response procedures for prompt detection and notification of potential breaches.

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security, but we are committed to maintaining the highest reasonable standard of protection.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete personal data.
• Deletion: Request the deletion of your personal data, subject to legal retention obligations.
• Portability: Request a machine-readable copy of your personal data for transfer to another service provider.
• Restriction: Request that we restrict the processing of your personal data under certain conditions.
• Objection: Object to the processing of your personal data for direct marketing purposes.
• Withdrawal of Consent: Withdraw your consent at any time where processing is based on your consent.

To exercise any of these rights, please contact us at privacy@vmlogistics.com. We will respond to your request within 30 days or as required by applicable law.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

• Account Data: Retained for the duration of your active business relationship with us, plus 3 years after account closure.
• Shipment Records: Retained for 7 years in accordance with customs regulations and commercial record-keeping requirements.
• Financial Records: Retained for 7 years as required by tax and accounting regulations.
• Marketing Data: Retained until you unsubscribe or request deletion of your marketing preferences.
• Website Analytics: Aggregated and anonymized data may be retained indefinitely for analytical purposes.

8. Children's Privacy

Our services are designed for business use and are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal data from a child under 18, we will take immediate steps to delete that information from our systems. If you believe that a child has provided us with personal information, please contact us at privacy@vmlogistics.com.

9. International Data Transfers

As a global logistics provider, your personal information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your jurisdiction. When we transfer data internationally, we implement appropriate safeguards, including Standard Contractual Clauses approved by the European Commission, to ensure your information remains protected in accordance with this Privacy Policy and applicable regulations.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by posting a prominent notice on our website and updating the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of our services after the posting of changes constitutes your acceptance of such changes.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: