We collect, process and use personal data submitted to us in connection with a request for transport services or provided to make the shipping process easier in the future (e.g. customer address data). We only process these personal data in relation to the specific shipment.
The shipping customer is solely responsible for lawful collection, processing and transmission and the accuracy of customer data. For transportation processing, we may transmit your personal data to our shipping partners on the basis of the German Postal Service Data Protection Regulation (Section 5 PDSV).
If a contractual relationship is to be established between you and us, or if the content of such a relationship is to be defined or amended, time:matters processes the personal data you enter in an order or registration form or share with us in any other way (especially required contact and address details).
Such a requirement for processing exists, for example, when taking the necessary steps prior to entering into a contract, answering your questions in relation to these, providing dispatch and invoice information, and processing or providing customer feedback and support.
All mandatory information which we must collect to provide our services is easily identified for you either by means of brief notes or an asterisk (*). Non-required information is provided by you to us voluntarily so that we can offer you a solution for your assignment or request that is perfectly tailored to your needs.
Based on our legitimate interest in the integrity and security of business processes and compliance with legal provisions, we transfer your data to an external service provider for checking using a web-based ASP solution. It checks your information on our behalf, e.g. against relevant sanctions and no-fly lists. Art. 6(1)(1)(b) and (f) GDPR form the legal basis for this transfer. Our contractually bound service provider for the checks mentioned is SAPPER INSTITUT für interaktive Lernsysteme GmbH & Co. KG, Möhlenring 48, 47906 Kempen, Germany.
Based on internal processes, especially to perform concluded contracts, we or our customers themselves also share the personal contract data of our customers with the following contractually bound companies within the context of Art. 6(1)(b) GDPR. The transfer depends on the company with which the customer has concluded a contract.
- time:matters GmbH, Gutenbergstraße 6, 62363 Neu-Isenburg, Germany
- time:matters Netherlands B.V., Beechavenue 30 – 50, 1119 PV Schiphol-Rijk, The Netherlands
- time:matters Austria GmbH, Air Cargo Center Obj. 262/8/3, 1300 Vienna Airport, Austria
- time:matters (Asia Pacific) Pte Ltd., 390 Orchard Road, Palais Renaissance #08-01, 238871 Singapore, Singapore
- time:matters (Shanghai) International Freight Forwarding Ltd., Huashan Road No. 1568, NanFung Tower, Room 1204, (Changning District), 200052 Shanghai, China
- time:matters Courier Terminals GmbH, Gate 26, Building 455d, Airportring, 60549 Frankfurt am Main, Germany
- time:matters Americas, Inc., 5201 Blue Lagoon Drive, Suite 900, Miami, Florida 33126, USA
Internally, we identify (potential) new customers in various categories. This is based on internal evaluation standards, e.g. using the industry and size of the (potential) new customer. If we determine during this that further business relationships may develop in the future, we create a profile in our customer relationship management (CRM) system for our (potential) new customers. We use our CRM system to manage existing and new customers and also to analyze potential new customers/contacts. Data processing in relation to this covers (I) general information, such as general company information and contact details, and/or (II) more comprehensive data processing, such as records of visits and discussions, etc.
Art. 6(1)(b) GDPR forms the legal basis for the data processing of general information regarding existing and new customers in our CRM system for the performance of contracts and to take steps prior to entering into contracts. Furthermore, the legitimacy of the processing of more comprehensive information is based on Art. 6(1)(f) GDPR for the purposes of our legitimate interest. As a private company with commercial dealings on the market, we have a legitimate interest in managing and tracking our customer relationships and identifying possible improvements internally.
We only process the data until they are no longer required to meet the purpose or the data subject requests from us an erasure/blocking or withdraws their consent. The internal erasure processes are designed in such a way that any employee entrusted with data processing is obliged to regularly check the appropriateness and timeliness of the data processing and its justification.
We set up user accounts for our customers. User accounts are created using the email address provided to us. Customers generate their own login details. For this, customers receive an automated email with an activation link, an email with a summary of their data and instructions on selecting a password.
We also allow interested parties to set up a customer account with us. The registration form on our website can be used for this. We collect general contact details and payment information for our user accounts.
For registration, we process the contact details and address information for contract performance or initiation on the basis of Art. 6(1)(b) GDPR. Information can also be provided voluntarily in order to facilitate communication or accelerate subsequent booking processes (payment information, contact partner details, etc.). Art. 6(1)(f) GDPR forms the legal basis for processing optional data for the purposes of our legitimate interest in being able to contact you as quickly as possible in exceptional cases.
On Board Courier quote via airmates.eu
Interested parties can use our airmates.eu website to search online for the best quotes for personally escorted (goods) shipments.
We use the given email address to provide a personalized quote. If that price improves within 24 hours, we send another quote as a one-off. Quotes may become cheaper due to unforeseen changes or price fluctuations within the fare search system. We consider it part of the service for our interested parties to be able to offer the best price. The given email address is not used for any other purpose and is anonymized within 48 hours of being entered and only used for internal statistical purposes. Once the email address has been anonymized, it can no longer be attributed to any identified or identifiable natural person. Of course, we never use the given email address for other advertising purposes. We process the given email address on the basis of Art. 6(1)(b) GDPR in order to take steps prior to entering into a contract at the behest of the data subject.
Besides their email address, interested parties can also voluntarily provide their phone number. In this case, we may also contact the interested party by phone and are pleased to advise them based on their current search. We save the phone number for 48 hours after the last contact. If erasure is required sooner than this, please let our team know this at any time. Your phone number is then marked with a blocking flag and you are no longer contacted by us before its erasure. Alternatively, you can request the erasure via email at any time. However, due to internal processes, it may take up to two working days for the request to be implemented. Therefore, we recommend notifying our team by phone if you would like your contact details to be blocked quickly. We process the given telephone number on the basis of Art. 6(1)(b) GDPR for taking steps prior to entering into a contract at the behest of the data subject.
Data processing in relation to our On Board Couriers (airmates)
Potential couriers must first create a user profile so that the functions of airmates.eu (the website and app) can be made available to our potential On Board Couriers. The login details collected during this process are stored together with the profile. Login details must always be kept secret; shared profiles are never permitted. Login details are limited to the given email address and a password picked by the courier themselves so that we can identify them. We also record cell phone numbers to verify account users. There is also the option of receiving orders directly via SMS to a cell phone if there is no further use of the app we offer.
Users provide some personal information during the registration process. All mandatory information which we absolutely require to provide our service is easily identifiable by an asterisk (*). Information without an asterisk is provided voluntarily so that we can send couriers orders tailored to them. Of course, personal data are never used for other purposes.
During the registration process, potential couriers must verify themselves with our service provider IDnow GmbH, Auenstraße 100, 80469 Munich, Germany so that we can meet our legal and contractual obligations. A valid ID is needed for this; we never receive copies of IDs from our contractually bound partner. For further information on IDnow GmbH, the registration process and contact details, please visit: https://www.idnow.io/privacy/
We process the following data in connection with an airmates profile:
- Identity data
- Contact and/or location data
- Preferences and skill set
- Verification status
- Information on orders already completed
Art. 6(1)(b) GDPR forms the legal basis for collecting courier data as a step taken prior to entering into a contract and, following this, to perform a contract between ourselves and our couriers. Furthermore, we process the personal data of our (potential) couriers based on Art. 6(1)(c) GDPR for compliance with legal obligations.
The personal data are only processed for as long as this is necessary to fulfill the processing purpose. We reserve the right to also keep so-called blacklists based on Art. 6(1)(f) GDPR. Our legitimate interest lies in sustaining high quality standards for our services. We process the data in our blacklists for 5 years at most.
In some cases, we may put a profile on hold. We normally make this change if we cannot guarantee orders in the near future (e.g. because a lot of potential couriers have already registered for a particular region). In this case, we store the identity, contact and/or location data and process these if the order situation changes, e.g. if it becomes more likely that we will be able to assign an order or we wish to inform the data subject about the current status of their profile. Art. 6(1)(a) GDPR forms the legal basis for processing the personal data. We normally process the data for 12 months. The data subject is given the option to agree to extended data processing (extended by another 12 months) shortly before this period comes to an end.
Rating our services
When our services are rated, we process the personal data given if these have been provided to us voluntarily. These are usually the contact details of the data subject and the rating comment provided. Of course, data subjects can request of us that ratings provided are erased or their processing is restricted. Processing up to the point of the retraction remains unaffected by this.
As a company, we rely on our service ratings to continuously improve. We collect the data in the ratings given based on Art. 6(1)(b) GDPR (for following up on a contractual relationship) and Art. 6(1)(f) GDPR (for improving our services).
The data are only stored until they are no longer required to meet this purpose. In particular, we anonymize the ratings provided as quickly as possible when there is no need for a personal reference when processing the rating. If you give a personalized rating, it may be quickly anonymized internally so that we are no longer in a position to determine that we received a rating comment from you if you request such information.