1. Roles and responsibilities (data controller & processor)

Depending on how VehiclePortal is deployed, the roles under the General Data Protection Regulation (GDPR) are defined as follows:

As a hosted service: When VehiclePortal is used by an organization (e.g., your employer or corporate partner), that organization acts as the Data Controller. VehiclePortal acts strictly as the Data Processor, handling data on behalf of and under the instructions of that organization.

Identity of the provider: For inquiries regarding the platform's development and technical infrastructure, you can contact: info@vehicleportal.nl

2. Information we collect & retention

We process the following categories of data for operational and security purposes:

• Account information: Corporate email address, name, role, and a securely hashed password. Retained for the duration of the user's active account status.
• System & audit Logs: To maintain accountability within logistics workflows, we log user actions (e.g., "User X updated vehicle status") associated with timestamps. These audit logs are kept as long as required for corporate operational history.
• Vehicle data: License plates and chassis numbers (VIN) are processed to track workflows. While asset-based, this data is treated with high confidentiality as it links to organizational activities.

3. Technical security

We implement appropriate technical and organizational measures to safeguard your data. This includes industry-standard password hashing, role-based access control, and encrypted data transmission via HTTPS.

4. Legal basis for processing

Data within VehiclePortal is processed under the following legal grounds:

• Performance of a Contract / Service: To deliver the operational tracking tools requested by the participating organization.
• Legitimate Interests: To ensure network security, maintain an unalterable operational audit trail, and protect intellectual property.

5. Cookie disclosure

VehiclePortal uses only essential, functional session cookies to securely authenticate users and maintain active sessions. We do not use any tracking, analytical, or marketing cookies. Therefore, no explicit cookie consent banner is required under GDPR and ePrivacy regulations.

6. Your rights & contact

Under the GDPR, users have the right to access, rectify, or request erasure of their personal data, as well as the right to restrict processing.

Because your organization acts as the Data Controller, requests to exercise these rights should be directed to your organization’s internal IT or HR department. VehiclePortal will fully cooperate with the Data Controller to fulfill these requests. For technical compliance questions, you can reach out to info@vehicleportal.nl.