Introduction
CargoLinked ("we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use cargolinked.com and related services (the "Platform").
CargoLinked is operated by Newy Enterprise (registration no. 202403063508 (003583055-X)), a business registered in Malaysia, which is responsible for your personal information under this policy. We process personal data in accordance with Malaysia's Personal Data Protection Act 2010 and, where they apply to you, other data protection laws such as the GDPR.
By using the Platform, you agree to the collection and use of information in accordance with this policy.
Information we collect
We collect information you provide directly and information collected automatically when you use the Platform.
- Account information: name, email address, phone number, company name, role (shipper or forwarder), and password.
- Profile and listing data: company description, logo, service areas, licensing documents, and contact details.
- Freight request data: origin, destination, cargo details, Incoterms, dates, and special requirements.
- Transaction data: your membership plan and subscription, payment status (processed by Stripe: we do not store full card numbers), how many responses you have used in each billing month, and your CargoLinked Credits history (credits granted, spent, expired or refunded, and listing boosts).
- Sponsorship data: if you enquire about or book a sponsor placement, your contact details, the messages we exchange, your bookings (placement, dates and price paid) and the creative you supply. Card payments for bookings are processed by Stripe.
- Communications: messages exchanged on the Platform, support inquiries, reports you file about listings or other members, and email correspondence.
- Booking records: when a quote is accepted, the shipment record (status updates, documents, messages, whether either side marked the booking as not going ahead and why, and reviews).
- Safety and security signals: results of automated checks on messages, forms, sign-ups and listing links (for example, that a message contained bank details, that a form failed a bot check, or that a link was screened against a list of unsafe sites), and a keyed hash of your IP address where we use it to limit abuse.
- Listing check records: the results and dates of the checks we run on a forwarder listing, including entries from public licence lists and company registers, the registration date of the listing's web domain, whether its website is online and shows contact details, licence and registration details entered during a Verified badge review, and whether someone at the listing's business email confirmed a link we sent.
- Cara Agent data: the conversations you have with Cara Agent and the shipment briefs you create there are stored in your account so you can return to them.
- How you found us: the answer you give when you sign up (for example a search engine, an AI assistant, a social network or a colleague), the website or campaign that referred your first visit, the page you first landed on, and the country of your network connection when you signed up. We keep this with your account to understand which channels bring people to CargoLinked.
- Usage data: IP address, browser type, device information, pages visited, and referring URLs.
- Cookies and similar technologies: see our Cookie Policy for details.
How we use your information
We use personal information for the following purposes:
- Provide, operate, and maintain the Platform.
- Process registrations, verify forwarder listings, and manage memberships.
- Facilitate freight requests, quotes, and communications between shippers and forwarders.
- Show the shipper and the forwarder on a booking each other's contact details once a quote is accepted, so they can arrange the shipment.
- Send service emails (account verification and security, quotes, bookings, listing status, support replies, and changes to our terms or this policy). These are part of the service and are sent regardless of your marketing preferences.
- Improve the Platform, develop new features, and analyze usage patterns.
- Detect, prevent, and address fraud, abuse, spam, and security issues, including automated checks on messages, forms and links. For example, when a message contains bank or payment details, we show the recipient a reminder to confirm them independently. These checks add warnings or hold content for review; they do not make decisions that have legal or similarly significant effects on you.
- Investigate reports, resolve support requests and disputes, and keep an audit record of moderation decisions. When we investigate a report, a dispute, suspected fraud or a support request, our staff may read the messages exchanged on the Platform that relate to it. Each time a member of staff opens a conversation, that access is recorded.
- Check forwarder listings and show dated listing facts and Verified badge details: we compare listing details with public sources (such as the US FMC licence list and company registers), look up public domain registration records, load the listing's website, and send a one-time confirmation to the listing's business email.
- Comply with legal obligations and enforce our Terms of Service.
Legal bases for processing
Where data protection laws such as the GDPR or UK GDPR apply, we rely on: performance of our contract with you (running your account, requests, quotes, bookings and memberships); our legitimate interests (keeping the Platform safe, preventing fraud and abuse, moderating listings, and improving the service), balanced against your rights; your consent (analytics and marketing cookies, which you can withdraw at any time in Cookie settings); and compliance with legal obligations (tax, accounting, and lawful requests from authorities).
Data retention
We retain personal information for as long as your account is active or as needed to provide the Platform. We may retain certain data after account closure to comply with legal obligations, resolve disputes, and enforce agreements.
When you delete your account, your profile, contact details, sign-in, profile photo, company logo, listing photos, verification documents, lead activity (which leads you viewed or passed on), listing claim records, how you found us, and your listing nudge assignment (whether you were placed in a group that does not receive listing tips, and how complete your listing was at that moment, so we can tell whether the tips help) are removed and any active subscription is cancelled at once. Shipment, quote, message and review records that involve another party are kept for that party and for audit purposes, with your name, email and other identifying details removed from them.
Retention by category: account and profile data is kept while your account exists and removed on deletion; anonymized shipment, quote, message and review records are kept for as long as the other party keeps their account and for the period required by applicable law thereafter; transactional email delivery logs are kept for operational troubleshooting and then deleted; billing records held by our payment processor are retained according to its own legal obligations; listing check records are kept while the listing exists and afterwards for as long as we need them to handle disputes and keep an audit trail of badge decisions. We do not sell personal data.
Cara Agent conversations are kept for 12 months from your last activity in them, or until you delete them. A conversation you delete is removed permanently after 30 days. Deleting your account removes your Cara Agent conversations and shipment briefs immediately.
Security
We implement industry-standard technical and organizational measures to protect personal information, including encryption in transit, access controls, and row-level security on database records.
No method of transmission or storage is 100% secure. We cannot guarantee absolute security.
Your rights
Depending on your location, you may have rights to access, correct, delete, or port your personal data, and to object to or restrict certain processing.
To exercise these rights, contact us at privacy@cargolinked.com. We will respond within the timeframe required by applicable law. Where processing is based on consent, you may withdraw it at any time without affecting processing carried out before.
You also have the right to complain to the data protection authority where you live or work. We would appreciate the chance to address your concern first.
You may update account details, and delete your account, in your dashboard settings. If you cannot access your account, contact support and we will verify your identity before acting on the request.
International transfers
CargoLinked serves users worldwide. Our servers and primary database are in Singapore. Some of our service providers process data in other countries, including the United States and the European Union, so your information may be processed in countries other than your own.
Where required, we rely on appropriate safeguards for cross-border transfers, such as the standard contractual clauses approved by the European Commission and equivalent mechanisms offered by our providers.
Children
The Platform is intended for business use and is not directed at individuals under 18. We do not knowingly collect personal information from children.
Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. When we make a material change, we will email account holders and, where practical, give at least 14 days' notice before it takes effect. Changes required by law or made to protect users' security may take effect sooner.
Contact us
For privacy-related questions or requests, contact privacy@cargolinked.com or visit our Contact page.