Purpose of this Policy
This privacy policy describes how VR PLANET collects, uses, stores, and protects personal data in connection with the www.swiftlogist.fr website, the SwiftLogist professional platform, its forms, its messaging, its verification tools, and its related services.
It applies to site visitors, prospects, the representatives and staff of registered companies, and to the shippers, carriers, and other professional users of SwiftLogist.
This policy supplements SwiftLogist's General Terms and Conditions of Sale and Use. It is drawn up in accordance with Regulation (EU) 2016/679 of 27 April 2016 (the "GDPR") and the amended French Data Protection Act (Informatique et Libertés).
Data Controller
The data controller is:
VR PLANET, a simplified joint-stock company (SAS) with share capital of €12,100;
registered office: 2 rue Louis Blériot, 78130 Les Mureaux — France;
SIRET: 900 569 070 00023;
Intra-community VAT: FR75 900569070;
contact address: info@swiftlogist.fr.
VR PLANET acts as data controller for the processing necessary to operate, secure, administer, and market SwiftLogist.
Professional users remain responsible for how they use the contact details, messages, documents, and information obtained through the platform for their own business purposes.
Categories of Data Collected
SwiftLogist only collects the data necessary for the purposes described in this policy. Depending on how you use the platform, the following categories may be processed.
Data on Visitors and Prospects
IP address, connection date and time, browser, device, operating system, and technical information;
pages viewed, actions taken, and technical data from cookies strictly necessary for the platform to function;
first name, last name, email address, phone number, company, job title, and message content when you use a form or contact SwiftLogist;
communication preferences and history of sales interactions.
Account and authentication data
first name, last name, business email address, phone number, and job title;
username, role, access rights, account status, and information needed for authentication;
login history, actions taken within the account, and associated technical logs;
preferences, notifications, and account settings.
Company Data
company name, legal form, address, SIREN/SIRET number, VAT number, and business contact details;
business activity, role on the platform, and information about the company's sites and representatives;
public or provided information needed to verify the company's existence and professional standing.
KYC/KYB Verification Data and Documents
In order to verify the identity and professional standing of companies and their representatives, SwiftLogist may process, in particular:
a business registration extract (Kbis) or equivalent document;
ID of the legal representative or authorized person, where requested;
a national or EU transport license;
proof of professional liability insurance;
proof of goods-in-transit insurance, where provided;
the check result, verification date, status, grounds for refusal, or requests for additional information.
KYC confidentiality: KYC/KYB documents are not made accessible to other users. Only a verification status may appear on the company's profile.
Data on Listings, Vehicles, and Searches
information about the goods, pickup and delivery locations and dates, weight, dimensions, constraints, and transport requirements;
information about vehicles, capacities, areas covered, and availability;
responses to listings, invitations to apply, searches, favorites, and matches.
Data on Conversations and Jobs
messages, attachments, timestamps, participants, and conversation status;
job information, confirmations, refusals, tracking steps, delivery, and receipt;
declarations regarding payment for transport handled directly between the shipper and the carrier;
support requests, reports, exchanges with SwiftLogist's admin team, and the information needed to handle them.
Documents Generated or Uploaded
quotes, confirmations, consignment notes, or CMR documents generated from the information entered;
signatures, acceptance statements, stamps, notes, and documents attached to jobs;
the history of how these documents were created, downloaded, modified, and approved.
Payment and Billing Data
Stripe is used solely for paying SwiftLogist subscriptions. VR PLANET does not store full payment card details.
the plan subscribed to, amount, currency, date, payment status, and billing history;
billing details, invoice number, and accounting information;
the customer or transaction ID provided by Stripe, masked payment methods, and information about any failures or refunds.
The price of transport services is paid directly between users, outside SwiftLogist. The platform can only record the payment and receipt declarations made by the parties.
Purposes and Legal Bases
Processing is carried out for the following purposes and on the following legal bases:
Mandatory or Optional Data
Fields marked as mandatory are required to create an account, verify a company, take out a subscription, post a listing, or use the relevant feature. Without them, SwiftLogist may be unable to provide the requested service.
Information marked as optional is provided freely. It can, however, improve the quality of your profile, your listings, and your matches.
Data Visible to Other Users
SwiftLogist is a professional matchmaking platform. Some information is therefore made visible to other users to the extent needed to find a partner and carry out a job.
May be visible, in particular:
the company name, its location, its business activity, and its role on SwiftLogist;
its verification status;
its freight listings, vehicle availability, and published business information;
the contact or operational details needed after a match or in the course of a job;
messages and documents deliberately sent to the participants in a conversation or a job.
Not made visible to other users:
copies of ID documents;
the business registration extracts, licenses, and insurance certificates uploaded to the verification area;
full subscription payment details;
technical logs, security data, and internal moderation information.
SwiftLogist may nonetheless share certain data where required by a legal obligation, where a user has expressly authorized it, or where such disclosure is necessary to handle an incident, a report, or a dispute.
Data Recipients
Within the limits of their duties and on a need-to-know basis, the data may be accessible to:
authorized VR PLANET staff working in administration, support, security, billing, and compliance;
other users involved in a listing, a match, a conversation, or a job;
technical providers acting on VR PLANET's behalf: hosting, maintenance, email delivery, payment, support, storage, security, and error monitoring;
VR PLANET's advisers, including lawyers, accountants, judicial officers, and insurers, where necessary;
the competent administrative, judicial, or supervisory authorities, where a legal obligation or valid request requires it.
VR PLANET does not sell personal data and does not share it with third parties for commercial purposes unrelated to the SwiftLogist services.
Providers and Processors
VR PLANET uses providers that process data on its behalf and according to its instructions.
The main providers currently used are listed below. KYC/KYB checks are carried out in-house by authorized VR PLANET staff at the platform's launch.
Data Transfers Outside the European Economic Area
VR PLANET favors providers and infrastructure located in France or the European Economic Area. Some international providers, in particular Stripe, may nonetheless process or make certain data accessible from countries outside the European Economic Area.
Where such transfers take place, VR PLANET ensures they rely on a mechanism recognized by the applicable regulation, such as an adequacy decision, the EU–US Data Privacy Framework where the recipient is validly certified under it, or the standard contractual clauses adopted by the European Commission, supplemented by additional measures where necessary.
Further information on the applicable safeguards can be requested at info@swiftlogist.fr.
Retention Periods
Data is kept for a period proportionate to the purpose of the processing, then deleted, anonymized, or moved to restricted-access interim archiving where it remains necessary to comply with a legal obligation or to establish, exercise, or defend a legal claim.
Security and Confidentiality
VR PLANET implements technical and organizational measures appropriate to the nature of the data, the risks of the processing, and the state of the art, in order to prevent loss, alteration, disclosure, or unauthorized access.
These measures include, depending on the features involved:
restricting access to authorized persons only and managing access rights;
securing communications and access to the platform;
protecting credentials and authentication mechanisms;
logging certain technical and security events, as well as error monitoring by means
of Sentry;
backups hosted in France with Scaleway and suitable restoration procedures;
confidentiality obligations imposed on authorized persons and providers;
measures to prevent, detect, and handle incidents.
No system guarantees absolute security. Users must keep their credentials confidential, use strong passwords, and report any suspected compromise without delay.
Cookies and Trackers
SwiftLogist uses only cookies and technologies strictly necessary for the operation and security of the platform, in particular PHP session cookies that enable authentication and keep the user session active, as well as the technical mechanisms tied to Mercure for messaging and real-time updates.
These technical cookies are essential to providing the requested service and do not require prior consent. SwiftLogist currently uses no advertising, marketing, or third-party analytics cookies.
Disabling these cookies in your browser may prevent authentication, real-time messaging, or certain essential platform features. Any future use of non-essential cookies will be subject to prior notice and, where the regulation requires it, a consent mechanism.
Your Rights
Under the conditions set out by the regulation, you may exercise the following rights:
the right to access the data concerning you and to obtain a copy of it;
the right to rectify inaccurate or incomplete data;
the right to erasure, where the legal conditions are met;
the right to restrict processing;
the right to object to processing based on legitimate interest, on grounds relating to your particular situation;
the right to object at any time to direct marketing;
the right to portability of the data you provided, where the processing is based on consent or a contract and is automated;
the right to withdraw your consent at any time for the processing that relies on it;
the right to set guidelines on what happens to your data after your death, under the conditions provided by French law;
the right not to be subject to a decision producing legal effects based solely on automated processing, where that right applies.
The exercise of a right may be limited where the retention or processing remains necessary to comply with a legal obligation, perform a contract, secure the platform, or establish, exercise, or defend legal claims.
Exercising Your Rights and Complaints
You can exercise your rights or ask any question about your data:
by email: info@swiftlogist.fr;
by post: VR PLANET — Data Protection Department, 2 rue Louis Blériot, 78130 Les Mureaux, France.
Your request must allow us to identify you and to clearly understand the right being exercised. Where there is reasonable doubt about your identity, VR PLANET may request additional information or proof, of which only the strictly necessary data should be provided.
VR PLANET generally responds within one month of receiving a complete request. This period may be extended by two months where the request is complex or numerous; the data subject is then informed.
You can also lodge a complaint with the French data protection authority (CNIL), in particular via its website www.cnil.fr.
VR PLANET n’a pas désigné de délégué à la protection des données à ce jour. Les demandes sont traitées par le service compétent à l’adresseinfo@swiftlogist.fr.
Account Closure and Data Deletion
Closing an account deactivates access and stops the processing needed for its day-to-day use. It does not necessarily mean the immediate deletion of all data.
Some information may be kept in interim archiving for the periods mentioned in Article 10, in particular to meet accounting obligations, handle ongoing jobs, keep proof of acceptances and transactions, prevent fraud, or manage a dispute.
Once the data is no longer needed, it is deleted or anonymized. Information published or shared with other users may have been copied or kept by them under their own responsibility.
Data Concerning Third Parties
When a user enters the contact details of a colleague, a representative, a driver, an operational contact, or any other person, they undertake to have a valid basis for doing so and to inform that person about the use of their data.
Users must not upload to the messaging or the jobs any data that is excessive, sensitive, or unrelated to organizing transport and using the services.
Minors
SwiftLogist is intended exclusively for professionals and is not designed to be used by minors. VR PLANET does not knowingly collect data relating to minors through user accounts.
Third-Party Links and Services
The site or the platform may contain links to third-party services. These services have their own privacy policies. VR PLANET is not responsible for the processing carried out by these third parties outside the services it controls.
Changes to this Policy
VR PLANET may update this policy to reflect changes to SwiftLogist, its providers, its features, or the regulations.
The version in force is the one published on the site and carries an effective date. In the event of a substantial change, users may be informed by email, by a notification in their account, or by a message displayed on the platform.
Contact
For any question about this policy or the processing of your personal data:
VR PLANET — Data Protection Department;
2 rue Louis Blériot, 78130 Les Mureaux — France;