Privacy Policy

Samura Logistics (“Samura Logistics”, “we”, “us”, or “our”) respects your privacy and is committed to protecting personal data.

This Privacy Policy explains how we collect, use, store, share, and protect information when you use our websites, software platforms, customer portals, logistics systems, CRM services, transport management tools, and other services.

By using Samura Logistics services, you acknowledge that your information may be processed as described in this Privacy Policy.

1. Information We Collect

Depending on how you use our services, we may collect the following information.

Personal and Contact Information

This may include:

• Full name
• Email address
• Telephone number
• Business or company name
• Job title
• Account information

Logistics and Operational Information

This may include:

• Client and company details
• Driver names and contact details
• Vehicle registration information
• Shipment and cargo information
• Bill of entry and customs documentation
• Border or clearance information
• Transport records
• Delivery and operational records

Account and Platform Information

When you use our software platforms, we may collect:

• Login and authentication information
• User roles and permissions
• Account activity
• Platform preferences
• Records created or uploaded by authorised users

Communications

We may process communications sent through or in connection with our services, including:

• Messages
• Emails
• Notes
• Support requests
• Customer communications
• Operational discussions

Technical Information

We may automatically collect certain technical information, such as:

• IP address
• Browser type
• Device information
• Operating system
• Log information
• Approximate location derived from technical information
• Dates and times of access
• Platform activity and security events

2. How We Use Your Information

We may use personal and business information to:

• Provide and operate our logistics and software services
• Create and manage user accounts
• Authenticate users
• Process and manage transport and logistics records
• Manage customers, drivers, vehicles, shipments, and operational workflows
• Provide customer support
• Communicate with users and customers
• Improve our software and services
• Monitor system performance and security
• Prevent fraud, misuse, or unauthorised access
• Comply with applicable legal or regulatory requirements
• Establish, exercise, or defend legal claims

We only process information where we have an appropriate legal basis to do so.

3. How Customer and Business Data Is Handled

Samura Logistics may provide software and data management services to business customers.

Where a business customer uploads, enters, or manages personal data through our platform, that business may act as the organisation responsible for determining how the data is used.

In these circumstances, Samura Logistics may process the information in order to provide and support the contracted services.

Business customers are responsible for ensuring that they have an appropriate legal basis and authority to provide personal data for processing through the platform.

4. Data Security

We take appropriate technical and organisational measures designed to protect information against:

• Unauthorised access
• Accidental loss
• Alteration
• Unauthorised disclosure
• Misuse

Security controls may include:

• Authentication controls
• Role-based access controls
• Tenant and account isolation
• Secure communications
• Database security rules
• Logging and monitoring
• Restricted administrative access
• Encryption and other security measures where appropriate

No system can guarantee absolute security. We therefore cannot guarantee that information transmitted over the internet or stored electronically will always be completely secure.

5. Multi-Tenant Data Separation

Where Samura Logistics provides services to multiple organisations through a shared software platform, the platform may use logical tenant separation.

This means that each authorised organisation is intended to access only the information associated with its own account or organisation, subject to authorised user permissions.

Users must not attempt to access, interfere with, or obtain information belonging to another organisation or user.

We may suspend or terminate access where we reasonably believe that unauthorised access or misuse has occurred.

6. Who We May Share Information With

We may share information where necessary with:

• Authorised employees and contractors
• Service providers supporting our infrastructure and services
• Cloud hosting and database providers
• Authentication and security providers
• Payment providers
• Professional advisers
• Government authorities, regulators, law enforcement, or other parties where required by law
• A successor organisation in connection with a merger, acquisition, restructuring, or sale of assets

We do not sell personal information simply for advertising purposes.

We only share information where reasonably necessary for the purposes described in this Privacy Policy or where otherwise permitted or required by law.

7. International Data Transfers

Samura Logistics may use cloud infrastructure and service providers that process information in countries other than the country in which you are located.

Where international transfers of personal data occur, we will take appropriate steps intended to ensure that such transfers are handled in accordance with applicable data protection requirements.

8. Data Retention

We retain personal and business information only for as long as reasonably necessary for purposes including:

• Providing our services
• Maintaining business and operational records
• Meeting legal, tax, accounting, or regulatory obligations
• Resolving disputes
• Enforcing agreements
• Maintaining security and preventing fraud

Retention periods may vary depending on the type of information and the applicable legal or contractual requirements.

When information is no longer required, we may delete, anonymise, or securely archive it in accordance with our applicable retention procedures.

9. Your Data Protection Rights

Depending on applicable law and your location, you may have rights relating to your personal information, including the right to:

• Request access to your personal data
• Request correction of inaccurate information
• Request deletion in certain circumstances
• Request restriction of processing in certain circumstances
• Object to certain processing
• Request data portability where applicable
• Withdraw consent where processing is based on consent
• Lodge a complaint with an appropriate data protection authority

These rights are not absolute and may be subject to legal limitations or exemptions.

To make a privacy-related request, please contact us using the contact details available through our official Samura Logistics services.

10. Cookies and Similar Technologies

Our websites and platforms may use cookies or similar technologies for purposes such as:

• Authentication
• Security
• Remembering user preferences
• Maintaining sessions
• Understanding how our services are used
• Improving platform performance

Where required by applicable law, we will provide appropriate information or obtain consent before using non-essential cookies.

11. Third-Party Services

Our services may integrate with third-party providers, including cloud infrastructure, communication, payment, mapping, authentication, or other technology providers.

Those third parties may have their own privacy policies and terms governing their services.

Samura Logistics is not responsible for the privacy practices of independent third-party services except to the extent required by applicable law.

12. Children’s Data

Samura Logistics services are primarily intended for business and professional use.

We do not knowingly collect personal information from children where doing so is prohibited by applicable law.

If you believe that a child has provided personal information to us without appropriate authorisation, please contact us so that we can review the matter.

13. Account Security

Users are responsible for:

• Keeping login credentials confidential
• Using strong passwords
• Restricting unauthorised access to their accounts
• Promptly notifying us of suspected unauthorised access

Samura Logistics may take security measures including suspending access where we reasonably believe an account has been compromised.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• Our services
• Technology
• Security practices
• Legal or regulatory requirements

When we make changes, we will update the Last updated date at the top of this Privacy Policy.

Where required, we may provide additional notice of significant changes.

15. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your information is handled, please contact:

Samura Logistics

Website: www.samuralogistics.com

You can also use the contact information made available through the official Samura Logistics website or platform.

Important Notice

This Privacy Policy is a general draft and should be reviewed and adapted for your exact business structure, operating countries, data flows, third-party providers, retention periods, and legal obligations before being published.