Privacy Policy

InstaFreight ("we", "us", or "our") operates instafreight.global and related apps and tools for quoting, booking, tracking and logistics documentation. We are a technology platform that connects shippers, freight forwarders and service providers worldwide. We are not a party to the deals users make with each other (see our Terms of Service).

• Account and company details: name, email, phone, job title, password hash, company name, type, registration and tax details, address and team members.
• Operational information you enter: shipment and service details, locations, weights, references, quotations, bookings, invoices and payment records you create, and documents you upload.
• Verification information: documents and details you submit so we can screen your company and its services (see section 3).
• Usage and device data: IP address, device and browser information, pages opened, actions taken, and cookies needed to run and secure the service.
• Support and feedback: messages, tickets, files and reports you send us, including chats with our assistant.

We do not ask for sensitive personal categories unless a feature needs them and you choose to provide them.

To screen companies, services and licences, we ask for documents such as company registration, tax or VAT records, operating licences, and identification of an authorised representative. Individual senders and private clients may be asked for a national identification number. We use this only to review your account, to detect fraud and comply with law, and to show a verification status. Verification documents are private to your company and our authorised reviewers and are not shown to other users unless you choose to attach them to a dealing.

Verification is a limited screening, not a guarantee about anyone. Other users must make their own checks (see our Terms of Service).

• Run the service: sign-in, quotations, bookings, tracking, document generation, notifications and support.
• Screen and review companies, services and licences, and keep the platform safe.
• Security, fraud prevention and legal compliance, including sanctions and export checks where applicable.
• Maintain, measure and improve the platform, and send required service messages.

We do not sell personal data.

Other users can see the business information that your company profile and listings make public, your verification status, ratings and reviews about you, and the details you put into a request, quotation, booking, shared document or tracking link that involves them. Anyone who has a tracking link or reference you share can see the tracking details it exposes. Please share only what you intend to.

Contract performance (providing the service), legitimate interests (security, fraud prevention, verification, product improvement), consent where the law requires it, and legal obligations.

• Service providers: hosting, storage, email delivery, error monitoring and similar vendors, under contract and only for our purposes.
• Other users and logistics partners: carriers, shipping lines, airlines, brokers and other parties, only as needed to carry out a request or dealing you start.
• Authorities and safety: where the law requires it, or to protect the rights, property and safety of users, the public or the platform.
• Business changes: if the business is reorganised, sold or merged, with the same protections.

InstaFreight does not process, hold or store card or bank payment details for payments between users. Invoice and payment records on the platform are records that users enter or confirm.

Some tools offer AI-assisted suggestions. Outputs can be wrong, so verify anything important. Messages you send to the assistant are processed to answer you and to keep the service safe and working. We do not use your private shipment data to train public AI models.

We use only what is needed for login sessions, security, preferences, performance and basic analytics. You can block non-essential cookies in your browser, but parts of the service may not work correctly.

We use technical and organisational measures such as access controls, encrypted connections and audit logs to protect data. No system is perfectly secure. Because the platform serves global trade, information may be processed in countries other than yours, with safeguards the law requires.

We keep data only as long as needed for the purposes above, to meet legal, accounting and dispute requirements, and to keep a record of verification and acceptance of our terms. After that we delete or anonymise it.

• Access, correct or request deletion of your information by contacting us.
• Object to or restrict certain uses, and withdraw consent where we rely on it.
• Opt out of marketing emails with the unsubscribe link in any such email.
• Where the law that applies to you gives you more rights, we will respect them as required.

Some information must be kept to meet legal duties or to protect against fraud, so we may not be able to delete everything on request.

The platform is for businesses and adults. It is not directed to anyone under 18 and we do not knowingly collect their data.

If you enter information about other people (for example colleagues, drivers, contacts or consignees), you are responsible for having the right to do so and for telling them as the law requires.

We may update this policy as features change. We will publish the new version with its effective date and, for material changes, give additional notice.