EU Privacy Policy
Coyote Logistics Nederland B.V. and its affiliated companies and properties, Coyote Logistics UK Ltd and Coyote Logistics UK Limited (Sp. z o.o.) Oddzial W Polsce, are the controllers of your Personal Data (“Coyote”, “we”, “us”, “our”):
Coyote Logistics Nederland B.V. Nieuwezijds Voorburgwal 162, 1012SJ Amsterdam, the Netherlands
Email: privacy@rxo.com
Coyote Logistics UK Ltd. Maybrook House. Queens Garden, Dover, CT17 9Ah, United Kingdom
Coyote Logistics UK Limited (Sp. z o.o.) Oddzial W Polsce: ul. Wagonowa 2a, 53-609 Wroclaw Poland
In most cases Coyote Logistics Nederland B.V. is the data controller in its capacity as contracting party and for conducting general management and internal analytic activities.
In addition, Coyote Logistics UK Ltd and Coyote Logistics UK Limited (Sp. z o.o.) Oddzial W Polsce may also qualify as data controllers, as they provide some functionalities and services:
- In some cases, Coyote Logistics UK Ltd is responsible for receiving and processing customer orders, booking transport suppliers on orders, customer and carrier sales acquisition, claims handling, customers / vendor vetting operations, and providing in-house transportation and warehousing services. Also, Coyote Logistics UK Ltd is responsible for all finance and accounting activities.
- In some cases, Coyote Logistics UK Limited (Sp. z o.o.) Oddzial W Polsce is responsible for receiving and processing customer orders, booking transport suppliers on orders and customer and carrier sales acquisition. In addition, Coyote Logistics UK Limited (Sp. z o.o.) Oddzial W Polsce is responsible for financial planning, analysis and marketing activities and call centre operations.,
We respect your concerns about privacy and provide this notice explaining how we collect, use and disclose information when customers inquire about, use or purchase our products and services, and when carriers, drivers, warehouse personnel and distributors inquire about or move loads for or do business with Coyote.
This Privacy Policy is not a contract and does not create any contractual rights or obligations.
This Privacy Policy applies to personal data (“Personal Data”) collected from customers, carriers and drivers, including, without limitation, information collected through the Services. “Personal Data” is information relating to an identified or identifiable individual. As used hereinafter, the term “Services” includes those websites, platforms, and mobile applications from which you are accessing this Privacy Policy which are owned and/or operated on behalf of Coyote, including but not limited to the web pages associated with www.coyotelogistics.com, de.coyotelogistics.com, pl.coyotelogistics.com, nl.coyotelogistics.com, and the web pages associated with the Coyote web portal. For more information on the CoyoteGO mobile app operated by our affiliate, Coyote Logistics, LLC, please refer to the privacy statement available via: https://rxo.com/privacy-policy/.
The terms “you” and “your” shall include and/or reference the individual user of the Services and, when applicable, the business entity for which the individual user of the Services serves as an agent, independent contractor or employee thereof.
The Policy does not apply to Coyote employees or job applicants. This Privacy Policy does not address, and we are not responsible for, the privacy, Personal Data or other practices of any third parties, including any third party operating any website or service to which the Services link. The inclusion of a link on the Services does not imply endorsement of the linked site or service by us or by our affiliates.
By accessing or otherwise using the Services, you acknowledge that you have read and understand this Privacy Policy and that Personal Data you provide may be processed and used in accordance with the terms of this Privacy Policy.
THE INFORMATION COYOTE COLLECTS
Personal Data about Customers
In the course of inquiring about or using Coyote’s Services, including registering on or using our websites, you may be asked for, among other things, the following Personal Data: your name, e-mail address, postal address, telephone number, fax number, business contact information, communication preferences and other registration information.
Coyote may also request payment information that, in some cases, may constitute Personal Data.
In addition, Coyote may obtain market data on customers and potential customers from third-party sources; this information may include limited Personal Data, such as contact details of company representatives.
A more detailed overview of the categories of Personal Data that we process is included in the section ‘How and why Coyote uses the information’ below.
Personal Data about Carriers/Drivers
In the course of inquiring about or moving loads, or registering on or using our Services, you may be asked for, among other things, the following Personal Data: your name, e-mail address, postal address, telephone number, business contact information, docket information, carrier number, truck/equipment type, other registration information, driver’s license information, social security number, driver history, passport information, insurance information, and service profile information. Drivers may use mobile apps to submit images of paperwork such as invoices and bills of loading and to search for available load requests based on the driver’s location and to confirm load acceptance; this information may, in some cases, constitute Personal Data. Coyote also obtains basic carrier information from public or other third-party sources; this information may include Personal Data, such as contact details of carrier representatives, as well as carrier insurance information.
In addition, drivers provide status updates (including location) about Coyote loads they are moving. Such status updates may be provided to Coyote (in various ways as further described under “Collection and Use of Location Data,” below).
A more detailed overview of the categories of Personal Data that we process is included in the section ‘How and why Coyote uses the information’ below.
Personal Data about Personnel of Warehouses/Distributors
Personnel of warehouse facilities used in connection with Coyote loads and of distributors of Coyote’s customers may be asked for the following Personal Data when they register on our Services: name, e-mail address, postal address, telephone number, business contact information, and other registration information.
We need to collect Personal Data in order to provide the requested Services to you. If you do not provide the information requested, we may not be able to provide the Services. If you disclose any Personal Data relating to other people to us or to our service providers in connection with the Services, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.
A more detailed overview of the categories of Personal Data that we process is included in the section ‘How and why Coyote uses the information’ below.
Technical Information
Coyote may also collect certain technical information when you visit or use our Services, including device information (such as the type of browser you are using, the type of operating system you are using, and regional and language settings), your Internet Protocol (IP) address and the domain name of your Internet service provider, aggregate data about the number of visits to a site or service, and/ or aggregate data about the pages visited. Where IP addresses or other technical information are deemed Personal Data under local law, Coyote will treat this information as Personal Data. We may combine information we receive online with other information you have provided to us and with information from other sources to improve our knowledge of you, to help us provide quality service and to provide and customize our products and services. Where we combine non-personally identifiable online information with Personal Data, we will treat the combined information as Personal Data. For more information on the cookies and similar technologies we use in this context, please refer to our Cookie Notice.
A more detailed overview of the categories of Personal Data that we process is included in the section ‘How and why Coyote uses the information’ below.
Legal Grounds for Processing
When we use your Personal Data, we require a legal justification, also known as a “legal ground”. Normally, we will rely on one or more of the following legal grounds:
- Performance of a contract: This is relevant where we collect and use your Personal Data where necessary to enter into a contract with you or to perform our obligations under a contract with you.
- Legitimate interest: This is relevant where we use your Personal Data where it is necessary for our legitimate interests.
- Compliance with law or regulation: This is relevant where we use your Personal Data where necessary to comply with applicable laws.
- Consent: This is relevant where we need your consent to use your Personal Data. However, we do not usually need your consent if there is another legal ground as above. You can withdraw your consent by contacting us (see the section ‘Contact Us’ below).
For an overview of the relevant legal bases per processing purpose please see the section ‘How and why Coyote usus the information´ below.
HOW AND WHY COYOTE USES THE INFORMATION
We and our service providers use Personal Data for certain legitimate business purposes, thereby relying on the following legal bases:
| Purpose | Legal basis | Examples of Categories of Personal Data processed |
|---|---|---|
| To provide the Services and conduct related activities (e.g. tendering loads to carriers, providing in-house transportation and warehousing services, coordinate with stakeholders and arrange transportation of shipments) |
Performance of contract (if it relates to a contract with you) Legitimate interest (to enable us to perform our contractual obligations and to effectively run our business) |
|
| To create and manage accounts (including online accounts) |
Performance of contract (if it relates to a contract with you) Legitimate interest (to establish relevant relationships) |
|
| To perform auditing, invoicing, and reconciliation activities, including processing and collecting payments |
Performance of contract (if it relates to a contract with you) Legitimate interest (to recover sums owed to us and protect our business) |
|
| To process claims received in connection with our services |
Performance of contract (if the claim was submitted by you) Legitimate interest (to effectively address claims) |
|
| To provide support to customers and carriers |
Performance of contract (if the support is requested by you) Legitimate interest (to enable us to effectively provide support) |
|
| To respond to inquiries, requests, questions and comments |
Performance of contract (if submitted by you) Legitimate interest (to effectively address inquiries) |
|
| To evaluate and improve our business operations and business intelligence |
Legitimate interest (to allow us to improve our business) |
|
| To protect the security or integrity of our products or services |
Legitimate interest (to protect our business and data) |
|
| To detect and protect against fraud, criminal activity and other legal liabilities |
Compliance with law or regulation Legitimate interest (to protect our business and the wider public) |
|
| To analyse for business reporting |
Legitimate interest (to improve our business) |
|
| To provide personalized services |
Consent (if legally required) Legitimate interest (to offer services that may be of interest) |
|
| To ease use of our products, services, websites and apps by eliminating the need to re-enter information |
Consent (if legally required) Legitimate interest (to improve efficiency) |
|
| To provide you with marketing materials at your request |
Consent (if legally required) Legitimate interest (to offer products and services) |
|
| To display website content customized to customer interests and preferences |
Consent |
|
| To obtain feedback and to support and enhance our sales, marketing and advertising efforts |
Consent (if legally required) Legitimate interest (to improve our business) |
|
| To comply with applicable law and cooperate with authorities |
Compliance with law or regulation Legitimate interest (to comply with legal obligations) |
|
We obtain Personal Data from a variety of sources. These sources include: individuals with whom we or our service providers interact, with respect to both online and offline interactions such individuals may have with us or our service providers; other entities who transact with or act as representatives or agents for such individuals; the devices used to access our websites, mobile applications, and online services; third party partners such as marketing and analytics providers; carriers; drivers; shippers; consignees and other customers, including customers of our broker and logistics services; the personnel of warehouses and distributors; and others consistent with this Privacy Notice.
We may aggregate and/or anonymize Personal Data so that it will no longer be considered Personal Data. We do so to generate other data for our use, which we may use and disclose for any purpose, including, without limitation, to generate reporting and to improve the design and content of our products, services, websites and apps, and Coyote may share this data with third-parties.
COLLECTION AND USE OF LOCATION DATA
Coyote tracks the location of its shipper customers’ loads to help ensure a smooth delivery. Coyote makes available different ways for carriers and drivers to choose to provide location updates on the Coyote loads they are moving.
- By telephone calls or website entries.
- Through electronic logging devices.
- Through connection to the carrier’s transportation management-system or otherwise by the carrier, to provide location data of their drivers when they are moving loads for Coyote.
- Through the use of the CoyoteGO app, which is operated by our affiliate Coyote Logistics, LLC. Please refer to the privacy statement available via: https://coyote.com/privacy-policy/
- Through the use of a third-party app – Drivers who download a third-party app may agree to allow Coyote to track loads they are carrying. To agree, the driver must enable location services for the app in their phone’s system preferences. If a driver opts into the collection of location data, the app will provide Coyote regular updates on the driver’s location, from a three-hour period leading up to the scheduled pick-up time, for the duration of the shipment, and, if the load has not been marked as delivered in Coyote’s systems, for up to 48 hours after the scheduled drop-off time. Coyote stops collecting location information from the app once the load is marked as delivered in Coyote’s systems. The driver may call their carrier representative or the toll-free number 1- 877-6-COYOTE to tell Coyote that the load has been delivered. The driver may opt out of the collection of location data at any time through their phone’s systems preferences, by disabling the app from accessing their phone’s location data.
- Through load photos, provided by a driver through apps. Once downloaded by a driver, the app prompts the driver to take a photo of the trailer at load pick-up and then again at delivery. The photo’s metadata provides the load’s locations at those two points in time.
DISCLOSURE OF PERSONAL DATA
Coyote may disclose Personal Data of customers to supply-chain participants such as drivers and carriers, warehouses, and distributors to the extent necessary to coordinate, execute and monitor shipments, to provide services you have requested or authorized, and for other legitimate business purposes consistent with this Privacy Policy. These legitimate business purposes include (i) to comply with legal obligations, such as customs regulations and sanctions laws, and (ii) to address security concerns. In these scenarios we may process your contact details, locations data and copies of ID documents. Please note that we will only process copies of ID documents if legally required. Coyote may also disclose Personal Data of carriers and drivers to customers and supply-chain participants for such purposes.
Coyote may disclose Personal Data to its affiliates in the RXO group of companies for the purposes described in this Privacy Policy. We may also disclose Personal Data to our service providers to perform tasks on our behalf for business purposes consistent with this Privacy Policy. These can include providers of services such as website hosting, data analysis, payment processing, order fulfilment, information technology and related infrastructure provision, customer service, email delivery, auditing, and other services. For example, we may disclose Personal Data to third-party service providers that operate our websites on our behalf. Note that if a carrier updates his or her contact or other information (including his or her insurance certificate) on our websites the service provider may share, in accordance with its privacy policy, the updated information with its other customers that already have a relationship with that carrier. Coyote is not responsible for the actions or inactions of service providers where they are considered the “owner” or “data controller” under applicable law. In addition, we disclose Personal Data to third-party service providers that receive information submitted through contact forms available on our websites, as well as facilitate further email communications, on our behalf.
By using the Services, you may also elect to disclose Personal Data.
In addition, when push notifications are sent to your mobile device, your Personal Data is disclosed to the provider of the push notification service (Apple Push Notification for iOS devices and Google Cloud Messaging for Android devices). The privacy policy of the relevant service provider applies to the use and disclosure of your Personal Data by these services.
We may also disclose Personal Data, as necessary or appropriate, to comply with applicable law or regulations, including laws outside your country of residence; to cooperate with public and government authorities including law enforcement; to establish, exercise or defend a legal claim; or, as otherwise permitted or required by law. In addition, Coyote may disclose or transfer Personal Data to a third party in connection with any reorganization, joint venture, assignment or other disposition of all or any part of our business, assets, or stock, or if Coyote or a Coyote affiliate is acquired in whole or in part by or merged with another company. Such third parties may include, for example, an acquiring entity and its advisors.
ACCESS AND CHOICES
You may review and edit online contact details and certain other Personal Data you have provided when using our Services. We encourage you to make sure your contact details and other Personal Data are up-to-date.
Please refer to the ‘Data Subject Rights’ section at the end of this Privacy Policy concerning rights you have under data protection law.
Communication Preferences
Coyote may send you communications by email, telephone calls, or push notification. You may opt out of such communications as described below. We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you use certain Coyote services, you may not opt out of mandatory service or administrative communications that are part of certain Coyote services and are necessary for the performance of such services. For customer care assistance with communications preferences, e-mail us at privacy@rxo.com.
Promotional Emails
Coyote may send emails to customers (including their employees) that promote the same kinds of products and services Coyote is presently providing them, or similar kinds of Coyote products and services that may be of interest to them. You may opt out from receiving further promotional emails by following the instructions included in these emails.
Push Notifications
Drivers and customers using an app provided by Coyote or its affiliates may receive messages from Coyote or its affiliates by push notifications delivered within the app. In order for app users to receive such notifications, push notification service must be enabled for the app concerned via the mobile phone’s system preferences. By enabling push notification service for the app, you consent to receive push notifications delivered within the app. App users may opt out at any time by disabling the app from sending such notifications via the mobile phone’s system preferences and/or by setting up and managing preferences within the app to receive push notifications.
You may incur data charges from your wireless carrier for push notifications, depending on your wireless data plan and rates.
SECURITY
Coyote has implemented administrative, technical and organizational security measures designed to help protect your Personal Data within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contact Us” section below.
STORAGE AND RETENTION
Your Personal Information will not be stored for longer than is necessary for the purposes described in this Privacy Policy, or to otherwise meet applicable legal requirements. Our retention policies reflect local statute of limitation periods and national statutory obligations of Coyote.
The criteria used to determine our retention periods include:
- The length of time we have an ongoing relationship with you and provide the Services to you (for example, for as long as you have an account with us or keep using the Services);
- Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or
- Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).
DATA TRANSFERS
Your Personal Data may be stored and processed in any country where we have facilities or in which we engage service providers, and by using the Services you understand that your information will be transferred to countries outside of your country of residence, including the United States, which may have data protection rules that are different from those of your country. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your Personal Data.
When we transfer your personal data to other countries, we will protect that data as described in this Privacy Policy and in accordance with applicable law. For any such transfers, Coyote takes necessary (contractual) measures to ensure that your personal data receives an adequate level of protection.
Some of the non-EEA countries are recognized by the European Commission as providing an adequate level of data protection according to EEA standards (the full list of these countries is available here). The same applies to the UK, where some non-UK countries are recognized by the UK as providing an adequate level of data protection according to UK standards (the full list of these countries is available here). For transfers from the EEA and the UK to countries not considered adequate by the European Commission and the UK (as applicable), we have put in place adequate measures, such as the European Commission’s Standard Contractual Clauses to protect your Personal Information and the UK addendum to the European Commission’s Standard Contractual Clauses (as applicable). The Standard Contractual Clauses are available here. The UK addendum is available here.
For further information about Coyote’s international data transfer practices, and to consult said (contractual) measures, please contact us using the contact details in the “How to Contact Us” section below.
SENSITIVE INFORMATION
Unless we request it, we ask that you not send us, and you not disclose, any sensitive Personal Data (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, sex life of sexual orientation, criminal background or trade union membership) on or through the Services or otherwise to us.
USE OF SERVICES BY MINORS
The Services are not directed to individuals under the age of thirteen (13), and we do not knowingly collect Personal Data from individuals under 13. If you believe anyone under age 13 has provided Personal Data to us, please contact us as indicated in the “How to Contact Us” section of this Privacy Policy and we will work to delete it.
PROFILING AND AUTOMATED DECISION MAKING
We do not conduct any profiling or automated decision making.
Data Subject Rights
You have rights as a data subject under applicable data protection law. You may exercise these rights, in accordance with applicable law, free of charge unless the request is unfounded, excessive, or otherwise unreasonable, for instance because it is repetitive. In some situations, we may refuse to act or may impose limitations on your rights, as permitted by law.
Your Personal Data rights include:
- the right to request access to your Personal Data;
- the right to receive a copy of your Personal Data for purposes of transmitting it to another company;
- the right to have your Personal Data corrected or erased/deleted or restricted;
- the right to withdraw any consent you have provided to our processing of your Personal Data, which does not affect the lawfulness of the processing based on consent before the withdrawal; and
- the right to object to our processing of your Personal Data, including profiling.
You may request to exercise these rights by contacting us as specified in the “Contact Us” section of the Privacy Policy below. To help protect your privacy and maintain security, we will take steps to verify your identity before granting you access to information or acting on your request to exercise your rights.
Please note that you also have the right under applicable data protection law to lodge a complaint about our processing of your Personal Information with a data protection supervisory authority. For an overview of the data protection supervisory authorities, and their contact details, please visit: https://edpb.europa.eu/about-edpb/about-edpb/members_en. For the UK, the Information Commissioner’s Office can be contacted via: https://ico.org.uk/concerns/.
MODIFICATION OF PRIVACY POLICY
Coyote may update or change this Privacy Policy at any time without prior notice to you to reflect changes in our Personal Data practices. We will notify you in an appropriate manner, including by posting the changed or amended Privacy Policy on our website(s) and we will indicate at the top of this Privacy Policy when it was most recently changed or amended.
CONTACT US
If you have questions about this Privacy Policy or about how we use and disclose Personal Information, please contact us.
Coyote Logistics Nederland B.V.
Nieuwezijds Voorburgwal 162
1012 SJ Amsterdam
The Netherlands
Email: privacy@coyote.com