Privacy policy
Information on the processing of personal data (GDPR) · Last updated: 14 September 2026
1. Data controller
The controller of your personal data is Kol-Trans Henryk Kołek, Czaje-Bagno 14, 18-230 Ciechanowiec, Podlaskie region, Poland, VAT ID (NIP): 7221314775, REGON: 450035429 (“Kol-Trans”, “we”).
Data-protection contact: phone +48 795 525 590 (Poland) or +32 472 986 349 (Belgium), e-mail: biuro (at) kol-trans.pl.
2. What data we process
Contact form: full name, e-mail address, phone number (if provided), message content, date and time of submission, the language version of the site the enquiry was sent from. The IP address is used only momentarily to protect the form against abuse and spam – it is not stored or included in any e-mail.
Phone contact: your phone number and the information you give us in the call in connection with a transport order.
3. Purposes and legal bases
Replying to your enquiry and presenting a transport offer – Art. 6(1)(b) GDPR (steps prior to entering into a contract) and Art. 6(1)(f) GDPR (our legitimate interest: handling correspondence).
Performing and invoicing the transport order – Art. 6(1)(b) and (c) GDPR (contract and accounting/tax obligations).
Protecting the form against bots and abuse, and establishing or defending legal claims – Art. 6(1)(f) GDPR.
4. Recipients of data
Form data is transmitted to service providers acting on our behalf: Cloudflare, Inc. (website hosting and form handling; GDPR-compliant safeguards, including standard contractual clauses) and Resend, Inc. (sending the enquiry e-mail and the automatic confirmation). These providers do not use your data for their own purposes.
Data may be disclosed to public authorities where required by law.
5. How long we keep data
We keep enquiry correspondence for as long as needed to reply and handle the matter, no longer than 12 months after the last contact, unless a contract is concluded – in that case we keep the data for the duration of the contract and for the periods required by law (e.g. tax law) and the limitation periods for claims.
6. Your rights
You have the right to access your data, to rectification, erasure, restriction of processing, data portability, to object to processing based on legitimate interest, and to lodge a complaint with a supervisory authority – in Poland the President of the Personal Data Protection Office (UODO, ul. Stawki 2, 00-193 Warsaw).
Providing data is voluntary, but without it we cannot answer your enquiry or carry out the transport.
7. Cookies and browser storage
Our website uses no tracking cookies and no analytics or advertising tools. We embed no third-party scripts, maps or social plugins.
The only information stored in your browser (localStorage / sessionStorage) is the language version you selected – it exists purely for your convenience and does not identify you. You can remove it by clearing site data in your browser.
The hosting provider (Cloudflare) may process technical connection logs (IP address, request time) to keep the site secure and available.
8. Transfers outside the EEA
Our providers (Cloudflare, Resend) may also process data on servers outside the European Economic Area. This takes place under standard contractual clauses approved by the European Commission or an adequacy decision (EU-US Data Privacy Framework).
9. Changes to this policy
We may update this policy, for example when we change service providers. The current version is always available at this address, with the date of the last update.