Data handling notice

Privacy Policy

Name: NORTHERN STAR FREIGHT SOLUTIONS
Address: Raveschoot 22, Lochristi, 9080, BE
Telephone: 759716099

This policy explains how Northern Star Freight Solutions handles personal data collected through this website. The operator is Northern Star Freight Solutions, registered in Belgium under number 1121131839, with its office at Raveschoot 22, 9080 Lochristi, Belgium.

It covers enquiries sent through our contact form, email and phone correspondence, and the basic technical information our servers record while you browse. It does not cover data held by carriers, customs agents or authorities in their own systems — those parties publish their own notices.

The short version

What we hold, and what we do with it

If you send us a shipment enquiry, we keep what you wrote and use it to quote and to move your cargo. We do not sell personal data, we do not use it for advertising, and we delete or anonymise it when the work and our bookkeeping duties are finished.

Data controller: Northern Star Freight Solutions, registered in Belgium under number 1121131839.
Where to write: [email protected], or Raveschoot 22, 9080 Lochristi, Belgium.
Scope: This website only. Carrier and customs systems publish their own notices.

Data we collect

When you submit an enquiry or contact us, we collect the information you provide: name, company, contact details, and the shipment details you include in your message.

Alongside that, our web server records basic technical data — browser type, the pages you visited, and the time of your visit. We use it to keep the site working and to spot abuse, not to profile you.

Contact details

Your name, company, email address and phone number, so we can reply and follow up on an open enquiry.
Shipment information

Commodity, weights, dimensions, loading and delivery addresses, incoterms and any customs notes you choose to send.
Correspondence

Emails, quotes and notes exchanged while we arrange transport and customs handling, kept with the file they belong to.
Technical data

Browser type, approximate location at country level, pages visited and visit time — recorded by the server, not tied to your name.

You decide what goes into an enquiry. If a shipment needs paperwork we would rather not hold by email, say so and we will agree a different route before you send anything.

Why we use it

Every purpose below exists to answer you or to move your cargo. We do not use enquiry data for unrelated purposes, and we do not sell it to anyone.

Answering enquiries

We read what you send, check whether the route and the goods are workable, and write back with questions or a quote.

Arranging transport and customs

Booking instructions, addresses and declarations pass to the carriers and agents who perform that leg of the journey.

Keeping records

Invoices, transport documents and customs files are kept so we can answer questions later and meet Belgian accounting rules.

We keep the amount of data we hold to what the service needs. If you ask a general question rather than booking a shipment, there is no reason for us to keep more than your message and our reply.

Dispatch desk beside a window looking onto a Belgian truck yard

Legal basis for processing

We process enquiry and service data because it is necessary to respond to your request and to perform or prepare a contract with you.

Records we keep for accounting and customs reasons rest on our legal obligations. Where we rely on consent, such as for non-essential cookies, you may withdraw it at any time — the cookie policy explains how, and what changes when you do.

Retention

How long we keep it

We keep enquiry and shipment records for as long as needed to provide the service and to meet legal and accounting obligations.

Enquiries that never become a booking are cleared once it is clear no job will follow.
Shipment files, invoices and customs documents stay for the period Belgian law requires us to keep business records.
When data is no longer required, it is deleted or anonymised.

If you would like to know how long a specific file will be held, ask us and we will tell you which category it falls into.

Sharing

Who else sees your data

We share data only where it is necessary to deliver the service. These parties receive only what they need to perform their part.

Carriers and hauliers moving the goods, given the collection and delivery instructions for that leg.
Customs agents and brokers, given the declaration details required to clear the shipment.
Authorities where required by law, limited to what the request covers.

We do not hand your details to marketing lists, and we do not pass shipment information to parties with no role in the job.

Your rights over your data

You may request access to your personal data, ask for corrections, request deletion where applicable, and object to certain processing.

To exercise these rights, contact us at [email protected] or by post at Raveschoot 22, 9080 Lochristi, Belgium. Tell us which shipment or enquiry the request concerns and we will handle it from there.

We answer requests in writing. Where we cannot delete a record because accounting or customs rules require it, we will say so plainly rather than leave the request open.

Access: Ask what we hold about you and receive a copy of it.
Correction: Point out a wrong address, contact or shipment detail and we will correct it.
Deletion: Ask us to erase data where no legal duty requires us to keep it.
Objection: Object to processing you did not expect, and withdraw cookie consent at any time.

How we protect it

We take reasonable technical and organisational measures to protect personal data against loss, misuse and unauthorised access.

In practice that means restricting who inside the office can open a shipment file, keeping enquiry records on access-controlled systems, and asking carriers and agents to handle the information they receive for the job only.

No system is entirely without risk, but we limit the data we hold to what the service requires — a smaller file is a smaller exposure.

A driver handing a customs pouch through a cab window to a forwarder on a cross-dock apron

Changes to this policy

We may update this policy from time to time. The current version is always available on this page, so the wording you are reading now is the version that applies.

If a change affects how we handle enquiry or shipment data, we will say so on this page rather than leave the previous wording standing. For any question about this policy, contact [email protected].

Written enquiries

Northern Star Freight Solutions, Raveschoot 22, 9080 Lochristi, Belgium. Office hours Monday to Friday, 09:00–18:00.

Email [email protected] · Phone 759716099