Privacy & Cookie Policy

PRIVACY & COOKIE POLICY

Aerovanta Cargo
Last Updated: 19 August 2026

1. Introduction

Aerovanta Cargo (“Aerovanta”, “we”, “us”, or “our”) provides air-freight forwarding and cargo coordination services from Charlotte, North Carolina, United States. This Privacy & Cookie Policy explains how we collect, use, disclose, retain and protect personal data when you visit aerovantacargo.com, contact or contract with us, use services we provide directly, or interact with systems we operate for clients.

A client-, partner- or product-specific notice may provide additional information. If that notice conflicts with this policy for a particular service, the more specific notice applies to that processing.

2. Company and Privacy Contact Details

3. Our Role in Data Processing

We act as controller for freight-forwarding, customer, customs and business records needed to arrange services and meet legal obligations. We may process shipment data for shippers, consignees or logistics partners under their instructions where the contractual arrangement so provides.

If we process personal data for a client, requests concerning that data should normally be directed to the client. We will assist the client as required by contract and applicable law.

4. Personal Data We Collect

Depending on your relationship with us, the people concerned may include customers, shippers, consignees, authorised representatives, drivers, handlers and partner contacts.

• Business and relationship data: names, organisation, role, work contact details, correspondence, meeting information, contracts and billing records.
• Shipper, consignee, exporter, importer and partner contact details.
• Air waybill, shipment, commodity, routing, customs, handling and delivery information.
• Identity or authorisation documents required for customs or restricted cargo, payment records, tracking events and proof of delivery.
• Website and technical data: IP address, browser and device details, pages viewed, referral source, approximate location derived from IP, cookie choices, timestamps and security logs.
• Information you choose to provide in enquiries, support requests, applications, surveys or other communications.

Please do not provide sensitive or unnecessary personal data. Where sensitive information is genuinely required, we limit its use to the stated purpose and apply any additional legal safeguards, including explicit consent where required.

5. How We Collect Personal Data

• Directly from you, your employer, a client, group organiser, authorised user or account administrator.
• Automatically from the website, applications, devices, integrations and security systems you use.
• From service providers and business partners involved in an authorised transaction or service.
• From public or licensed sources where lawful and relevant to due diligence, research, professional services or business development.

6. Why We Process Personal Data

• Quote, book, route, clear, monitor and deliver air-freight consignments.
• Coordinate airlines, handlers, customs brokers and onward transport.
• Meet customs, aviation, security, accounting and claims obligations.
• Respond to enquiries, prepare proposals, contract with clients and manage suppliers.
• Protect people, information, systems and services; prevent fraud, misuse and security incidents.
• Comply with law, resolve disputes, establish or defend legal claims and maintain required business records.

Aerovanta Cargo does not sell personal data for money. We also do not use client-controlled data for our own unrelated advertising.

7. Legal Bases

Where applicable United States federal and state privacy, customs, aviation and transport laws and relevant destination-country requirements require a legal basis, we rely as appropriate on:

• Performance of a contract or steps requested before entering one.
• Legitimate interests, such as delivering and improving services, securing systems, administering our business and communicating with business contacts, balanced against individual rights.
• Compliance with legal obligations.
• Consent, including for non-essential cookies or sensitive data when the law requires consent.
• Protection of vital interests in a genuine emergency, where applicable.

Where we rely on consent, it may be withdrawn at any time without affecting processing already carried out. Where we rely on legitimate interests, you may request information about the balancing assessment.

8. Sharing Personal Data

We disclose only what is reasonably necessary to:

• Hosting, cloud, connectivity, security, analytics, communications, customer-support and professional-service providers.
• Payment, identity, logistics, travel, marketplace, platform, research or other operational partners relevant to the requested service.
• Our clients or their authorised administrators when we process data on their behalf.
• Professional advisers, insurers, auditors, potential transaction counterparties and successors, subject to confidentiality.
• Courts, regulators, law-enforcement bodies or other recipients where disclosure is legally required or necessary to protect rights and safety.

Service providers are selected with regard to confidentiality, security and data-protection obligations. Third parties acting for their own purposes are responsible for their own privacy notices.

9. International Transfers

Because our clients, users, suppliers and infrastructure may be located in different countries, personal data may be transferred outside United States. Where transfer restrictions apply, we use recognised safeguards such as adequacy decisions, approved contractual clauses, binding contractual commitments or another lawful mechanism, and supplementary measures where appropriate.

10. Retention

We retain personal data only for as long as needed for the purpose collected, taking account of contract duration, client instructions, account activity, security and backup cycles, dispute periods and legal, tax, audit or regulatory requirements.

• Website enquiries and unsuccessful proposals: generally up to 24 months after the last substantive contact.
• Client, supplier, transaction and accounting records: for the engagement and the statutory limitation or record-keeping period that follows.
• Client-controlled service data: for the period stated in the contract, then deleted or returned in accordance with agreed instructions, subject to secure backup rotation and legal holds.
• Security logs: for a proportionate period based on risk, unless needed for an incident investigation or legal claim.

11. Security

We use proportionate technical and organisational measures designed to protect personal data, including role-based access, authentication, encryption where appropriate, logging and monitoring, secure development or change processes, vulnerability and incident management, backup and recovery controls, confidentiality obligations and supplier review. No system is completely secure, but we review controls in light of risk and service needs.

12. Your Privacy Rights

Subject to applicable law, you may have rights to:

• Request access to or a copy of your personal data.
• Correct inaccurate or incomplete data.
• Request deletion or restriction of processing.
• Object to processing based on legitimate interests or to direct marketing.
• Request portability of data you provided in a structured, commonly used format.
• Withdraw consent and change cookie preferences.
• Appeal a refusal of a request where local law provides that right.
• Not be discriminated against for exercising a privacy right.

Submit requests to privacy@aerovantacargo.com. We may verify identity and authority before responding. An authorised agent may act where permitted and properly verified. You may complain to the relevant state attorney general, customs, transport, aviation or data-protection authority. If data is controlled by one of our clients, please contact that client first.

13. Cookies and Similar Technologies

Cookies are small files or similar identifiers placed on or read from a device. Our website may use:

• Strictly necessary cookies for security, network management, navigation, forms and remembering privacy choices.
• Preference cookies that remember settings you request.
• Analytics cookies that help us understand aggregate website use and improve pages. Where consent is required, these operate only after consent.
• Marketing cookies only if clearly disclosed in the cookie banner and enabled with any consent required by law. We do not state that such cookies are active unless the banner identifies them.

The cookie banner or preference centre provides current details, purposes, providers and durations for non-essential cookies actually in use. You can reject or withdraw consent there and can also block or delete cookies through browser settings. Blocking essential cookies may affect website operation.

14. Direct Marketing

We may send relevant business communications where permitted by law. You can opt out using the unsubscribe method provided or by contacting us. Service, security and transaction messages are not marketing and may still be sent when necessary.

15. Children

Our website and business services are not directed to children. We do not knowingly collect personal data from children except where it is lawfully provided by a parent, guardian or authorised organisation and is necessary for a requested service.

16. Changes to this Policy

We may update this policy to reflect changes in our services, technology, law or processing. The latest version will be published on the website with its revision date. Material changes will be communicated by an appropriate additional method where required.

17. Contact Us

Questions or privacy requests may be sent to privacy@aerovantacargo.com or addressed to Aerovanta Cargo, Charlotte, North Carolina, United States.