Privacy Policy & Cookie Notice

1. Introduction

Sodernix Transfer ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our airport and corporate transfer services, visit our website, or interact with us.

We comply with the General Data Protection Regulation (GDPR), German Federal Data Protection Act (BDSG), and other applicable data protection laws. By using our services, you consent to the practices described in this policy.

Data Controller:
Sodernix Transfer
Sprendlinger Landstr.180, 63069 Offenbach, Germany
Email: info@sodernix.de
Phone: +49 170 1479446
WhatsApp: +49 170 1479446

2. Information We Collect

2.1 Personal Information

When you book our transfer services or interact with our website, we may collect:

• Contact Details: Full name, email address, phone number, billing address
• Booking Information: Pickup and drop-off locations, flight details, travel dates and times, passenger count, special requirements
• Payment Information: Credit/debit card details, billing information (processed securely through our payment providers)
• Travel Documents: Flight numbers, arrival/departure times (for airport pickups)
• Communication Records: Email correspondence, chat messages, phone call records, customer service inquiries
• Account Information: Username, password (encrypted), booking history, preferences

2.2 Automatically Collected Information

When you visit our website, we automatically collect:

• Device Information: IP address, browser type and version, operating system, device identifiers
• Usage Data: Pages viewed, time spent on pages, click patterns, referral URLs, access times
• Location Data: Approximate geographic location based on IP address
• Cookies and Similar Technologies: See Section 8 for detailed cookie information

2.3 Information from Third Parties

• Flight status information from airline databases (for tracking arrivals/delays)
• Payment verification from payment processors
• Fraud prevention data from security services
• Marketing and analytics data from authorized partners

3. How We Use Your Information

3.1 Service Provision

• Process and manage your transfer bookings
• Assign and coordinate drivers and vehicles
• Track flight arrivals and adjust pickup times accordingly
• Communicate booking confirmations, updates, and service-related messages
• Provide customer support and respond to inquiries
• Process payments and manage billing

3.2 Service Improvement

• Analyze service usage patterns and customer preferences
• Improve our website, booking system, and overall service quality
• Develop new features and services
• Conduct customer satisfaction surveys and research

3.3 Marketing and Communications (With Your Consent)

• Send promotional offers, newsletters, and service updates
• Provide personalized recommendations based on your travel history
• Inform you about special discounts and loyalty programs
• Conduct marketing campaigns and analyze their effectiveness

3.4 Legal and Security

• Comply with legal obligations and regulatory requirements
• Prevent fraud, unauthorized access, and illegal activities
• Protect our rights, property, and safety, and those of our customers
• Resolve disputes and enforce our Terms and Conditions
• Maintain records for tax, accounting, and insurance purposes

4. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our transfer services and fulfill our contractual obligations
• Consent: When you explicitly agree to receive marketing communications or use certain website features
• Legitimate Interests: For fraud prevention, service improvement, and business operations, balanced against your rights
• Legal Obligations: To comply with tax laws, transportation regulations, and other legal requirements
• Vital Interests: In emergency situations to protect your safety or that of others

5. Data Sharing and Disclosure

5.1 Service Providers and Partners

We may share your information with trusted third parties who assist in providing our services:

• Drivers and Fleet Partners: Name, contact number, pickup/drop-off details (necessary for service delivery)
• Payment Processors: Visa, Mastercard, PayPal, American Express (for secure payment processing)
• Flight Information Services: Flight numbers and times (for real-time tracking)
• Cloud Storage Providers: For secure data storage and backup
• Communication Services: Email and SMS providers for booking confirmations and updates
• Analytics and Marketing Tools: Google Analytics, marketing platforms (with anonymization when possible)

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with court orders, subpoenas, or legal processes
• Respond to government or regulatory requests
• Enforce our Terms and Conditions or other agreements
• Protect against fraud, security threats, or illegal activities
• Safeguard the rights, property, or safety of Sodernix Transfer, our customers, or the public

5.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal data may be transferred to the acquiring entity, subject to the same privacy protections.

5.4 We Do NOT Sell Your Data

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

• Booking Records: 7 years (for accounting, tax, and legal compliance)
• Payment Information: Retained by payment processors according to PCI-DSS standards; we store only tokenized references
• Communication Records: 3 years (for customer service and dispute resolution)
• Marketing Data: Until you withdraw consent or request deletion
• Website Analytics: 26 months (Google Analytics default retention)
• CCTV Footage (if applicable): 30 days (for security purposes)

After the retention period expires, we securely delete or anonymize your data. You may request earlier deletion, subject to legal obligations.

7. Data Security

We implement robust security measures to protect your personal information:

7.1 Technical Safeguards

• Encryption: SSL/TLS encryption for data transmission; AES-256 encryption for stored data
• Secure Payment Processing: PCI-DSS compliant payment systems; we do not store full card details
• Access Controls: Role-based access, multi-factor authentication for staff
• Firewalls and Monitoring: Network security, intrusion detection systems
• Regular Audits: Security assessments, penetration testing, vulnerability scans

7.2 Organizational Measures

• Staff training on data protection and privacy practices
• Confidentiality agreements with employees and partners
• Data breach response procedures and incident management
• Regular policy reviews and updates

7.3 Data Breach Notification

In the unlikely event of a data breach affecting your personal information, we will notify you and relevant authorities within 72 hours as required by GDPR.

8. Cookies and Tracking Technologies

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website performance.

8.2 Types of Cookies We Use

Essential Cookies (Strictly Necessary)

Required for website functionality and cannot be disabled:

• Session management and authentication
• Security and fraud prevention
• Load balancing and performance
• Cookie consent preferences

Performance Cookies (Analytics)

Help us understand how visitors use our website:

• Google Analytics: Visitor statistics, page views, session duration, bounce rates
• Website performance monitoring and error tracking
• A/B testing and feature optimization

You can opt-out via our cookie settings or browser preferences.

Functional Cookies (Preferences)

Remember your choices and personalize your experience:

• Language preferences
• Location settings (for automatic airport selection)
• Recently viewed services and vehicles
• Saved booking details (with your consent)

Marketing Cookies (Advertising)

Used to deliver relevant advertisements (with your consent):

• Google Ads and remarketing campaigns
• Facebook Pixel for social media advertising
• Conversion tracking and campaign effectiveness
• Personalized offers based on browsing behavior

8.3 Third-Party Cookies

Our website may include services from third parties that set their own cookies:

• Google Services: Analytics, Ads, Maps, reCAPTCHA
• Payment Providers: Stripe, PayPal (for secure checkout)
• Social Media: Facebook, Instagram, LinkedIn (for sharing and integration)

8.4 Managing Cookies

You can control cookies through:

• Cookie Settings: Use our cookie banner and preference center on the website
• Browser Settings: Block or delete cookies through your browser (Chrome, Firefox, Safari, Edge settings)
• Opt-Out Tools:
  • Google Analytics Opt-Out: tools.google.com/dlpage/gaoptout
  • Network Advertising Initiative: optout.networkadvertising.org
  • Your Online Choices (EU): youronlinechoices.eu

Note: Blocking essential cookies may affect website functionality and your ability to book services.

8.5 Cookie Lifespan

• Session Cookies: Deleted when you close your browser
• Persistent Cookies: Remain on your device for a set period (ranging from 24 hours to 2 years) or until manually deleted

9. Your Privacy Rights (GDPR)

Under GDPR and German data protection law, you have the following rights:

9.1 Right to Access

Request a copy of the personal data we hold about you, including processing details.

9.2 Right to Rectification

Correct inaccurate or incomplete personal information.

9.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data, subject to legal retention requirements.

9.4 Right to Restrict Processing

Limit how we use your data in certain circumstances.

9.5 Right to Data Portability

Receive your data in a structured, commonly used format and transfer it to another service provider.

9.6 Right to Object

Object to processing based on legitimate interests or for direct marketing purposes.

9.7 Right to Withdraw Consent

Withdraw your consent for marketing communications or data processing at any time.

9.8 Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects concerning you.

9.9 How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: info@sodernix.de
• Phone: +49 170 1479446
• WhatsApp: +49 170 1479446
• Mail: Sodernix Transfer, Data Protection Officer, Sprendlinger Landstr.180, 63069 Offenbach, Germany

We will respond to your request within 30 days. You may also lodge a complaint with your local data protection authority.

10. International Data Transfers

Your personal data is primarily processed and stored within the European Economic Area (EEA). When we transfer data outside the EEA to service providers (e.g., cloud storage, analytics), we ensure:

• Transfers are covered by EU Standard Contractual Clauses (SCCs)
• Recipients are certified under adequacy decisions (e.g., EU-UK adequacy, Swiss-EU adequacy)
• Appropriate safeguards are in place to protect your data

We do not transfer data to countries without adequate data protection standards unless legally required.

11. Children's Privacy

Our services are not directed at individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a minor, please contact us immediately, and we will delete it.

Bookings for minors must be made by a parent or legal guardian who takes responsibility for the information provided.

12. Third-Party Links and Services

Our website may contain links to third-party websites, services, or applications (e.g., payment processors, social media). We are not responsible for the privacy practices or content of these external sites. We recommend reviewing their privacy policies before providing any personal information.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or services. Significant changes will be communicated via:

• Email notification to registered users
• Prominent notice on our website
• Update to the "Last Updated" date at the top of this page

Continued use of our services after changes constitutes acceptance of the updated policy. We encourage you to review this page regularly.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Data Protection Officer:

Email: info@sodernix.de
Phone: +49 170 1479446

Supervisory Authority:

If you are unsatisfied with our response, you may lodge a complaint with the German Federal Commissioner for Data Protection and Freedom of Information (BfDI) or your local data protection authority.

15. Consent and Acknowledgment

By using Sodernix Transfer services, visiting our website, or providing us with your personal information, you acknowledge that you have read, understood, and agree to this Privacy Policy and Cookie Notice.

For marketing communications, we will obtain your explicit opt-in consent through our booking process or newsletter signup forms. You can withdraw consent at any time by:

• Clicking "Unsubscribe" in any marketing email
• Contacting our customer service team
• Managing preferences in your account settings

Thank you for trusting Sodernix Transfer with your personal information. Your privacy and data security are our top priorities.