We move goods around the world. We also process personal data to operate our business — securely, lawfully, and with purpose. This Privacy Policy explains what personal information Cargo Polaris (“we,” “us,” “our,” “Cargo Polaris”) collects, why we collect it, how we use and share it, your rights, and how to contact us. Read it. It’s short, direct, and written for people who need clear answers.
1. Who we are / Where we operate
Cargo Polaris is a global logistics and freight services company providing parcel, air, ocean, and ground transportation; customs brokerage; warehousing and fulfillment; and supply-chain solutions in 200+ countries and territories. Our main operational presence is in Miami, Florida, USA. Our U.S. office/mail address is:
Cargo Polaris
640 Johnson Ave #3
Bohemia, New York
For privacy inquiries, contact our Privacy Team (see Section 13).
2. Scope
This policy applies to personal information we collect:
- through cargopolaris.com and our mobile apps;
- when you request quotes, schedule pickups, track shipments or use our online tools;
- when you communicate with Sales, Support, Compliance or other departments;
- in the course of providing logistics services (including third-party customs filings, carrier manifests, and delivery receipts); and
- from our business customers, vendors, and applicants.
If you’re a business customer or vendor, some contract terms may supplement this policy.
3. What information we collect
We collect only what we need to provide services, comply with law, prevent fraud, and improve operations. Typical categories:
A. Identity & contact data
Name, company, job title, email, telephone numbers, billing/shipping addresses, trade names, company registration numbers, tax ID.
B. Shipment & transactional data
Shipment descriptions, dimensions, weight, declared value, contents, tracking numbers, routing instructions, pickup/delivery dates, delivery proofs (signatures, photos), invoices, payment records.
C. Financial & payment information
Bank account or payment card information, billing history, credit references, and any payment compliance data needed to process transactions or credit checks.
D. Government & customs data
Passport numbers, national ID, importer/exporter registration, customs forms, HS codes, licenses and permits required for customs clearance and regulatory filings.
E. Device, usage & technical data
IP address, device identifiers, browser and operating system, cookie identifiers, pages visited, actions taken in our tools, login timestamps, and similar telemetry.
F. Communications & support records
Customer service emails, chat transcripts, call recordings (where permitted), and notes from account teams.
G. Sensitive categories — only when necessary
In limited cases and only when required by law or contractual performance (for example customs declarations or government filings), we may process special categories (immigration or health-related paperwork). When we do, we rely on legal exceptions or consent where required.
4. How we collect information
We collect data:
- directly from you (forms, emails, phone calls, account creation);
- automatically when you use our site or apps (cookies, server logs);
- from your authorized representatives, freight forwarders, customs brokers and carriers;
- from third-party sources such as credit reference agencies, screening providers, public registers, and sanctioned-party lists; and
- from service providers (e.g., payment processors, analytics, CRM systems).
5. Why we collect it — lawful purposes
We process personal data for clear, specific purposes:
- To provide and manage logistics services. Bookings, pickups, routing, tracking, deliveries, storage, billing, claims handling, customs clearance, insurance.
- To comply with laws and regulations. Export controls, customs laws, sanctions screening, tax and accounting rules, law enforcement requests.
- To manage accounts and payments. Credit checks, invoicing, collections, fraud prevention.
- To operate and improve our systems. Diagnostics, analytics, product development, and performance monitoring.
- To communicate with you. Transactional notices, shipment alerts, customer service, and legal notices.
- For marketing and commercial communications (where permitted): news, offers, and service updates — you can opt out (see Section 9).
- For safety and security. Preventing theft, loss, fraud, and abuse of our systems and networks.
- For business transactions. Mergers, acquisitions, or reorganizations (see Section 11).
Our legal bases include contract performance, legitimate interests (limited and balanced), compliance with legal obligations, and explicit consent where required by law.
6. Who we share data with
We share personal information only as required to operate and to comply with law. Typical recipients:
- Carriers, freight forwarders, ground partners, and subcontracted couriers for transportation and delivery.
- Customs authorities, port authorities, and governmental agencies for regulatory compliance and customs clearance.
- Payment processors and banks to process payments and refunds.
- Insurance providers and claims handlers for loss or damage claims.
- Third-party service providers and cloud vendors (IT hosting, CRM, analytics, background checks, identity verification) who act as processors under contract.
- Business partners and vendors (warehousing, fulfillment, labeling, inspection partners).
- Professional advisors (lawyers, auditors) and law enforcement as required by law.
- Prospective buyers or investors in connection with a business sale or reorganization (see Section 11).
We require service providers to use data only for permitted purposes and to maintain appropriate security.
7. International transfers
We operate globally. Personal data may be processed and stored in the United States or other countries. When data is transferred outside the EU/EEA or to countries without an adequacy decision, we put appropriate safeguards in place (standard contractual clauses, binding corporate rules, or equivalent protections) or rely on another lawful transfer mechanism. Contact us for details of the safeguards in effect for your data.
8. Cookies & similar technologies
We use cookies, pixels, and similar technologies to operate our website, enable tracking, analyze performance, and serve functional and marketing features. Types:
- Strictly necessary cookies — required for core site features (booking, login, tracking).
- Performance & analytics cookies — measure site usage and performance.
- Functional cookies — remember language, region, and preferences.
- Advertising/targeting cookies — used for remarketing and personalized offers (where permitted).
You can manage cookie settings through your browser and our cookie preference center. Disabling non-essential cookies may limit functionality.
9. Marketing & choices
We will only send marketing communications where you have consented or where allowed by law based on our business relationship. You can opt out of marketing emails by following the unsubscribe link in any marketing email, or by contacting privacy@cargopolaris.com. Transactional and service messages (shipment notifications, invoice notices, safety alerts) are necessary to deliver services and are not subject to opt-out.
10. Your rights
Where local law grants you rights, you may have the right to:
- access your personal data and obtain a copy;
- correct inaccurate or incomplete data;
- request deletion (subject to legal and contractual retention needs);
- restrict or object to processing (where lawful grounds permit);
- request portability of your data in a commonly used machine-readable format;
- withdraw consent (where processing is based on consent) without affecting prior processing;
- opt out of certain profiling and direct marketing; and
- lodge a complaint with a supervisory authority.
To exercise rights, contact privacy@cargopolaris.com or write to our Privacy Team (see Section 13). We will verify requests and respond within any timeframes required by applicable law. We may refuse or limit requests that are manifestly unfounded, excessive, or conflict with legal obligations.
California residents
If you are a California resident, you may have additional rights under the California Consumer Privacy Act/CPRA, including the right to know categories of personal information collected and shared, the right to request deletion, and the right to opt out of sale or sharing of personal information for cross-context behavioral advertising. To submit a verifiable request, contact privacy@cargopolaris.com. We do not knowingly sell personal information of minors.
11. Business transfers
If Cargo Polaris is involved in a merger, acquisition, reorganization, or sale of assets, personal information may be transferred as part of that transaction. We will require the successor to honor this policy or notify you of changes.
12. Data retention
We retain personal information only as long as necessary to provide services, meet contractual and legal requirements, resolve disputes, and enforce our agreements. Typical retention examples:
- transactional and shipment records: retained for the period required for accounting, tax, customs, and compliance obligations (commonly up to seven years where legally required);
- account and customer records: retained for the duration of the business relationship plus a reasonable period thereafter;
- logs and system telemetry: retained for operational and security purposes (period varies, typically 6–24 months);
- marketing data: until you unsubscribe or opt out.
If you need a precise retention schedule for a specific category of data, contact privacy@cargopolaris.com.
13. Security
We implement administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. Examples: access controls, encryption where appropriate, monitoring, network security, and employee training. No system is perfect — if we discover a security incident that creates a real risk of harm, we will notify affected individuals and regulators as required by law.
14. Children
Our services are not directed to children under 16. We do not knowingly collect personal data from children for shipment or commercial purposes. If you believe we have collected data from a child in violation of law, contact us and we will take prompt corrective action.
15. Automated decision-making and profiling
We may use automated systems to support pricing, routing, risk scoring, and fraud detection. These systems help operate efficiently and reduce risk. If an automated decision produces a legal or similarly significant effect on you, applicable law may give you rights; contact privacy@cargopolaris.com for details.
16. Third-party links and services
Our website may include links, plug-ins, or integrations with third-party websites and services (tracking providers, mapping, carrier tools). This policy does not cover those third parties. We encourage you to review their privacy policies before providing personal information.
17. International customers and GDPR
If you are an EU/EEA data subject, this Privacy Policy supplements any privacy notices we provide at the point of collection. For EU/EEA residents, the lawful bases for processing include performance of a contract, legal obligations, legitimate interests, and consent where required. To exercise GDPR rights, contact privacy@cargopolaris.com. You also have the right to lodge a complaint with your local supervisory authority.
18. Changes to this policy
We will update this policy when necessary. Material changes will be posted on this page with an updated effective date. If a change materially reduces your rights under the policy, we will notify you by email or via a prominent notice on our website.
19. Contact & how to make privacy requests
For privacy questions, to exercise your rights, to opt out of marketing, or to request detailed information about transfers and safeguards, contact:
Privacy Team
Cargo Polaris
Miami, Florida, USA
Mailing address: 640 Johnson Ave #3, Bohemia, New York
Email: privacy@cargopolaris.com
If you prefer postal mail, send your request to the Bohemia address above and mark it “Privacy Request.” We may request information to verify your identity.
20. Dispute resolution & supervisory authority
If you are unsatisfied with our response to a privacy request, you may contact the relevant data protection authority in your jurisdiction (for EU/EEA residents) or state attorney general (for U.S. residents) to lodge a complaint.