Last updated: October 2026
GDPR
This page sets out how RRMS Group processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and explains your rights as a data subject.
1. Data controller
The data controller for personal data processed through the RRMS platform and website is RRMS Group. You can contact us regarding data protection matters at admin@rrmsgroup.com.
2. Lawful basis for processing
| Processing activity | Lawful basis |
|---|---|
| Account registration and platform access | Contract (Art. 6(1)(b)) |
| Contact / access-request form submissions | Legitimate interests (Art. 6(1)(f)) |
| Cargo record keeping and operational workflows | Contract (Art. 6(1)(b)) |
| Automated email notifications (ULD alerts, cleaning checks, POD) | Contract (Art. 6(1)(b)) |
| Audit logging | Legal obligation / legitimate interests (Art. 6(1)(c) and (f)) |
| Security monitoring and server logs | Legitimate interests (Art. 6(1)(f)) |
3. Your rights
Under the GDPR you have the following rights:
Right of access
You can request a copy of the personal data we hold about you.
Right to rectification
You can ask us to correct inaccurate or incomplete data.
Right to erasure
You can request deletion of your personal data, subject to legal retention requirements.
Right to restriction
You can ask us to restrict processing of your data in certain circumstances.
Right to data portability
You can request your data in a structured, commonly-used, machine-readable format.
Right to object
You can object to processing based on legitimate interests.
Right to withdraw consent
Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at admin@rrmsgroup.com. We will respond within 30 days.
4. International transfers
Our platform and database are hosted in the EU: Frankfurt, Germany (Render) for the application and database, and Stockholm, Sweden (Amazon S3) for files, backups and the audit archive. Some of our service providers are headquartered in the United States; where their support or operation involves a transfer outside the EEA, we rely on an appropriate safeguard under GDPR Chapter V (the EU-US Data Privacy Framework and/or the European Commission's Standard Contractual Clauses).
5. Data retention
We retain personal data for the duration of the customer's contract plus a 90-day post-termination window (after a free trial or pilot: until its 45-day export window ends), then delete or anonymise it, unless a longer period is required by law. Audit and security logs are kept for 60 months for security, integrity and the defence of legal claims; a daily copy is held in immutable storage for five years.
6. Right to lodge a complaint
If you believe we have not handled your data correctly, you have the right to lodge a complaint with a supervisory authority. As RRMS Group is established in the Netherlands, the lead supervisory authority is the Autoriteit Persoonsgegevens (AP) at autoriteitpersoonsgegevens.nl. If you are located in another EU member state, you may also contact the supervisory authority in your country of residence.
7. Contact
For any GDPR-related enquiries: admin@rrmsgroup.com