NTG Polar Road Oy and NTG Global Finland Oy are committed to respect your rights to privacy and personal data protection. This Privacy Notice aims to provide you with information regarding our use of your personal data, your rights, and how to exercise them. You will find our contact details at the bottom of this Privacy Notice.
1 About us
NTG Polar Road Oy and NTG Global Finland Oy are members of Nordic Transport Group (NTG), a leading transport group headquartered in Denmark and comprising more than 60 companies worldwide. Our Group offers freight forwarding services by road, air and sea, as well as specialty and complex freight and shipping solutions.
All NTG companies share common IT platforms and other internal services that are managed and secured by Nordic Transport Group A/S in Denmark, and your personal data will be shared amongst NTG companies to enable us to manage our client relationship with you and deliver the services you need. In legal terms, all NTG companies are “joint controllers” as regards the personal data that is shared on our common IT platforms or in the course of the execution of a contract involving several NTG company.
This means that we retain responsibility for the protection of your personal data when we have collected it (e.g. when signing a contract with you), but that you can also contact Nordic Transport Group A/S directly if you prefer (see, contact details at the bottom of this Privacy Notice).
2 Why do we collect information about you?
In general, we collect information about you when you are a client of our company or of another NTG company or when you ask us for information about NTG services. We do so to ensure that we can make you an offer for freight forwarding and shipping solutions you request from us, plan and deliver these services to you in accordance with our contract together, communicate effectively with you throughout the shipment process, and maintain a client relationship with you between shipments.
We also collect information about you when your employer is a client of our company or of another NTG company, and that your employer has designated you or appointed you with responsibilities for receiving on your employer’s behalf offers, planning or delivery of solutions by NTG.
If you apply for a job at NTG, we collect information about you to process your application and assess your suitability for a position with us. If you are successful and become an NTG employee, we will use some of this information further to comply with our legal obligations as your employer, and with our contract together.
Finally, we collect some information about your device when you visit our websites, and your use of our website. We do that without any intent to identify you, but to help us make our websites work better and deliver content that is useful to our prospective clients. Most browsers enable you to refuse or delete cookies, however please be informed that some cookies may be necessary for our websites to function properly, and that refusing or rejecting them might restrict or delay your use of our websites.
3 What information do we collect about you?
When you contact us for information on our freight forwarding and shipping solutions, we collect your contact details (name, email address, telephone number, the company you work for and eventually business address) and we keep a record of our correspondence with you. We do so as this information may form the basis of a contract with you or your employer later on.
When you request us to deliver a service for you or your employer, we will collect additional information necessary for the purposes of executing this contract and complying with our legal obligations (for instance, we are obliged under local laws and regulations to keep a record of all of our transactions for a number of years).
In some situations, we may be contacted by another transport company to execute a shipment or parts of it on their behalf. In these situations, that other transport company might give us some information about you, that is relevant for executing the contract between you or your employer and that company.
When you apply for a job at NTG, we collect your contact information (name, email, telephone number, address) as well as other information you provide us on your prior employment history, which is contained in your CV, resume or in the correspondence you sent us, or provided to us by the professional references you have indicated in your application. We do so in order to assess your suitability for a position at NTG, and because it may form the basis of an employment contract with you later on.
When you visit our websites, we collect information about your device and your IP-address, as well as the pages you visit on our websites.
4 How do we use information about you?
In general, we only use information about our current, prospective or past clients to get in touch with them when it is necessary for the execution of a contract we have with them, or to contact them with new offers unless they have objected to this. We also store information about our clients to keep track of client history and keep our records as required by law. We delete information about client contacts or prospective client contacts five years after our last contact with them, except when we are required by law to retain it for longer (for example, some of our transaction and payment records).
We use information about job applicants to assess their suitability for a position at our company, and in case they are successful, we will use some of the information as a basis for the applicant’s employee file. We delete information about unsuccessful applicants within six months of having received their information, except when we are required by law to retain it for longer.
We use information about visitors on our website in an aggregate form (as statistics) to assess how well our website is working. We do not seek to identify who visits our websites. We store logs on website use and periodically delete them, at least one time per year.
At NTG, we respect your rights to privacy and data protection and therefore we will always endeavor to protect your information by all technical and organizational means reasonably available to us. You may always contact us regarding our use of your personal information (see contact details at the bottom of this notice).
5 Who receives information about you from us?
In principle, we do not disclose or transfer information about you to others, with the exception of other companies within our group, NTG, and the vendors and contractors we use to deliver services to us.
We may disclose information about you to companies or persons that provide us with some technical or infrastructure solutions, such as IT-suppliers. In the European Economic Area we only use suppliers located in EEA for such purposes, and we always ensure that our suppliers only use the data under our instruction and offer sufficient guarantees regarding the protection of confidentiality and security of the personal information they access.
In some situations, we may disclose some information about you to a subcontractor to fulfill a contract with you or your employer. In such cases we only provide them with the information necessary to deliver the service you have requested, and we always ensure that they only use the data under our instruction and offer sufficient guarantees regarding the protection of confidentiality and security of the personal information they access.
We transmit personal data amongst companies within NTG as we primarily offer services in an international context. This enables us to offer the best service to our clients by using the full range of skills, capabilities and expertise present in our group. While most NTG companies are located within the European Economic Area (EEA), some NTG companies are located outside of the EEA.
In order to provide appropriate safeguards regarding the protection of personal data that is transferred to NTG companies outside the EEA, NTG applies a group-wide Data Transfer Agreement, which is a legally binding contract applying to all NTG companies. This agreement provides that all NTG companies located outside the EEA will abide by data protection rules similar to those that apply by law in the EEA, and gives enforceable rights to individuals against NTG’s use of their data outside the EEA. In particular, our Data Transfer Agreement prevents NTG companies located outside the EEA from disclosing further the personal information they have received, unless a similar agreement is in place. Furthermore, persons who wish to exercise their rights against an NTG company located outside the EEA may always do so by contacting our main establishment, Nordic Transport Group A/S in Denmark.
Our group-wide Data Transfer Agreement is based on the Standard Contractual Clauses adopted by the European Commission, and you can obtain a copy of the Agreement and more details about your rights and how to execute them by contacting our main establishment, Nordic Transport Group A/S (see contact details at the bottom of this notice).
6 Your rights
You have the right to request access to the information we hold about you, obtain a copy of it, correct incorrect or incomplete information, and delete information that we no longer need or use without good reasons. When you ask us to correct or delete your information, you can also ask us to stop using the information about you while we assess your request.
You always have a right to demand that we stop sending marketing communications to you.
In cases where we have asked you for your consent to use your personal information, you can withdraw your consent at any time by contacting us using the details provided at the bottom of this notice. In such cases, we will stop using your personal information immediately, unless we have a legal obligation to do so. Your withdrawal does not affect the lawfulness of the uses we have made of your personal information before the withdrawal.
You can exercise your rights by contacting us directly, or by contacting our main establishment Nordic Transport Group A/S, by using the details provided at the bottom of this notice.
If you want to complain about our use of your personal data and information about you, you can contact the Data Protection Authority of Finland or of your country of residence. You can also contact the Data Protection Authority of Denmark (“Datatilsynet”) when your complaint concerns our main establishment, Nordic Transport Group A/S.
7 Contact us
NTG Polar Road Oy
NTG Global Finland Oy
Contact our main establishment
Nordic Transport Group A/S
+45 7634 0900