Privacy Policy

This is an English translation of the Política de Privacidad, provided for information. The Spanish version is the one that applies: if the two versions differ, the Spanish version prevails.

1. Who the controller is

The controller of the personal data collected through porteo.app and the Porteo mobile app is Porteo Tech S.L., with tax ID (NIF) B71561278 and registered office at Calle Cortes de Navarra, 5, planta 0, 31002 Pamplona (Navarra), Spain, registered in the Commercial Register of Navarra, sheet NA-00045576, electronic folio IRUS 1000476656170. You can write to us at info@porteo.app about any matter relating to your data.

Porteo has not appointed a Data Protection Officer, as none of the cases of Art. 37 of the GDPR or Art. 34 of the LOPDGDD (the Spanish data protection act) applies.

2. Who this policy covers

Four kinds of people pass through Porteo, and not all of them have an account or a contractual relationship with us. This policy covers all four:

• Website visitors who fill in one of our forms.
• Customers and account users: whoever subscribes to Porteo and the people who work within that account.
• Anyone who signs a document: shipper, driver or consignee. The driver and the consignee sign from a link, at no cost.
• Users of the driver app, the mobile app for those who drive.

When a customer enters in Porteo data of its own drivers, consignees or partner companies, that customer is the controller of those data and Porteo acts as processor on its behalf, under the data processing agreement (Art. 28 of the GDPR, in Spanish).

3. What data we process

3.1 If you fill in a form on the website

In the forms for requesting access, registering for the webinar, contacting sales and contacting support we collect name, company, email address, telephone and, depending on the form, the message, the category of the enquiry or the volume of documents you handle. We also keep whether you ticked each consent box, when, which version of the text you were shown, from which of our forms, and the IP address you sent it from, because the law requires us to be able to prove it.

Apart from the forms, we measure use of the website with a cookieless analytics tool: nothing is installed on your device, and visits are grouped by an identifier derived from the request itself that resets every day, so it cannot follow you from one day to the next or across websites.

3.2 If you are a customer or an account user

• Incident photos: they are part of the incident they document, and the incident is part of the transport, so they are kept for the same period as that transport’s documents. They are not used for any other purpose. If you want a specific photo deleted before that period ends, write to us at info@porteo.app.
• Account data: company name, email address and password, which is stored encrypted using a hash function and which nobody at Porteo can read.
• Identity of each user: first name and surnames of each person with access. They are collected by the administrator when inviting that person, or by the person themselves the first time they log in. They are used to identify who creates each transport.
• Payment data: processed entirely by Stripe. Porteo does not store card data.

3.3 If you sign a document

• Document data: name, NIF, address, vehicle registration and description of the goods of the shipper, the carrier and the consignee, as required by transport regulations.
• Signature data: the image of your digitised handwritten signature, your NIF to verify that you are the person who must sign, the IP address you sign from, the date and time, the position of the signature in the document and the cryptographic fingerprint of the document at the moment of signing, which is what makes it possible to detect whether it is altered afterwards.
• Biometric data of the stroke, in documents signed with the current method. They are a special category and are explained in section 4.

3.4 If you use the driver app

• Location: only if you allow it, and only while the app is open on screen. The app does not request or use location in the background. Before the system asks you, we show you a screen explaining what we want it for, and you can revoke it at any time from the phone’s settings.
• Documents saved on your device: the app saves your transport jobs and their QR codes in the app’s own storage so that they work without coverage. That copy lives on your phone, not on an additional server, and disappears when you uninstall the app.
• Camera: only if you allow it, and for two things: reading the QR code with which a document is signed, and taking the photo of an incident when you choose to attach one. The app does not open your photo gallery or save anything to the phone’s camera roll, and you can revoke the permission at any time from the settings.
• Incident photos: the photo you take when reporting an incident is saved in the app’s own storage until you have coverage, and it is then sent to Porteo and linked to that incident. It is seen by whoever manages the transport, like everything else you report. If you take no photo, none is collected.
• Device language, to show you the app in your language.

The app also checks the battery level and whether you have a connection, and turns up the screen brightness while you show the code, to keep the QR code readable during a roadside check and to warn you when you have no coverage. That information is used on the spot and does not leave your phone: it is not sent to Porteo, not stored and not associated with you.

The app does not access your contacts, does not send push notifications and does not record audio: the camera component is configured not to request the microphone, on either iOS or Android. And it has no servers of its own: it talks to the same database as the website, and what you can see is determined by the server’s access rules, not by the installed app.

3.5 If you talk to us on WhatsApp

A driver can report an incident on WhatsApp and be attended by an automated assistant. In that conversation we process:

• The content of the messages, which are saved linked to the conversation so that it can be resumed and so that we can later answer “why was this incident opened?”.
• The photos you send of the incident.
• Voice notes. They are transcribed automatically by an external provider (Groq) so that they can be read; what is kept is the transcription.
• Your location, if you choose to share it from WhatsApp.

The conversation is processed with a language model from Anthropic, which acts as processor, to understand what you tell us and record the incident. The assistant does not decide anything about you: it records what you report and makes it available to whoever manages the transport, who is the one who resolves it.

If you prefer not to use this channel, you can report any incident to whoever sent you the transport link or by writing to info@porteo.app.

It is different when you are the one writing to us from the WhatsApp button on porteo.app: that is another number and another channel, with no automated assistant. A person answers you. There we process your telephone number and what you tell us, for the sole purpose of handling your enquiry and, if you ask, preparing an offer for you. The legal basis is your own request (Art. 6.1.b GDPR, pre-contractual measures). The message travels over WhatsApp, from Meta Platforms, like the rest of this channel.

4. Biometric signature data

Documents started before August 2026 are completed with the previous signature method, which does not capture the stroke and for which this consent is not requested. Everything that follows describes the current method, which is the one used for any new document.

When you sign, the signature component does not save only the drawing: it also records how it was drawn, that is, the path of the stroke and how it evolves over time. That information is biometric data and, therefore, a special category under Art. 9 of the GDPR. It affects whoever signs (shipper, driver or consignee), whether or not they have a Porteo account.

• What for: to link the signature uniquely to the person who draws it, which is what allows the document to aspire to the validity of an advanced electronic signature under the eIDAS Regulation (EU 910/2014) and to serve as evidence if the signature is disputed. That evidential value rests on Edatalia, the signature provider, and on the guarantees of its own service. Porteo does not support it on its own.
• Legal basis: your explicit consent (Art. 9.2.a GDPR). It is requested with its own box, not ticked in advance, on the screen before signing: until you tick it, the signature panel does not open and nothing is captured. That consent is recorded together with the signature, with its date and time.
• Who processes them: Porteo Tech S.L. as controller and Edatalia as processor, in its capacity as provider of the signature service.
• How they are protected: they are transmitted to the signature provider over an encrypted connection and are embedded within the signed document itself. Porteo does not keep a separate copy or record them in its logs. They are not used for any other purpose and are not used to identify you in other contexts.
• If you do not give it: you will not be able to sign the document this way, and Porteo does not currently offer another way of signing within the platform. Contact whoever sent you the link to agree on how to formalise the delivery outside Porteo.
• Withdrawal: you can withdraw it at any time by writing to info@porteo.app. It takes effect for the future and does not affect the lawfulness of the earlier processing. A document already signed cannot be altered without invalidating the signatures it contains, so its retention is governed by section 6.

5. What we use the data for and on what legal basis

• Pre-contractual measures at your request (Art. 6.1.b): handling your access request, your sales or support enquiry, and giving you access to the webinar.
• Performance of the contract (Art. 6.1.b): providing the service (creating, signing, delivering and verifying transport documents).
• Legal obligation (Art. 6.1.c): keeping documents for the period required by commercial and transport regulations, and meeting tax and accounting obligations.
• Legitimate interest (Art. 6.1.f): platform security, fraud prevention, service improvement and operational notices about your transports.
• Consent (Art. 6.1.a): knowing your location during the transport.
• Explicit consent (Art. 9.2.a): processing the biometric data of the signature stroke, under the terms of section 4.

We do not build commercial profiles. The incident assistant of section 3.5 automatically records what you report, but does not take any decision that produces legal effects on you or significantly affects you: whoever resolves an incident is always a person at the company that manages the transport.

6. How long we keep the data

• Transport documents and signature metadata: six years from the close of the financial year in which they were recorded. The period is set by Art. 30 of the Spanish Commercial Code, which requires business records and supporting documents to be kept for that time, and it absorbs both the one year required by transport regulations and the four required by tax regulations.
• Biometric data of the stroke: their purpose (being able to prove authorship if the signature is challenged) ends when a claim about the transport is no longer possible: two years in domestic transport and three in international transport. From then on they are not used for anything, but they cannot be extracted from the signed document without invalidating the signatures it contains, so they remain blocked within it (encrypted and inaccessible to Porteo) until the document is deleted. This is the blocking regime of Art. 32 of the LOPDGDD.
• Driver location trail: the positions recorded during a transport are part of the traceability of that delivery and are kept for as long as the transport they belong to is kept, that is, for the same period as its documents. Unlike biometric data, the trail is not inside the signed document, so it can be deleted separately: if you want yours deleted, write to us at info@porteo.app.
• Account data: while the account is active. After cancellation they are deleted within a maximum of 90 days, unless there is a legal obligation to keep them, as happens with documents already issued. If you use the driver app, you can delete your account from the app itself, in More › Delete my account, or request it at porteo.app/eliminar-cuenta (in Spanish).
• Form data and proof of consent: for as long as your request is being handled and, afterwards, for the limitation period of any actions that may arise. If you consented to commercial communications, until you withdraw that consent; the proof of having consented and of having withdrawn is kept for as long as it may be required of us.

7. Who we share the data with

We do not sell personal data or pass it on to third parties for advertising purposes. We work with these providers, all bound by a data processing agreement:

• Supabase: database and file storage, with servers in the European Union.
• Vercel: hosting of the website and the application, and cookieless audience and performance measurement.
• Stripe: payment and subscription processing.
• Resend: sending operational emails.
• Meta Platforms: sending signing links and notices by WhatsApp: name, telephone and document reference.
• LabsMobile: sending signing links by SMS, when the account enables that channel. Spanish provider.
• Edatalia: advanced electronic signature service. It processes the document and the biometric data of the stroke.
• Anthropic: language model that handles the incident conversation on WhatsApp.
• Groq: automatic transcription of the voice notes sent to that channel.
• TomTom and CartoCiudad (IGN): normalisation and autocompletion of postal addresses.
• OpenStreetMap (Nominatim), OSRM and CARTO: address lookup, route calculation and maps. When you open a screen with a map, your browser connects directly to these services, which receive your IP address.
• Sentry: error and performance monitoring of the platform. It receives technical failure traces; before they are sent, the request body, the session cookies and the IP address are removed from the report. Ingestion hosted in the European Union.

We also disclose data to the competent authorities (Guardia Civil, Transport Inspectorate, tax authorities) when required by law, and to professional advisers bound by confidentiality when necessary.

8. Transfers outside the European Economic Area

Some providers (Vercel, Stripe, Resend, Meta, Anthropic and Groq) may process data outside the EEA. Those transfers are covered by the Standard Contractual Clauses approved by the European Commission or by an adequacy decision in force. You can ask us for a copy of those safeguards by writing to info@porteo.app.

9. Your rights

You may exercise the rights of access, rectification, erasure, restriction, portability and objection, and withdraw at any time any consent you have given. Write to us at info@porteo.app with the subject “Derechos RGPD” (GDPR rights), stating which right you are exercising. We may ask you to prove your identity if we cannot verify it otherwise.

We will reply within one month of receipt, extendable by two further months if the request is complex, in which case we will let you know.

Two limits worth knowing in advance. First: when the law requires us to keep a document, that duty prevails over erasure for the legal period. Second: a document already signed cannot be modified without invalidating all the signatures it contains, so its data are not rectified by altering the issued document.

About account users’ first names and surnames: once saved, the person cannot change them from their profile, because they identify who created each document. They are corrected by the account administrator from the Team screen, or by us if you write to us.

If you believe we have not handled your request properly, you can lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos, C/ Jorge Juan 6, 28001 Madrid; aepd.es).

10. Commercial communications

Ticking the commercial communications box is currently a requirement for submitting any of our forms, so we do not treat it as a free choice: you can ask us to stop writing to you whenever you want, by writing to info@porteo.app, at no cost, without giving reasons and without it affecting how your request is handled. We also write to you if you are already a customer and it concerns products or services similar to those you have subscribed to, as permitted by Art. 21.2 of Law 34/2002.

In both cases you can unsubscribe whenever you want, by writing to us at info@porteo.app. Unsubscribing is free, does not require giving reasons and does not affect operational notices about your transports, which are part of the service and continue to be sent.

11. Security

We apply technical and organisational measures appropriate to the risk: TLS encryption in transit, encryption at rest in the database, isolation of each account’s data through row-level access policies, authentication with email confirmation and least-privilege access.

Biometric signature data receive reinforced treatment because they are a special category: they are only collected with explicit consent, are transmitted encrypted and remain only within the signed document, subject to the same access controls as the rest. They are not stored in a separate repository, not recorded in our logs and not consulted in ordinary operations.

12. Minors

Porteo is a service aimed at transport companies and professionals. It is not intended for minors and we do not knowingly collect their data. If we detect that we have processed a minor’s data without a legal basis, we will delete them.

13. Changes to this policy

We may update this policy to reflect changes in the service or in the regulations. If the change is significant we will notify you by email at least 15 days in advance. The date of the last update appears at the beginning of the document.