Privacy Policy

Kilimanjaria S.L. ("the Company," "we," "us," or "our") (Calle de Serrano 41, 4ª Planta, 28001 Madrid, Spain) is the data controller for personal data processed through kilimnajaria.com. This policy explains what personal data we collect, how we use it, your rights under Regulation (EU) 2016/679 (GDPR) and the Spanish Organic Law on Data Protection (LOPDGDD), and how to contact us.

Kilimanjaria provides AI freight route replanning and load optimization software to logistics operations desks, freight forwarders, and 3PL teams. The personal data we process falls into two categories: data submitted by users of the Kilimanjaria platform (desk coordinators and logistics managers who use the service), and data collected from visitors to the kilimnajaria.com website. This policy covers both.

1. Data Controller

Kilimanjaria S.L. (Calle de Serrano 41, 4ª Planta, 28001 Madrid, Spain) is the data controller for personal data processed through kilimnajaria.com. You can contact the Company at [email protected] for any data-protection matter, including to exercise the rights described in Section 6 below.

2. Personal Data We Process

We process the following categories of personal data:

• Identity and contact data you submit through our contact form or demo request (name, work email, company name, job role, phone);
• Platform account data for registered users of the Kilimanjaria freight operations service (name, work email, role within your organisation, TMS connection credentials where applicable);
• Operational data submitted through the platform for the purpose of freight route replanning -- specifically, shipment identifiers, carrier names, port schedules, and load manifests. This data relates to freight consignments, not to individuals, but may incidentally include names of logistics contacts;
• Communications content (messages sent via the contact form or by email);
• Technical data collected automatically when you visit kilimnajaria.com (IP address, browser type, operating system, pages visited, referrer URL);
• Usage and analytics data, where you have given prior consent through our cookie banner.

We do not collect sensitive personal data as defined in Article 9 GDPR (health, biometric, racial or ethnic origin, etc.) and do not request it. We do not knowingly process data relating to persons under 18.

3. Purposes and Legal Bases (Article 6 GDPR)

We process personal data on the following legal bases:

• Responding to demo requests and sales enquiries: pre-contractual steps at your request (Art. 6(1)(b)) / legitimate interest in communicating with prospective customers (Art. 6(1)(f));
• Operating and securing the Kilimanjaria platform for registered users: performance of the contract with your organisation (Art. 6(1)(b));
• Processing freight replanning data submitted through the platform: performance of the contract (Art. 6(1)(b)). This data is used solely to generate route replanning suggestions and carrier allocation recommendations for your logistics desk. We do not use shipment data to train AI models without explicit written consent from your organisation;
• Operating and securing the kilimnajaria.com website: legitimate interest in maintaining a secure and functional site (Art. 6(1)(f));
• Legal compliance (e.g. retaining invoicing records): legal obligation (Art. 6(1)(c));
• Analytics cookies: consent (ePrivacy Directive + Art. 6(1)(a)). Non-essential cookies are not set until you accept through our cookie banner.

4. Recipients and Transfers

Personal data is shared only with processors acting on our behalf under Article 28 GDPR data-processing agreements. These include our hosting provider (data stored in the EU, Frankfurt region), our email delivery provider, and any analytics service you consent to. We do not sell or rent personal data to third parties.

Where any data is transferred outside the EU/EEA, we rely on Standard Contractual Clauses (Art. 46 GDPR) and assess additional safeguards as required by applicable case law. At present, all production data for the Kilimanjaria platform is stored within the EU.

5. Retention

We retain personal data only for as long as necessary for the purposes described above. Specifically: contact and demo enquiry data is retained for 24 months after our last communication. Platform user account data is retained for the duration of your organisation's subscription and for 12 months after termination to allow for dispute resolution. Freight replanning operational data is retained for 6 months after the relevant shipment date, then deleted or anonymised. Server access logs are retained for 90 days. Analytics data (where consented) is retained for up to 13 months in anonymised form.

6. Your GDPR Rights

Under GDPR and the Spanish LOPDGDD, you have the following rights with respect to your personal data:

• Right of access (Art. 15) -- confirm whether we process your personal data and obtain a copy;
• Right to rectification (Art. 16) -- correct inaccurate or incomplete data;
• Right to erasure / "right to be forgotten" (Art. 17) -- request deletion, subject to limited exceptions (e.g. legal obligation to retain);
• Right to restriction of processing (Art. 18) -- limit how we use your data while a dispute is resolved;
• Right to data portability (Art. 20) -- receive your data in a structured, machine-readable format;
• Right to object (Art. 21) -- object to processing based on legitimate interest, including direct marketing, without needing to give a reason;
• Right not to be subject to solely automated decision-making (Art. 22) -- we do not make decisions with legal or similarly significant effects based solely on automated processing.

To exercise any of these rights, email [email protected]. We will respond within one calendar month of receiving your request. For complex or multiple requests we may extend by a further two months; we will inform you if so.

7. Right to Lodge a Complaint

If you believe we have not handled your personal data in accordance with GDPR, you have the right to lodge a complaint with your national supervisory authority. In Spain, the competent authority is the Agencia Espanola de Proteccion de Datos (AEPD), aepd.es. A full list of EU/EEA supervisory authorities is available at edpb.europa.eu.

8. Cookies

See our Cookie Policy for a full description of the cookies we use. Non-essential cookies (analytics, preferences) are not set without your prior consent in accordance with the ePrivacy Directive as implemented in Spain. You can change your consent choice at any time using the "Cookie preferences" link in the site footer.

9. Security

We apply technical and organisational security measures appropriate to the risk level of our processing activities. These include TLS encryption for all data in transit, encrypted storage at rest, access controls restricted to authorised personnel, and periodic security reviews. Given that the Kilimanjaria platform handles commercial freight data, we apply heightened access controls to operational shipment data.

10. Changes to This Policy

We may update this Privacy Policy when our processing activities change or when required by law. Material changes will be reflected by an updated "Last updated" date at the top of this page. Where we rely on your consent and the change affects how we use your data, we will request renewed consent.

11. Contact

Kilimanjaria S.L.
Calle de Serrano 41, 4ª Planta
28001 Madrid, Spain
Email: [email protected]
Phone: +34 91 458 20 60