Data Protection

Privacy Policy of InstaFreight GmbH

The basis of effective data protection is comprehensive information about the collection, processing and use of your data ("data processing"). With this section we would like to inform you

This privacy policy only regulates the use of personal data on our websites and including their subpages. If you leave our website via a link or visit our pages on a social media platform, you leave the scope of this privacy policy as well.
The transmission of information to or from this website is secured with TLS encryption.
You can access, print or download this privacy notice permanently and at any time here via the functions of your browser.

I. Contact Details

Controller of the data processing in the meaning of the General Data Protection Regulation (GDPR) within the scope of this website is:

InstaFreight GmbH
Oranienstraße 25
10999 Berlin
Telephone: +49 (0)30 340603300
Fax: +49 (0 )30 398200509
Email: [email protected]

Our data protection officer Christoph Heinrich can be reached here: [email protected]. Any data deletion requests need to be addressed with [email protected].
You can find further information regarding InstaFreight GmbH at

II. General Information on Data Processing

1. Scope of processing of personal data

The provision of this website requires the processing of various information. In addition, the scope of data processing depends on your use of the functionalities of this website, for instance if you communicate with us or consent to the processing of data.

When visiting our website you are not obliged to provide us with personal data. However, if the provision of this data is technically required for accessing our site, you will be unable to enter and use our website in case of your refusal. Under a concluded freight contract, you may be contractually or legally obliged to provide personal data, especially if this is necessary to fulfill your own contractual or legal duties. In this respect, you might be liable for administrative fines or damages. Where the provision of your data is necessary for the fulfillment of our duties, there is an obligation on your part. A refusal may result in the loss of your entitlement to benefits as well as administrative fines.

As a visitor to our websites, you are not subject to any automated decision-making according to Article 22 GDPR.

2. Lawfulness of processing of personal data

The following legal bases apply to the processing of personal data on this website.

Reason for Data Processing Legal basis in GDPR Explanation

Performance of a contract or steps prior to entering into a contract

Art. 6 (1) b)

Processing is only to the extent necessary for the performance and fulfillment of the rights and obligations under the contract. Unless expressly stated otherwise, data processing by us takes place only to this extent.

Legitimate Interests

Art. 6 (1) f)

A processing takes place, as far as we have a legitimate interest and no opposing predominant interests of the concerning are evident. The specific interest is explained in this privacy policy in the context of the data processing.


Art. 6 (1) a)

Processing takes place as far as you have expressly consented to the nature and scope of the data processing. You can revoke your consent at any time with effect for the future. However, processing up to this point in time will not be affected.

Legal Obligation

Art. 6 (1) c)

Processing takes place as far as this is necessary to fulfill German or European legal obligations.

3. Erasure and storage of data

We delete personal data as soon as the legal basis for its processing expires. If there are several legal bases for a situation, the deletion occurs with the expiration of the last legal basis, for instance, after fulfillment of all legal storage obligations.

III. Data processing for the provision of this website

In order to display the website, it is necessary to process certain information. This commences with your visit on our website. In addition, we offer functionalities on our website which require further data processing.

1. Log Files

When you visit our website, your browser sends various information to our server. We need these to establish and maintain the connection. Among the data is also your IP address, which we treat as personal data. In addition, the following data is collected:

  • Date and time of visit
  • Requested data volume
    • Request successful / not successful
    • Referrer (previous page)
    • Subsequent website
    • Browser / version
    • Operating system / version

We store this data in so-called server log files. This data is not combined with any other data about you. The storage of log files including your IP address serves the legitimate interest of providing our website and preventing misuse. Stored log files will be deleted after 30 days at the latest, unless longer storage is necessary, for example to prevent or clarify an attack on our website.

2. Cookies

We use cookies to establish and maintain the connection. A cookie is a small text file containing information transmitted by your browser and stored on your computer. These cookies do not contain any personal data. You can also control the use of cookies in your browser and delete cookies yourself at any time. Cookies may be required to establish a connection or to improve the use of the website.

The use of technically required cookies and the respective data processing takes place due to our legitimate interest in a technically flawless and convenient way of using our website. Technically required cookies are usually deleted automatically when you close your browser (session cookies), in other cases only after some time (persistent cookies). The duration of storage of persistent cookies is determined by the provider and can, for example, be viewed by you in your browser.

The use of cookies for advertising and analytical purposes is described below in detail.

You can prevent the storage of cookies by setting up your browser software accordingly. This can be done generally or specifically for individual cookies. Additionally, individual tracking and analytic cookies can provide special options for deactivation. These are explained separately below. Please note that you may not be able to use all functions of this website to their full extent if individual or all cookies are deactivated.

3. Registration and login

If you want to use our services, you must register a user account first. To do so we need the following information: title, first and last name, company, e-mail-address, telephone number and a password. For a later login you only have to enter your e-mail address and your password. If you book a service with Instafreight in your user account, you are required to provide various other data that is necessary for the fulfillment of the concluded contract. The legal basis for the processing of this data is the necessity to fulfill the user relationship or, if applicable, the contractual relationship entered into. The storage period is generally measured in accordance with the duration of the contractual relationship. However, alternative legal bases, such as legal storage periods, can intervene after their end.

4. Contact via chat and processing of customer enquiries

For the internal processing of support requests and for direct external and internal communication we use services by the provider Freshworks, Inc., 1250 Bayhill Drive, Suite 315, San Bruno, CA 94066,USA ("Freshworks"). We use the service Freshdesk to process support requests and forward them internally to the responsible person. Via the chat program Freshchat we can answer inquiries directly, quickly and specifically. For example, comments or queries from a chat history can be converted directly into a so-called ticket in order to forward this immediately to the responsible person for further processing. In order to process a request, it is necessary to enter a name and a contact for the answer (e.g. e-mail address). When using the services, names, contact information (e.g. e-mail addresses, telephone numbers) as well as conversations or parts thereof can be stored. In addition, you may voluntarily provide further data. At the time a message is sent via chat, we store the IP address and date including the time of the request and other personal data transmitted as well as cookies. The data you provide when using the aforementioned systems will be transmitted to Freshworks and stored on servers in the USA. In order to be able to offer the services, Freshworks transmits these data to external service providers.

The legal basis according to GDPR for the use of the services Freshdesk and Freshchat is the correct contract fulfillment, to which the support requests should lead. Furthermore, we also assume that there is a legitimate interest in designing a customer friendly website.

Personal data will be automatically deleted as soon as the respective request has been settled and no other, possibly statutory, basis permits further storage by Instafreight.

Information on data protection at Freshworks can be found here.

5. Newsletter, use of MailChimp

To send our newsletter, we use the email provider MailChimp, The Rocket Science Group LLC, 675 Ponce de Leon Avenue NE, Suite 5000, Atlanta, GA 30308, USA ("MailChimp"). To register for the newsletter, the following data is required: e-mail address, first and last name, company and whether you are a shipper or freight carrier. The data is transmitted to MailChimp in the US and stored there. Initially, we will use your e-mail address to verify your registration by sending you an email requesting confirmation by clicking on a link. The newsletter will not be sent until you have done so. Besides the e-mail dispatch MailChimp offers different analytic possibilities to find out whether, when and where the sent newsletters are opened, used or rejected. MailChimp uses cookies and similar technologies for this purpose.

You can cancel your subscription to the newsletter at any time with effect for the future, the easiest way is to click on the corresponding link to unsubscribe in the newsletter. Alternatively, you can also send your revocation to [email protected].

The legal basis of the processing is your consent. We process your data until it is withdrawn, but no later than two years after the last dispatch.

At the following web addresses you can find further information about the data protection regulations of MailChimp:



6. Google reCaptcha

To prevent an abusive newsletter subscription by automated requests, we use reCAPTCHA by Google LLC, 1600 Amphitheater Parkway, Mountain View, CA 94043, USA ("Google") within the registration dialogue. By sending the reCAPTCHA request, various data is transmitted to Google, including your IP address. Google uses this data to detect and prevent abusive requests. We use Google reCAPTCHA only with its anonymisation function, in which the IP address is reduced before Google transmits it within member states of the European Union or the European Economic Area. Only in exceptional cases will the complete IP address be transmitted to Google in the US and shortened there. The IP address transmitted by your browser within the reCAPTCHA will not be merged with other Google data. The legal basis for transmission to Google is our legitimate interest in protecting our website from misuse through automated requests.

The diverging privacy policy of Google applies to this data. For more information about Google's privacy policy, please visit here.

7. Facebook Connect

You can also login to your account by using an existing account on the social media platform Facebook of Facebook Inc. 1601 S. California Ave Pal Alto, CA 94304 USA ("Facebook"). If you select this option, you will be redirected to the Facebook page where you can log in with your user data. Your login results in a data exchange between our website and Facebook. We only have limited influence on the scope of data exchange. We ourselves only use the data needed to identify you as a user. The legal basis of this processing is our legitimate interest to offer you the opportunity of a simplified registration via an already existing user account.

For more information about Facebook Connect login, privacy settings and the legal basis for processing by Facebook, please see the following privacy policy and terms of use:

Terms and Policies

Privacy Policy

IV. Usage analysis and tracking

We would like to further improve the usability of this website and the attractiveness of our services. For this reason, we also collect data on usage behavior, when you visit our website and evaluate it for this purpose. For this reason, the following tracking and analytic cookies are used on our website in addition to the technically required cookies shown above.

The legal basis of data processing for analytic purposes is our legitimate interest in a statistical evaluation of your user behavior in order to be able to constantly optimize and better market our website and our services.

Data processing for usage analysis takes place during your visit to our website and only up to the time of your effective objection.

1. Bing Ads

We use the Bing Ads conversion tracking by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, US ("Microsoft").

Bing Ads places cookies on your computer when you access our website via a Microsoft Bing ad. This enables Microsoft Bing and us to determine that our ad has been clicked, that the visitor has been redirected to our website and that he has reached a previously designated landig page (conversion page). We do not receive any personal data about you, only the total number of users who have reached the conversion page via a Bing advertisement. This way, we can determine the effectiveness of our advertisements.

Further information about Bing:

Microsoft Advertising policies


2. Google (Universal) Analytics

This website uses Google Analytics, a web analytics service provided by Google. Google collects information about your use of this website (including your IP address) in the USA via a cookie, and stores the information. However, we only use Google Analytics with an anonymisation function in which the IP address is shortened within a Member State of the European Union or the European Economic Area before it is transmitted to Google. Only in exceptional cases, the full IP address is sent to and shortened by Google servers in the USA. Google analyses the information collected and sends us reports on the usage activities on our website and provides us with additional services for this purpose. The IP address transmitted by your browser in the context of Google Analytics is not merged with other Google data. In addition to blocking all cookies by your browser, you can also prevent Google from processing your data by downloading and installing the browser plug-in available under the following link.

As an alternative to the browser plug-in or within browsers on mobile devices, please click on the following link to set an opt-out cookie that will prevent Google Analytics from collecting data within this website in the future (this opt-out cookie works only in this browser and only for this domain, if you delete your cookies in this browser, you have to click this link again.): deactivate Google Analytics

You can find more information about Google Analytics in Google's privacy notice.

The legal basis of data processing for analytic purposes is our legitimate interest in a statistical evaluation of the usage in order to identify errors on our website and adapt the service to the demands of users.

It is technically impossible for us to assign the analytic data to a specific person. This analytic data is therefore anonymous information. We are consequently unable to provide any personal information regarding this data.

3. Google AdWords

Our website uses the advertising tool "Google AdWords" by Google including its conversion tracking. We use this tool to determine how successful advertising for our services on websites other than our own is. For this purpose, a conversion cookie is set when you click on one of our advertisements. This cookie enables us to recognize that you have accessed our website via this ad. With such usage data we create statistics to evaluate the conversion of our advertisements. We do not receive any personal information about you. The conversion cookie set in your browser is individual and cannot be used by other Google AdWords customers for their statistics.

You can prevent tracking by disabling the conversion tracking cookie in your browser settings.

4. Google Dynamic Remarketing

This website uses Google's Google Dynamic Remarketing service. When you visit our website, an ID in the form of a cookie is stored on your device, which makes it possible to recognize you when you visit a website that belongs to Google's advertising network. You can now see banners on these websites that refer to previously viewed content. Google does not collect any personal information during this process. The collected data is stored and processed in the US.

You can prevent this remarketing by deactivating the function under this link.

For more information about, please visit Google's privacy policy or the following web address.

5. Doubleclick

We also use Google's Doubleclick service. In this process, a cookie is set and a pseudonymous identification number (ID) is assigned to your browser. The cookie determines if and which advertisements were displayed and clicked in your browser. This enables us to tailor your advertising even better to your interests. Since we have activated Google's IP anonymisation on this website, your IP address is shortened in Doubleclick d by Google within member states of the European Union or the European Economic Area before being transmitted and only in exceptional cases is the full IP address transmitted to Google in the US and shortened there. Google analyses the information collected and sends us reports on the usage activities on our website and provides us with additional services for this purpose. The IP address transmitted by your browser within Doubleclick is not merged with other Google data.

In addition to the general options mentioned above for disabling cookies, you can also specifically prevent Google from saving the Doubleclick cookie by downloading an appropriate browser plug-in. You can find it here.

6. LinkedIn Marketing Solutions

This website uses the LinkedIn Marketing Solutions service operated by LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA ("LinkedIn").

When visiting our website, an ID in the form of a cookie is stored on the user's device. This ID makes it possible to recognize you when using the site and to record certain usage data. A pseudonymised user profile is created from this usage data. This data is stored by LinkedIn in the US. If you visit LinkedIn afterwards, you will be shown advertisements based on your website usage.

You can deactivate the described tracking and storage of LinkedIn cookies via this link.

For more information about LinkedIn's privacy policy, please visit the following web address.

7. Datadog 

This website uses a plugin of the web analysis service Datadog by Datadog Inc.620 8th Avenue, Floor 45, New York, NY 10018 ("Datadog"). With Datadog we can carry out statistical surveys on the speed of the website, in particular its loading times.

Datadog uses technologies such as cookies, web memory in the browser and tracking pixels, which enable an analysis of your use of the website. The information thus generated about your use of this website is transmitted and stored exclusively within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. 
Data processing, in particular the setting of cookies, is only carried out with your consent. More information on terms of use and data protection can be found here.

8. Twitter Advertising

We use the service Twitter Ads by Twitter Inc, 1355 Market St, Suite 900, San Francisco, CA 94103, USA ("Twitter") on our website.

When visiting our website, an ID in the form of a cookie is stored on the user's device. This ID makes it possible to recognize you when using the site and to record certain usage data. A pseudonymised user profile is created from this usage data. This data is stored by Twitter in the US. If you visit Twitter afterwards, you will be shown advertisements based on your website usage.

You can deactivate the described tracking and storage of LinkedIn cookies via this link.

For more information about Twitter's privacy policy, please visit the following web address.

V. Right to object and right to withdraw consent

If the data processing is based on your consent or our legitimate interest, you have the right to object to the processing or to withdraw your consent at any time. Your objection or withdrawal only has an effect for the future. Where the analytic cookies used offer their own technical options for deactivation, this explained above. You may contact [email protected] at any time to exercise your right of objection or revocation. If you object to processing on the basis of our legitimate interest, we may nevertheless continue processing if we can prove compelling reasons worthy of protection which outweigh your interests, rights and freedoms.

VI. Rights of data subjects

If your personal data is processed, you are a data subject within the meaning of Art. 4 para. 1 GDPR. As data subject, you have the following rights with regard to your personal data. To exercise these rights, please contact us using the contact details above.

Right of access by the data subject according to Art. 15 GDPR You have a right of access concerning your personal data processed by us. This includes the mandatory information set out in Art. 15 GDPR.

Right to rectification according to Art. 16 GDPR You have the right to request the immediate correction of inaccurate personal data and the completion of incomplete personal data.

Right to erasure according to Art. 17 GDPR You have the right to request the erasure of your personal data if one of the grounds mentioned in Art. 17 GDPR applies, in particular if there is no longer a legal basis for the processing.

Right to restriction of processing according to Art. 18 GDPR You have the right to request the restriction of the processing of your personal data if one of the reasons mentioned in Art. 18 DSGVO applies, in particular, at your request, instead of erasing the data.

Right to data portability according to Art. 20 GDPR You have the right to request all personal data stored by us about you in a structured, commonly used and machine-readable format or to transmit this data to another controller without obstruction by the controller to whom the personal data was made available.

Right to lodge a complaint with a supervisory authority according to Art. 77 GDPR According to Art. 77 GDPR, you have the right to file a complaint with the supervisory authority responsible for you.

VII. Recipient of data

Some of the processing of your personal data on the website is also carried out by data processors, in particular the hosting of the website, the diapatch of newsletters and the use of analytic tools. These are included exclusively on the basis of an agreement about the commissioned data processing in accordance with Art. 28 para. 3 GDPR.

VIII. Data transfer to third countries

The personal data we collect from you through this website will to some extend be transferred to countries outside the European Economic Area. This is particularly the case with the integration of the services of Facebook, Freshworks, Google, LinkedIn, MailChimp, Microsoft, New Relic and Twitter described above from. The data is stored in the US and thus in a so-called "third country" in accordance with Art. 44 GDPR. All providers are certified under the "EU-US Privacy Shield" which guarantees compliance with a European data protection level.

Last updated: September 2022 (v2.2 en)