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Last Updated November 11, 2025
Version 3.2
GDPR Compliant Privacy Certified

Privacy Policy

We're straight-up serious about protecting your information

Effective Date: November 11, 2025

Introduction

Look, we get it - privacy policies can be a slog to read through. But here's the deal: we're hauling your cargo across borders, dealing with customs paperwork, and managing sensitive shipping data. That means we've gotta be transparent about what info we're collecting and why.

At Luminar Vex Realm Cargo, we've been moving freight between Canada and the US for years, and we've learned that trust isn't just about getting shipments there on time - it's also about respecting your data. This policy breaks down exactly how we handle your information when you work with us on intermodal freight, cold chain logistics, or any of our other services.

Quick Note: This policy covers our website and all services we provide. If you're just browsing, we collect way less info than if you're shipping a 40-foot container of refrigerated goods.

What Information We Collect

We're not in the business of collecting stuff we don't need. Here's what we actually gather:

Personal Contact Info

  • Your name and business name (kinda need this for the bill of lading)
  • Email addresses and phone numbers (so we can reach you when your shipment's at the border)
  • Physical addresses for pickup and delivery (obviously)
  • Company tax IDs and business registration numbers (customs won't clear your freight without 'em)

Shipment Details

  • Cargo descriptions, weights, and dimensions
  • Special handling requirements (like temperature specs for cold chain stuff)
  • Origin and destination info
  • Declared values and insurance preferences
  • Hazmat classifications if you're shipping anything regulated

Financial Data

  • Payment card info (processed through secure third-party gateways - we don't store your full card numbers)
  • Banking details if you're set up for direct billing
  • Transaction history and invoices

Technical Stuff

  • IP addresses and browser types
  • Login credentials for our tracking portal
  • Usage data - like which pages you visit and how long you stick around
  • Device information and operating systems
Real Talk: We collect more detailed info for customs brokerage clients because, well, border authorities require it. If you're just getting a quote, we only need the basics.

How We Use Your Data

We're not selling your info to random marketers or anything shady like that. Here's what we actually do with it:

Service Delivery

Moving your freight from point A to point B - this includes coordinating carriers, booking warehouse space, and managing temperature controls for cold chain shipments.

Customs Compliance

Filing paperwork with CBSA and US Customs, handling duty payments, and making sure your cargo doesn't get stuck at the border for weeks.

Communication

Sending you tracking updates, delivery confirmations, and the occasional "hey, we need more documentation" email.

Billing & Payments

Generating invoices, processing payments, and keeping records for accounting purposes (CRA requires us to keep this stuff for years).

We also use your data to improve our services - like analyzing delivery times to find bottlenecks or figuring out which routes work best for temperature-sensitive cargo. And yeah, we'll send you marketing emails about our services, but you can opt out anytime.

Who We Share Your Data With

Running a cross-border logistics operation means we've gotta share some of your info with partners. Here's the rundown:

Transportation Partners

We work with vetted carriers for trucking, air freight, and ocean shipping. They get the shipping details they need - nothing more. These folks are bound by their own privacy obligations and service agreements with us.

Customs & Government Authorities

CBSA, US Customs and Border Protection, and other regulatory bodies - they get what they legally require for clearance and compliance. We don't have a choice here; it's part of doing business across borders.

Warehouse & Distribution Partners

If you're using our storage services, the facilities need your cargo details and contact info for handling and security purposes.

Payment Processors

We use secure third-party payment gateways that are PCI-DSS compliant. They handle the sensitive card data so we don't have to store it.

Legal Disclaimer: If we're legally required to disclose your info (like court orders or government investigations), we've gotta comply. We'll notify you when legally permitted to do so.

Cookies & Tracking Technologies

Yeah, we use cookies - but not the chocolate chip kind. Here's what's happening when you visit our site:

Cookie Type Purpose Duration
Essential Keep you logged into the tracking portal, remember your language preference Session/1 year
Analytics See which pages people actually use so we can improve the site 2 years
Functional Remember your shipment search history and preferences 1 year
Marketing Show you relevant ads about our services (you can opt out) 90 days
Manage Your Cookie Preferences

You're in control. Turn stuff on or off as you like:

You can also block cookies through your browser settings, but heads up - parts of the site might not work properly if you do.

Your Privacy Rights

Canadian privacy laws (PIPEDA) and GDPR (for our EU clients) give you some solid rights over your personal data. Here's what you can do:

You can request a copy of all the personal data we've got on file for you. We'll send it over within 30 days (usually faster). Just shoot us an email at dispatch@luminarvexrealm.info with "Data Access Request" in the subject line.

If we've got something wrong - like an old address or misspelled name - you can ask us to fix it. We'll update our records and let any third parties know if it's relevant (like if we already sent the wrong address to a carrier).

You can ask us to delete your data, but there's a catch - we've gotta keep some stuff for legal and accounting reasons (like invoices and customs records). CRA requires us to keep financial records for 7 years. Everything else? We'll wipe it.

Want to take your data to another freight forwarder? No hard feelings. We'll provide your info in a common format (usually CSV or JSON) so you can transfer it elsewhere.

Don't want marketing emails? Click the unsubscribe link at the bottom of any email we send. You'll still get essential stuff like shipment updates and invoices, but we'll stop bugging you about promotions.

If you think we're using your data in a way you didn't agree to, speak up. We'll investigate and either stop using it that way or explain why we've got a legitimate reason to continue.

How We Protect Your Data

Security isn't just a buzzword for us - we're handling sensitive shipment data, financial info, and customs documentation. Here's what we've got in place:

Encryption

All data transmitted to and from our servers uses SSL/TLS encryption. Our databases are encrypted at rest too.

Access Controls

Only authorized staff can access your data, and they're limited to what they need for their job. We track every access attempt.

Secure Infrastructure

Our servers are hosted in Canadian data centers with physical security, redundant systems, and regular security audits.

Regular Backups

We back up data daily and store copies in separate locations. If something goes wrong, we can restore your info quickly.

Look, no system is 100% bulletproof - anyone who tells you otherwise is lying. But we're constantly updating our security measures and monitoring for threats. If there's ever a data breach that affects you, we'll notify you within 72 hours and tell you exactly what happened and what we're doing about it.

International Data Transfers

Since we're moving freight across the Canada-US border and coordinating international air and sea shipments, your data sometimes crosses borders too. Here's the deal: