Robin Transportation Systems Inc.
RTSI Privacy Policy
Privacy Policy
Effective Date: February 7, 2026
At Robin Transportation Systems Inc., we are committed to protecting your privacy and handling your personal information responsibly and transparently. This policy applies to information collected through our website and in the course of providing freight forwarding, customs support coordination, and logistics services.
1. Introduction
This Privacy Policy describes how Robin Transportation Systems Inc. ("RTSI," "we," "us," or "our") collects, uses, discloses, and protects personal information when you visit our website at www.robintransportation.com or use our freight forwarding, customs support coordination, and logistics services.
We are committed to protecting your privacy in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the EU General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA/CPRA) where applicable.
By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.
2. Privacy Officer
We have designated a Privacy Officer responsible for our compliance with applicable privacy laws and for responding to your privacy inquiries:
[PRIVACY OFFICER TITLE]
Robin Transportation Systems Inc.
Email: admin@robintransportation.com
Phone: 905-612-0755
[Placeholder: Confirm Privacy Officer name and title with client.]
3. Information We Collect
a) When You Contact Us or Request a Quote
When you submit a contact form, request a freight quote, or communicate with us by email or phone, we may collect:
- Name and job title
- Email address and phone number
- Company name and address
- Shipping details (origin, destination, cargo type, weight, dimensions)
- Preferred service mode (air, ocean, ground)
b) When You Use Our Services
When we provide freight forwarding, customs support coordination, or logistics services, we may collect additional information required for service delivery and regulatory compliance:
- Government-issued identification (passport, driver's licence, importer number)
- Business number, GST/HST registration, and customs account numbers
- Commercial invoices, packing lists, and certificates of origin
- Dangerous goods declarations and safety data sheets
- Bank details or credit references (for payment and credit assessment)
c) Industry-Specific Data
Some of our specialized services require sensitive personal information:
- Human remains repatriation: death certificate, cause of death documentation, next-of-kin contact information, passport of the deceased, consular correspondence
- Personal goods and white glove moves: household inventory lists, passport or visa information
- Dangerous goods: 24-hour emergency contact numbers
We collect sensitive personal information only with your express consent and only to the extent necessary for service delivery and regulatory compliance.
d) Information Collected Automatically
When you visit our website, we automatically collect certain information through cookies and similar technologies:
- Pages viewed, session duration, and navigation path
- Device type, operating system, and browser
- Approximate geographic location (city and country, derived from IP address)
- Referring website or search terms
Your IP address is used to determine approximate location and is then discarded. We do not store IP addresses in our analytics.
4. How We Use Your Information
We use the personal information we collect to:
- Respond to your inquiries and provide freight quotes
- Deliver freight forwarding, customs support coordination, and logistics services
- Coordinate customs data and support documents with licensed Canadian customs broker partners, who handle regulated submissions to the Canada Border Services Agency (CBSA)
- Comply with the Customs Act, Transportation of Dangerous Goods Act, and other regulatory requirements
- Coordinate with carriers, agents, and government agencies involved in your shipment
- Process payments and manage accounts
- Communicate about your shipment status and service updates
- Improve our website and services through analytics
We do not sell, rent, or share your personal information with third parties for marketing purposes.
5. Legal Basis for Processing
We process your personal information on the following bases:
- Consent: Implied consent when you voluntarily submit a contact form or quote request. Express consent for sensitive information (repatriation documents, government ID, dangerous goods declarations).
- Contractual necessity: Processing required to deliver the freight forwarding, customs support coordination, or logistics services you have engaged us to provide.
- Legal obligation: Processing required to comply with the Customs Act, Transportation of Dangerous Goods Act, CFIA regulations, and other applicable laws.
- Legitimate interests: Website analytics to improve our services, provided this does not override your privacy rights.
For EU residents, see Section 15 for additional detail on GDPR lawful bases.
7. International Data Transfers
Your personal information may be processed in countries outside of Canada, including:
- United States: self-hosted infrastructure and Cloudflare (hosting and edge delivery), Google Analytics, Google Workspace
- European Union (France/Germany): Brevo (email delivery servers)
- Destination countries: customs authorities and agents in the countries where your freight is shipped
Canada holds an adequacy decision under the GDPR (renewed January 2024), meaning the European Commission recognizes Canada as providing adequate data protection. Where data is transferred to other jurisdictions, we rely on data processing agreements with our service providers that include appropriate safeguards.
Under PIPEDA, organizations may transfer personal information to third-party processors outside Canada, provided the information receives a comparable level of protection.
9. Data Retention
We retain personal information only as long as necessary for the purposes described in this policy, or as required by law:
| Data Category | Retention Period | Authority |
|---|---|---|
| Customs records and declarations | 6 years | Customs Act, s. 40(1) and 43(1) |
| Dangerous goods documents | 2 years | TDG Regulations |
| Privacy breach records | 24 months | PIPEDA |
| Website analytics | 2-26 months | GA4 configuration |
| Contact form submissions | Until purpose fulfilled | PIPEDA Principle 5 |
| Business correspondence | 6 years | Best practice (aligned with customs) |
When personal information is no longer needed, we securely delete or de-identify it.
10. Your Privacy Rights
Depending on your jurisdiction, you have the following rights regarding your personal information:
All Individuals (PIPEDA)
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Withdrawal of consent: Withdraw your consent to our processing of your information, subject to legal or contractual restrictions
- Challenge compliance: Challenge our compliance with PIPEDA by contacting our Privacy Officer
- Complaint: File a complaint with the Office of the Privacy Commissioner of Canada (OPC)
EU Residents (GDPR)
If you are located in the European Union, you have additional rights. See Section 15 for details.
California Residents (CCPA)
If you are a California resident, you have additional rights. See Section 16 for details.
How to Exercise Your Rights
To exercise any of your rights, please submit a request in writing to our Privacy Officer at admin@robintransportation.com or call 905-612-0755. We will respond within 30 days of receiving your request.
11. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data in transit using HTTPS/TLS
- Access controls limiting personal information to authorized personnel
- Secure self-hosted cloud infrastructure protected by Cloudflare
- Data processing agreements with all third-party service providers
While we take reasonable steps to protect your information, no method of electronic transmission or storage is completely secure. If you have reason to believe your interaction with us is no longer secure, please contact our Privacy Officer immediately.
12. Breach Notification
In the event of a privacy breach that creates a real risk of significant harm, we will:
- Notify the Office of the Privacy Commissioner of Canada as soon as feasible
- Notify affected individuals as soon as feasible, describing the breach, the information involved, and steps we are taking
- Maintain a record of all breaches for 24 months, as required by PIPEDA
For EU residents, we will notify the relevant supervisory authority within 72 hours of becoming aware of a breach, as required by the GDPR.
13. Children's Privacy
Our website and services are not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact our Privacy Officer and we will promptly delete it.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically.
15. Contact Us and Complaints
If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact our Privacy Officer:
Phone:905-612-0755
Filing a Complaint
If you are not satisfied with our response, you may file a complaint with:
- In Canada, contact the Office of the Privacy Commissioner of Canada.
- In the European Union, contact your local Data Protection Authority (DPA).
- In California, contact the California Attorney General's Office.
16. Additional Information for EU Residents
If you are located in the European Economic Area (EEA), the following additional provisions apply under the General Data Protection Regulation (GDPR):
Lawful Bases for Processing
- Performance of a contract: Processing your shipping details and customs documentation to deliver the services you have engaged us to provide
- Legal obligation: Processing customs support documents, broker-submitted customs declaration records, and dangerous goods documentation as required by law
- Consent: Analytics cookies (GA4) are set only with your prior consent
- Legitimate interests: Improving our website and services, provided this does not override your rights
Your GDPR Rights
In addition to the rights listed in Section 10, you have the right to:
- Data portability: Receive your personal data in a structured, machine-readable format
- Restriction of processing: Request that we restrict the processing of your data in certain circumstances
- Objection: Object to processing based on legitimate interests
- Erasure: Request deletion of your personal data, subject to legal retention requirements
We will respond to GDPR requests within one month. This period may be extended by two additional months for complex requests, in which case we will inform you of the extension.
Adequacy Decision
Canada holds a GDPR adequacy decision from the European Commission (renewed January 2024), recognizing that Canadian privacy law provides adequate protection for personal data transferred from the EU.
17. Additional Information for California Residents
If you are a California resident, the following additional provisions apply under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
Categories of Personal Information Collected
In the preceding 12 months, we have collected the following categories of personal information:
- Identifiers (name, email, phone, postal address)
- Commercial information (shipping records, service history)
- Internet activity (browsing history on our website, via GA4)
- Professional information (company name, job title)
- Geolocation data (approximate, from IP address)
Your CCPA Rights
- Right to Know: Request the categories and specific pieces of personal information we have collected about you
- Right to Delete: Request deletion of your personal information, subject to legal retention requirements
- Right to Correct: Request correction of inaccurate personal information
- Right to Opt-Out: Opt out of the sale or sharing of personal information
We do not sell your personal information for monetary or other valuable consideration, nor do we share it for cross-context behavioral advertising.
How to Submit a Request
To exercise your CCPA rights, please submit a request to our Privacy Officer at admin@robintransportation.com or call 905-612-0755.
We will not discriminate against you for exercising your CCPA rights.