Privacy Policy
MD TRANS S.C. · mdtrans.pl
1. Data controller
The controller is MD TRANS S.C. Mateusz Czarnota, Dariusz Czarnota, Polanka 183, 32-400 Myślenice, Poland, VAT/NIP PL6812067405. Privacy contact: biuro@mdtrans.pl. We have not appointed a Data Protection Officer because, at the current stage, there is no such requirement.
2. Data we may process
Depending on how you contact us, this may include your name or company name, telephone number, e-mail address, message content, planned transport details, information entered in MD Assistant, documents or attachments and basic technical security data (for example IP address and information needed to prevent abuse).
3. Purposes and legal bases
We process data mainly to handle enquiries, prepare quotations and take steps at your request before entering into a contract (Article 6(1)(b) GDPR), and to perform a contract once concluded. Legal or accounting duties may rely on Article 6(1)(c). Website security, business correspondence and the establishment, exercise or defence of legal claims may rely on our legitimate interests under Article 6(1)(f).
4. MD Assistant and AI
MD Assistant helps collect and structure transport RFQ data. In local mode, content is analysed by website/server logic. When the AI module is enabled, conversation content, RFQ data and attachments may be sent through our server to an AI model provider to generate an answer and structure the enquiry. The planned API integration uses OpenAI; business processing for EEA customers is covered by applicable data-processing terms. AI does not make a binding MDTRANS decision on price, vehicle availability or acceptance of a transport order. Do not provide special-category or unnecessary data.
5. Recipients
Data may be processed by our hosting and e-mail providers, IT and security service providers and, when AI functionality is enabled, the AI provider and its approved subprocessors. Data may also be disclosed where required by law. Recipients receive only the data needed for their service.
6. Transfers outside the EEA
Where a technical or AI service involves access to data outside the EEA, mechanisms required by the GDPR are used, such as an applicable European Commission adequacy decision or Standard Contractual Clauses and contractual safeguards.
7. Retention
We retain data for as long as necessary to handle the enquiry and any subsequent cooperation. If a contract is concluded, data may be retained for periods required by tax, accounting and legal-claims rules. If cooperation does not follow, data is deleted or restricted once it is no longer needed, subject to reasonable evidential and security requirements.
8. Your rights
Where the GDPR applies, you may request access, rectification, erasure, restriction and portability. Where processing relies on legitimate interests, you may object. You may also lodge a complaint with the competent supervisory authority, including the Polish Personal Data Protection Office (UODO).
9. Is providing data mandatory?
Providing data is voluntary, but without information needed to contact you and prepare a quotation we may be unable to answer or provide a quote.
10. Cookies, browser storage and analytics
mdtrans.pl does not use external advertising or analytics systems requiring marketing tracking. The site may keep its own aggregate counters of technical/conversion events (for example opening MD Assistant or accepting an RFQ) without storing conversation text, files, a persistent user identifier or the IP address in reporting data. If external marketing/analytics tools are introduced, this policy and any required consent controls will be updated. MD Assistant may also keep the current enquiry draft in the browser tab session storage so a page refresh does not force you to start again; this draft is not a persistent identifier and is removed when the session ends or a new conversation is started. Technical mechanisms strictly necessary for operation and security may be used.
11. Security and automation
We use technical measures such as HTTPS, WAF, rate limiting, form validation and protection of internal files. MD Assistant supports RFQ preparation but does not make decisions producing legal effects for the user solely by automated means.
12. Policy changes
This policy may be updated as the site and MD Assistant develop. Version: 14 August 2026.
Location validation may be supported by GeoNames data (CC BY 4.0); for a transport order, the final point is confirmed from the customer’s address.