What we store when you book a dock
Booking a collection means telling us who is coming. This page says exactly what that means, and it is short on purpose. When our office books for you, on the phone or at the gate, it keeps the same details for the same time, and nothing more.
Who is responsible
Full Mile Cargo Service, 2 Rue de l'Aéropostale, 4460 Grâce-Hollogne, BE, VAT BE 0749.632.430. We decide what is collected here and why, which makes us the controller under the GDPR. For anything on this page, write to privacy@fmcs.be.
What we store, and why
| What | Why we need it |
|---|---|
| Driver name | Our gate checks who is collecting against the booking before freight is released. |
| Number plate | The truck is matched to its slot at the barrier, so the right vehicle gets the dock. |
| Mobile number | So we can reach the driver if the slot has to move, or if they are late. |
| E-mail address | To reach you about the booking if a slot has to move. |
| At collection: the name the driver confirmed the load under, the pieces and pallets loaded, any remark, and a photo of the CMR if one was taken | Our record of what left our dock on which truck, to settle a later claim about the load. |
| Haulier, waybill, pieces, slot | The appointment itself, and how we plan dock and staff capacity. |
| Your IP address, only when a waybill or booking lookup finds nothing, or when you book, move or cancel an appointment | To stop anyone from trying numbers until one fits, which would reveal other people's freight, and to stop a script from filling the docks. |
We do not use any of it for marketing, we do not sell it, and nothing here is decided about you automatically.
On what basis
Our legitimate interest in running a secure cargo facility: knowing which vehicle and which person is collecting which freight, and planning the docks so trucks are not kept waiting. Providing these details is not a legal obligation, but without them we cannot give you a dock — the gate has nothing to check against.
How long
180 days after the collection date. After that a nightly job removes the driver name, plate, mobile, e-mail and any note from the booking automatically. The slot itself, the haulier and the piece count stay, because that is what our capacity planning is built on — but they no longer point at a person. An IP address kept for a lookup that found nothing, or for a booking, move or cancellation, is deleted within two days.
Once a truck has collected, the driver name, plate, handover remark and any photo of the CMR are kept 395 days after the collection date instead, because a claim about a transport can be brought up to a year later; the mobile, e-mail and note still go at the end of the first period.
Who else sees it
Only FMCS staff, each through their own account. Two suppliers process it on our instructions and nothing else: Vercel hosts the site and Neon runs the database in Frankfurt. Your data is stored in the European Union.
Your rights
You may ask us for a copy of what we hold about you, to correct it, to delete it, to restrict what we do with it, or to object to it. Write to privacy@fmcs.be with your booking reference and we will answer within a month.
If you are not satisfied with our answer, you can complain to the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels — gegevensbeschermingsautoriteit.be.
Cookies
The booking pages set none. FMCS staff signing in to the operations console, and client and supplier staff signing in to the portal, get one cookie that keeps them signed in; it is strictly necessary for that and is used for nothing else. There is no analytics and no tracking anywhere on this site.
While you fill in the truck details, your browser keeps what you typed in that tab only, so a dropped connection or a reload does not lose it. Nothing of it reaches us until you confirm, and it is removed when the booking is made, when you start over, or when the tab is closed.